Examining Communication Rules
Working with other people on project teams can be challenging. While it can be frustrating to deal with diverse personalities, you can maximize your effectiveness by improving your communication. The objectives of effective communication during any strategic planning process or work effort should include:
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- ensuring all team members understand the expectations associated with their roles and how they can contribute to the process;
- providing everyone equal opportunities to voice their opinions and raise them up for further discussion;
- giving and receiving feedback to foster open and honest conversations among team members; and
- providing a regular flow of information to key stakeholders who require frequent communication to be part of the process.
Some proven communication methods include sharing information and debating. When done well, good communication can drive the best results. Since communication is a critical aspect of any strategic planning process, remember the following strategies to improve your effectiveness.
Listen actively
Listening is especially important when members of the planning committee are sharing ideas and when emotions are high. Members of the strategic planning team will feel acknowledged and validated when heard. Team members will be happier and commit to working together. Be a better listener by remembering the “percentage rule.” Speak in moderation. If you are in a meeting with a total of five people, everyone should be talking approximately 20% of the time. When others are talking, listen to what they are saying. Do not think of your response before they have finished talking.
Facilitate dialogue
Facilitating is the action of leading the planning process in the right direction. Its focus is on the process, rather than content and involves:
- Observing team dynamics
- Managing time
- Guiding the conversation forward
- Verifying what team members are saying (and meaning)
Ask pertinent questions
Many people mistakenly believe that effective communication is just talking. Asking relevant questions is the essence of successful communication. By asking the right question at the right time, you can improve understanding, move the conversation forward, clarify misunderstanding and generate significant breakthroughs to create real progress. If you’re unsure of what was said, ask a question to either clarify or confirm your understanding.
Wait
Allow at least seven seconds for someone to respond before you talk. Often, the key to a productive meeting is in managing and being comfortable with the silence. A good leader (and team member) knows when not to speak.
Be direct
Have you shared your opinions openly, tactfully, and honestly? Effective communication involves sharing your views even if you think they might conflict with someone else’s opinion. Let other members of the team know exactly how you feel.
Wrapping it all up
