Clever communication techniques are required in the workplace where many different messages have to be communicated on a daily basis. All these messages compete with each other to get attention and to be heard. The importance of communication skills in the workplace cannot be emphasized enough, as every single workplace activity requires communication over a variety of topics. The effectiveness of this communication can make or break an organization.
It is often best to keep communication simple. This may mean getting a communication out quickly during a crisis rather than taking a long time to perfect the communication. In this case quantity of communication is far more important than quality.
Take a change management or behavior change initiative for example. These encompass many sub-messages as they usually necessitate communicating what change or new behavior is required within various business units. The staff is then enabled to become accustomed to a new environment. Everyone has to understand the process that will take place in order to ensure the successful, smooth implementation. They must recognize the transition from the old environment to the new environment.
Clear communication, during all stages of the process, reduces uncertainty. It institutes staff cooperation thereby increasing productivity, motivation, morale and most importantly, how to take initiative.
By establishing two-way lines of open communication you will be able to decrease apprehension and resistance. This increases trust among employees and assists with anticipating and dealing with possible misperceptions. Research such as climate surveys will assess employee perceptions. While the research is being conducted it is useful to research current communication methods that are used within the organization and their effectiveness. This will show methods that should not be used and will indicate preferred communication methods.
Give employees the information they require. If job layoffs are expected, inform employees of salaried employee rights and non-salaried employee rights on termination. Be open and honest at all times. It is better to over communicate and repeat messages than to not communicate enough. Communicate information concerning job roles and responsibilities, policies and procedures, information pertaining to the organizational culture, business processes, the physical environment, where we are now, where we ideally want to be and the rationale behind the process. Define integration and explain what is expected of them. An effective employee orientation program will clarify many facts for the employee. Communicate the benefits offered by the company, such as employee health and wellness programs as this will show that the company cares and is putting the employee first. During this procedure, keep the staff informed every step of the way.
Conduct an effective employee orientation session that will explain the purpose of the company mission statement, as well as company values, morals and ethics. Discuss issues such as cross cultural communication in the organization and give examples of racial discrimination and other unacceptable behavior that could result in a hostile work environment lawsuit. Deal with other potential problems such as management resistance so that further problems do not result.
Research has shown that hard hitting, repetitive, ongoing, two-way communication methods with messages that are simple and clear will bring about the best results. Each message should be tailor-made to suit the different levels of you target audience, from unskilled employees through to senior management. Each message should be delivered directly to your selected audience right in their workspace. There are many types of electronic communication methods that can be used as well as non-electronic methods. While there are advantages and disadvantages of email, the advantages far outweigh the disadvantages.
We find that because people are bombarded with emails, messages are often lost or overlooked. Although technology and human communication is the new focus of communication, it is often necessary to back it up with other types of workplace communication such as grapevine communication, not to mention the many other types of nonverbal communication. This could entail implementing a viral campaign that includes print and audio elements that entice people onto the intranet. One of the benefits of an intranet is that you can communicate a large amount of information quickly and it can be updated instantly. This can then include fun surveys to email people that will further promote the topic being communicated.
Communication plays a role in every employee engagement strategy. There are many organizational behavior books that look at the causes of employee turnover and suggest employee retention tips. Simple activities such as cross training employees, taking note of and acting on good suggestion box ideas submitted by employees and initiating an employee feedback program, assist with retaining staff.
The following communication methods and ideas can be used to provide a series of messages around communications regarding issues such as customer service, corporate whistle blowing, corporate values, re-induction, employee health wellness programs or to draw attention to specific messages such as seasons greetings, safety presentations, quarterly results, product launches, awards, special days such as HIV/aids day etc.
1. Idea sharing forums, this can be included in a grapevine communication campaign
2. Motivational campaigns with rewards and recognition for using initiative and creative problem solving
3. Engage with staff, recognize staff with employee of the month programs and funny employee awards
4. Office morale boosters to enhance teamwork in the work place
5. Email opinion polls and staff hotlines
6. Vote lines to get staff opinions and feedback on issues as well as ideas box/electronic feedback communication system
7. Unexpected phone calls and letters to select staff members from senior management showing appreciation and communicating other messages, compile a file with thank you note examples and ideas for managers to use
8. Admin assistant day to acknowledge the role assistants play
9. Face to face communication when misunderstandings occur
10. Themed campaigns to encourage staff to reach targets
11. Workshops within departments, involving all staff members
12. Devise blast faxes and special format emails for quick information updates, these will be identifiable as being part of a specific campaign making it easily recognizable
13. Mail shots with 3d elements for added appeal and memory retention - use this as part of a campaign with at least three communication elements to reinforce the communication message
14. Interactive email and SMS campaigns to communicate messages
15. Autoresponders can be used to reinforce messages and update communications on a regular basis
16. Viral communication campaign to encourage staff involvement in spreading important messages
17. Marketing tools with high memory retention can be used, such as the banner pen, to communicate messages that staff may need to refer to on an ongoing basis - this is like a brochure and pen in one, it has permanence and keeps the message top of mind
18. Competitions to encourage staff participation and feedback
19. Engine rooms and think tank rooms can be set up, where select staff from different departments play a role in communication between management and that department
20. Intranet forums
21. Screensavers with pertinent messages to be regularly updated with new messages
22. "Hall of fame" on the intranet to acknowledge people who have made a difference and encourage others to do so (use a paper based method for staff who do not have electronic access)
23. Notice boards
24. Newsletters
25. Brochures
26. Posters
27. Letters
28. Seminars
29. Workshops
30. Interchangeable banners
31. Extensive communication on the intranet
32. Flash mailers and sound and video clips with messages
33. Toilet posters and floor decals with messages
34. Create online calendars with interactive elements whereby staff communicate, send SMS's or emails in response to pertinent messages on different days throughout the campaign period
35. Standard communications should be prepared and be adapted and used where problem areas arise in order to recognize staff concerns, acknowledge the problem and create goodwill
36. Lumpy package elements for specific communication needs eg tape measure to ‘shift your limits and calculate the rewards'
37. Ambush marketing in specific situations where appropriate
38. Surveys
39. Desk drops
40. Concept launch pack
No comments:
Post a Comment