CHICAGO–From the simplest of issues to the most complex, often misunderstandings within a credit union both stem from the same failure: lack of effective communication.
Writing on his CareerAdvancementBlog.com, executive coach Joel Garfinkle said it’s a challenge he confronts often within organizations, writing recently that “initiative to address them is one of the most important things you can do to prove your leadership abilities. Building your influence and leading your organization to success means improving your organizational culture by overcoming these hurdles. “
According to Garfinkle, these five common failures are the big contributors to communication problems:
Communication Channels are Undefined
”When it’s not clear whom people should talk to about particular types of issues, communication is likely to break down. Your workplace needs to have well-defined channels of communication for handling projects, and managers need to set the tone for communicating well. Each person needs to know which coworker to talk with about a particular issue. Additionally, you need a clear path of communication between departments, meaning communication roles must be clear. One member of your team might be in charge of liaising with the art director regarding a package design, for instance. A clear path of communication is important for handling complaints, too. Employees need to know whom to speak with, and that person needs to know what to do with the information.”
Silos Keep Information from Reaching all Stakeholders
“Similarly, with poor communication, information can get stuck in silo,” wrote Garfinkle. “It might just be that departments need help understanding how to communicate better, but there are often deeper underlying issues. It’s not just that people don’t know how to communicate—it’s that they’re not motivated to communicate. Departments may have even come to view one another as competitors because they’ve lost sight of their common goal. Inspiring people to believe in a common vision is the first step toward correcting the problem, and it’s one of the most important ways of demonstrating leadership and getting noticed. Holding collaborative meetings with people from various departments will help people stay motivated to work toward their common goal.”
Communication Flows Only in a Top-DownPath
“When communication flows only from the top down, employees can feel frustrated, knowing they have a great deal of input that isn’t being used,” Garfinkle said. “You might not have control over how higher-up executives handle communication, but you can voice your feedback about it if you have an ally who might be receptive. Furthermore, you can work to encourage the people you supervise to share feedback and suggestions with you. An idea box is a great way to encourage people to speak up when they see something that could be improved. As you grow your influence, your leadership effectiveness will become apparent to other managers and executives, and they might emulate your approach.”
Views are Unrepresented
“When holding meetings, ask yourself if you should include particular individuals from other areas of the organization who might have a stake in the topic,” Garfinkle advsied. “For instance, if another department might have valuable input about the project your team is discussing, ask a representative to join in or share input by email. Making people feel heard is just as important as gaining their valuable input. You’ll be building stronger relationships by taking these steps.”
Unclear Terminology Leads to Lack of Understanding
When people use jargon frequently, others might not understand their meaning—or they might think they understand, but get it wrong,” he wrote on the blog. “It’s important to ask clarifying questions when people use technical terms or ambiguous language. One department might have an internal understanding of a slang term it uses, while another department might get a different impression of the meaning. Likewise, if people use convoluted language, paraphrase what they said and verify that you understand what they meant. It’s much better to spend a moment clarifying than spending hours or days trying to repair the damage of a huge misunderstanding. As a leader, look out for the moments when team members might misinterpret something, and clarify the issue even when you believe you understand it correctly.”