Unclear communication and workplace misunderstandings can lead to a loss of productivity, money, clients or worse. Clear communication is the benchmark of a good office and tops the lists of best business practices with a capital “C”.
The clear communication implementation process begins when a new hire joins your team. As a manager, it is your job to make the person feel at ease and ensure that he or she becomes a productive member of the company and your team.
Start by making sure that your new hire is aware of all of the functions your team provides. Clearly communicate what is expected of him or her. A small list of to-dos and reminders, managers can use with each new hire, are listed below. You, as a manager, should have this in your back pocket at all times.
Step 1. Introduction. Introduce your new hire to the tasks verbally. Communicate what is expected and how he or she can be a potential star in the company by doing the X-Y-Z list of things. Present your information – loud and clear- but don’t forget to connect your head to your heart during your communication and open up a place in the conversation for questions.
Step 2. Create a master list for the job function. Take time and create a written charter of duties. Make a list of to-dos which would be required of the new team member. A generic framework of what is desired and where he/she fits in the office. This is a good time to review job descriptions with your whole team–you’ll be surprised at the misunderstandings.
Step3. Make a detailed description of your desires as a manager. The new team member needs to know how your team functions and what is expected of him or her as a member. As a manager, you need to educate the newest member on the processes and procedures of the company. Be sure this description is aligned with the company’s mission and policies with a detailed description of the tasks; the expected time-lines and reporting channels.
Step 4. Describe the role outside the team. Let the person know what his or her role outside the company might be. Describe what is expected as a company employee who represents the company on whole with every encounter. Be clear and be concise. Cite facts. Include social media policies.
Step 5. Ask for a feedback. Remember communication is a two way process. You need to ask for feedback and remove noise from the system. Clarify all the issues you feel are still in the gray and make sure that they are fed back into the communication loop. Observe and correct by reverting back to steps 1 to 4, if needed.
Step 6. Ask your new associate to create a summary of the tasks at hand. This is perhaps a yearly process, but its advised to initiate this practice after the new team member is apparently comfortable in the job. An analysis of this will illustrate the difference between your explanation and the resource’s understanding. Clear the communication deficit now for greater productivity and profits later.
Allie Casey, Speaker, Author and Coach at Casey Communications can help you and your team how to ramp up your communication for more productivity and fewer headaches. To get your F.R.E.E. audio course, more communication articles and information visit www.alliecasey.com.