Effective communication between you and your team is key to all aspect’s of your business’s success, according to Rosemary Smyth, owner and coach with Victoria-based Rosemary Smyth and Associates, which specializes in coaching financial advisors. Improving internal communication, she says, “takes your business, professionalism and efficiency up to a higher level.”
Here are a five ways to improve communication with your team:
1. State your goals
Talk to your team about what you hope to accomplish for the year.
For example, Smyth says, you might want to reach a certain revenue target, accumulate a specific amount in new assets, or bring in 10 new clients.
When you outline your goals, team members understand why you assign certain tasks or projects, Smyth says. They can see how these assignments will help the team reach those targets.
2. Meet regularly
Make sure the team keeps up to speed on what has to be done, and when, by setting a schedule of staff meetings.
“Have regular team meetings to keep everyone in the loop,” says Smyth.
Use an agenda to keep the meeting on track, ensure it has a purpose and make proper use of time. Don’t hold a meeting just to chat.
As well, make sure the meetings are in person. Conference calls are no substitute for “live” meetings.
3. Determine communication styles
Discuss with team members how they prefer to receive information.
Some people prefer to be “cc’d” on every email, says Smyth, while others would rather you to drop by their desk and leave a note.
As well, discuss the level of importance of information. What circumstances would warrant a staff meeting as opposed to an email to all team members?
4. State your expectations
Avoid misunderstandings by clearly detailing what you expect from team members.
For example, if you expect staff to attend functions outside of work hours, such as a dinner seminar for clients, Smyth says, tell them. Some people may not wish to give up an evening or a weekend and won’t go unless you ask.
5. Encourage feedback
Effective communication isn’t just about you talking to your staff. Team members should also feel comfortable coming to you with questions and input.
You can ask for feedback either in a group setting, such as during team meetings, Smyth says. Or you can ask for specific feedback on a team member’s role privately.
As well, Smyth, says, encourage team members to come to you throughout the day if they encounter any problems.
IE