Four Ways to Improve Your Communication as a Leader

Why is it that some companies have a reputation for being poor in communication? Hundreds of emails are sent, policies posted, and meetings held, yet employees find out about issues that affect them "through the grapevine," or don't have input into important decisions, or take surveys that don't seem to cause any ongoing, helpful changes.

Could that be said of your organization? Are the people on your team just floating along in their jobs, frustrated because they aren't aware of what is going on or aren't consulted on matters that affect them directly? If you are a manager, you have a responsibility to improve communication with your team. Here are four ways to do so.

Spend time with your employees, especially your direct reports. Shadow someone for a few hours or a day. Take in what their position really entails. The TV show Undercover Boss specializes in this, helping CEO's get into the trenches to realize what their employees really deal with.

In particular, watch for tasks that don't seem to make sense in the big plan. For example, is a secretary having to fill out a form each week that simply gets filed away and never looked at, but because "We've always done it this way," it gets done? Does an employee feel restrained from making decisions because they have to get every step approved or aren't given a budget to work with?"

Conduct meaningful meetings. Don't have meetings just for the sake of meetings, but handle important items on a consistent basis. If you have a weekly staff meeting, make sure to cover valuable items like upcoming events, possibly policy changes, etc. Make it a place employees know they can come to for answers to questions, updates on how the department and company is doing, and a safe place to air challenges.

Don't cancel meetings! If you have a weekly meeting (that follows the criteria above) avoid the, "oh, we don't have to meet today" temptation that comes when, for example, a couple of staff members are out on vacation. I remember one time when two bosses were out of town that the support staff decided to bring in breakfast and still "meet" during the regular staff meeting time on Friday morning. It turned out to be a very valuable time talking about personality types, and answering questions for a new employee (who happened to be me!) It increased our bond. So, even if you won't be around during a regular meeting time, suggest the staff still meet.

When in doubt, go ahead and communicate. It is better for employees to hear about issues directly from the leadership than through the grapevine. Try not to allow for "vacuums" where employees hear a little something but try to fill in the rest because they don't have adequate facts to go on. Yes, there are times you will have to keep things confidential, but if you communicate regularly, your team will grow in trust. So, when you do have to keep something quiet, they may be more likely to rest in your leadership.

Communication is an ongoing challenge for any organization. Start with these steps so your company won't be one of the ones with the reputation of "they never tell us anything."