Keeping a unified team together and collaborating well is essential for the overall success of a team. As leaders, we want to eliminate inter-team frustrations as much as possible. And one of the ‘quick wins’ to do this, is to ensure that the team, and new people joining the team, are all on the same page when it comes to communication methods. When communication methods are unclear or inconsistently applied, unnecessary frustrations arise. The good news is it is pretty easy to eliminate this, by simply setting clear communication practices to help everyone in the team communicate better. Here are some of my tps on how to do it;
1. Establish clear communication guidelines
Start by establishing clear guidelines for how different types of communication should be handled. After all, not all forms of communication are equal, and using the right medium for the right message can make a significant difference.
Here’s an example I use
- Urgent queries: For time-sensitive matters that require immediate attention, a phone call or direct messaging platform like Slack might be the best option. This ensures that the message is received quickly and can be acted upon without delay.
- Non-urgent, but important: For matters that are important but not time-sensitive, email is a great choice. It allows for a more detailed explanation and provides a written record that team members can refer back to as needed.
- Routine updates or sharing of information: For day-to-day communication, tools like team collaboration platforms (e.g., Microsoft Teams, Asana) or group chats can be useful. These are ideal for sharing updates, asking non-urgent questions, and facilitating ongoing conversations.
- Feedback or complex issues: For more in-depth discussions or feedback, scheduled meetings ought to be set up. Complex topics often benefit from real-time conversations that allow for back-and-forth discussion and clarification.
2. Prioritise face-to-face discussions for complex issues
I’m all for eliminating meetings that happen for meeting’s sake. But nothing beats a face to face discussion, when it’s actually needed. While written communication is efficient for sharing information, it lacks the nuances that face-to-face conversations can provide. You can;t actively listen to an email, you can;t pick up on body language and you can’t clarify things that you don;t instantly understand. When complex issues or sensitive matters need to be addressed, it’s best to meet face to face or via a video call.
By setting this expectation, leaders not only prevent frustrations that arise from vague or misinterpreted messages but also create an environment where team members feel comfortable setting up meetings and addressing concerns openly.
3. Encourage consistent use of collaboration tools
Consistency is key when it comes to communication tools. Whether it’s a project management system, a messaging app, or an email chain, it’s essential to ensure that everyone is on the same page about what tool to use in each situation.
Leaders should ensure that the chosen tools are user-friendly, appropriate for the team’s needs, and properly integrated into daily workflows.
Additionally, leaders should encourage regular check-ins to ensure that team members are comfortable with the tools and that any issues with communication channels are addressed promptly.
4. Set realistic response times
Not knowing when to expect a reply can lead to unnecessary anxiety or delays in getting work done. Help support your team by ensuring this is communicated to the team. For example, urgent messages sent via phone or instant messaging might be expected to receive a response within an hour, while less urgent matters, like emails, might have a 24-hour response window before the sender can chase them up.
By addressing these communication timelines, you will give people the reassurance that their emails won;t get lost in space, that they feel secure in chasing up communications not responded to in the set time frame etc.. allowing people to plan their work more effectively, knowing when they can expect to hear back from others.
5. Build a culture of open communication
People are going to work better in environments where they feel comfortable asking for clarification when needed. Open communication helps to prevent frustrations before they arise, as employees will be more likely to address potential misunderstandings early on, rather than letting them fester.
One way to encourage this type of communication is through regular team meetings or one-on-one check-ins. These forums provide an opportunity for people to voice any concerns about communication issues they might be facing, allowing leaders to step in and make adjustments if necessary.
6. Tell the whole team about how to best communicate
As a leader, you should provide training and guidance to your team on the best communication practices. You could hold a meeting or a workshop dedicated to developing active listening skills, clear and concise writing, and how to choose the appropriate communication method for different situations.
By investing in this type of training, you are not only helping the team collaborate better, you will be contributing to personal and professional development, which can lead to increased employee satisfaction and productivity.
In an era where remote and hybrid teams are more common than ever, communication remains one of the most important aspects of team success. As a leader, it’s your responsibility to guide your team toward adopting clear, structured, and thoughtful communication practices—ensuring that frustration and confusion are kept at bay.
If your or your leadership team could do with some guidance I have been delivering successful leadership workshops that bring people together for years. I’d love to help, Don’t hesitate. Get in touch today.