Communication and transparency are two things that can make or break any workplace. When communication is strong and visibility is transparent, team members work better, harder and smarter. When these are not where they need to be, the entire team suffers along with the company as a whole. Below are four keys to improving communication and visibility in the workplace. Try implementing them and see what a difference they can make.
Create Transparency for Workloads
The teamwork concept is one that stipulates every member of the team does his or her share to carry the workload. Whenever there is a perception that one or more team members are not contributing as much as they should, team relationships suffer. Team members can become defensive when asked to take on new projects, or they may simply say they cannot handle any more work, hoping that it goes to other team members they perceive as not carrying their weight. One solution to these often complex problems is to create transparency for workloads, ensuring team members understand what others are contributing to the team.
Creating transparency can be accomplished by creating an openly available list of tasks and projects currently assigned to the team. That list can show which team members are responsible for which tasks as well as a timetable for getting things done. When every team member knows the total workload and how it is divided among the group, it helps to foster a sense of ‘we’re all in this together’. It also mitigates the friction that can come from misunderstandings about some team members seemingly working harder than others. Trello is a great tools for sharing lists of tasks between your team, helping you achieve transparency between team member’s workloads.
Share Information about KPIs, Targets and Performance
Your company already keeps track of key performance indicators (KPIs), targets and performance. All of that data is data that should be shared with employees. By making everyone aware of the data that drives your company, you will be helping your team members invest themselves in the success of the business by making it possible for them to know and understand how their efforts are affecting performance.
Making KPI, target and performance information openly available boosts productivity and encourages better communication and collaboration. It can also eliminate those awkward moments of asking for budget increases or team member raises at a time when sales are falling. In essence, sharing KPI, target and performance data gives team members the tools they need to think in terms of what is best for the business in everything from department budgeting to individual contributions.
Utilise Collaborative Technology
Modern technology has made workplace collaboration as easy as it has ever been with tools that increase efficiency and visibility. For example, Trello boards make it possible to organise the workflow of any project in an easy to use and understand app for smartphones and tablets. Cyfe dashboards do much the same thing but on a much larger scale. With either tool, companies and their individual teams can keep track of everything happening in the office and outside.
A workflow board or dashboard can be implemented online, but that is likely to defeat its purpose inasmuch as team members must seek it out to make use of it. A better way to implement a dashboard would be through the use of flat-panel screens located in strategic places around the office. Interactive flat panels make it possible to use a dashboard application without having to pull out a smartphone or get to a computer.
Document Instructions and Directives
Complex tasks and large teams lend themselves very well to confusion and misunderstanding when documentation is not used. One of essential qualities of the office with strong communication and visibility is the regular use of documentation.
Avoid giving verbal instructions to team members and leaving it at that. Documenting those instructions avoids conflict and misunderstanding. The same holds true for meetings. Document all meetings with written summaries that are shared with those in attendance and others who might benefit from the information. Create a shared intranet or cloud drive for employees where they can locate documentation on office tasks, standards, policies, and the like.
An excellent way to document instructions and directives is with Clever Checklist. This online tool provides an easy and comfortable interface for documenting instructions and checking to make sure that tasks have been completed. This ensures that when employees complete tasks, they follow the process correctly, vastly reducing the likelihood for errors.
Communication and visibility can mean the difference between maximum performance and just getting by. If your office is not as efficient, productive and team-oriented as you would like it to be, concentrate on improving communication and visibility. Doing so will reap great rewards, both now and in the future.