You know as an entrepreneur the importance of effective communication within your company. Communication directly impacts the productivity of employees and customer satisfaction. It also affects your business’s success.
Even today, communication gaps are still common in organizations. Communication gaps are often caused by a lack thereof or when the message is misunderstood by the receiver. The gap between team members increases as the gap widens.
Miscommunications and misunderstandings can escalate into conflict and delays. This leads to missed deadlines, increased stress and even more frustration. Communication gaps are a major problem.
Modern technologies can bridge these gaps. Session initiation protocol (SIP) or SIP trunking Canada You can simplify your telephone systems. Use tools such as digital calendars, e-mail platforms and other communication tools to keep everyone on the same page. Even with the best technology, communication in business is dependent on many variables such as employee attitudes and aptitudes. These variables must be considered before you look for ways to close communication gaps
Bridging these gaps can help you develop a culture that is based on trust and collaboration. The question is: How do you eliminate these gaps? Here is a guide that will help.
Identify Communication Bottlenecks
Discovering the bottlenecks which cause miscommunication prior to taking any action is essential. These are the most common barriers to communication:
- Language barriers
- Cultural Barriers
- Physical barriers
- Interpersonal barriers
- Local barriers
Some people may not understand jargon or complex words.
Different cultural norms can affect how team members speak. This is true especially if you are part of a global team.
Physical barriers can include closed doors, bad workplace layouts such as cubicle walls or geographical distance.
Interpersonal barriers can be caused by employees who feel they don’t fit in with the company. This may be due to a lack recognition for their hard work or a low self-esteem as a result of their position in the corporate ladder.
Rumors and cross-functional issues can be local barriers.
By identifying communication bottlenecks it is easier to find the cause of the issue and then solutions that will help you communicate expectations clearly.
Adopt Daily Stand Up Meetings
The daily stand-up meeting is a regular 15-minute meeting. If there are only a few members in the team, these meetings are usually conducted by the CEO. This type of meeting will be run by the department leader in large corporations. Its goal is to get everyone on the same page and reduce communication gaps.
Usual Format
This is the standard format for a stand-up meeting. The team should speak one person at a time. This is done by starting with the youngest member of the group and finishing with the senior. It allows everyone to speak without being intimidated by those in charge. If someone is not on track, this kind of meeting can help them get back on track. This way, they will not waste time duplicating tasks that aren’t part of their project.
Stop One-Way communication
When companies do not allow employees to voice their concerns or give feedback, they are engaging in one-way communication. Business leaders, for example, send monthly newsletters via email to their employees. The engagement is reduced because employees are unable to initiate and participate in conversations.
Bottom-up communication can be a great way to reduce unidirectional communication. Top management can ask employees to provide feedback about newsletters.
Why not use a chat platform to discuss the suggestions and views of all employees in real time, instead of sending them via e-mail? This promotes employee engagement and a positive company culture.
Leverage Technology
Digitalization allows organizations to reach beyond geographic borders to communicate with their employees. Many modern companies use the following communication tools.
Videoconferencing
Videoconferencing allows you to communicate with employees in different countries. You can have remote meetings as long the team member is connected to the internet.
Instant messaging
Instant messaging software keeps everyone informed in real time. It reduces the need for long meetings, e-mailing back and forth or making long distance phone calls.
Cloud tech
Cloud technology allows for the sharing of information remotely. It is possible to have your employees access information without having to carry storage devices.
Authorized personnel can modify documents and team members can view the version history. They are most often used to reduce communication barriers in the modern workplace.
Be Transparent
Communication doesn’t only mean sharing positive news with the staff. Employees have a right to be informed of any bad news, including financial uncertainty that may affect their company or position.
Communication that is open and transparent involves the objective and honest dissemination of company issues, updates, etc. This allows you to correct organizational problems and keep your employees informed, so they can offer suggestions or input. Your employees will feel valued and indispensable. It also prevents rumor spreading and misinformation, which could undermine your company’s reputation.
Avoid Information Overload
Communication gaps are caused by information overload. Sending your team members lots of reference materials in a short amount of time is an example.
They may feel confused and frustrated if they cannot keep up with all the information.
Allow them to have time to consider the information and process it systematically. Ask for their opinions or concerns. This method reflects on your character, particularly your ability to empathize, which is relationship-building.
When information can be simplified to get straight to the point, pin down the three most important points of your message.
- The main agenda
- Important supporting details
- The possible solutions to a problem
Alternatively, you may want to schedule similar tasks together in order to avoid duplication. This will ensure that everyone understands their role in the solution.
Summary
Effective communication is key to the success of any workforce. Communication gaps can have a negative impact on team productivity if you fail to find solutions. Identifying these gaps will allow you to act before they become a problem.
You can eliminate communication gaps by using automationThis can automate repetitive processes and allow real-time communications. You can then speed up the process while reducing misunderstandings.
