SMEs : Employee-to-Employee Communication Across the Organisation: Importance and Benefits

Effective employee communication is crucial for organizational success. In Nancy Kline's influential book, "Time to Think," she emphasizes the importance of creating a Thinking Environment® to promote quality communication and interaction among employees. This environment allows staff members to have the space to think and share their thoughts openly. To foster a Thinking Environment®, organizations should prioritize components such as attention, incisive questions, equality, appreciation, ease, encouragement, feelings, information, place, and diversity.

Respecting others' opinions and fostering constructive communication in meetings is a skill that should be cultivated. Business leaders also play a vital role in facilitating productive meetings. Proper training of meeting leaders or facilitators is essential for encouraging meaningful contributions from all participants. For example, the way a meeting is structured can significantly impact the outcome. A leader who creates an environment where everyone understands the purpose of the meeting and encourages participation will yield better results compared to a leader who dismisses ideas or dominates the conversation.

In the workplace, shouting or using aggressive communication techniques seldom improves situations; in fact, it often worsens them. A culture of respect and equality, regardless of status, leads to more effective communication. It is essential for leaders to set an example and refrain from using negative communication tactics, as this can negatively impact employee morale and productivity. Instead, leaders should focus on fostering an environment of open dialogue and constructive feedback.

Communication breakdowns can occur in any organization, leading to the exchange of only basic information. Resolving conflicts through grievance procedures is often time-consuming and detrimental to employee morale. Employers should encourage mediation as the preferred method for conflict resolution whenever possible. Informal resolution methods, facilitated by managers, should be sought before resorting to formal procedures. Grievance procedures should be considered a last resort, as they often result in long-term damage to work relationships and sometimes even employee turnover.

Traditional performance reviews can be daunting and unproductive for both employees and managers. Many organizations are adopting a more relaxed and informal approach to performance evaluations. Regular check-ins and catch-ups provide employees with continuous feedback and help align their work with company goals. Such approaches allow for prompt issue resolution, recognition of accomplishments, and coaching opportunities. Employees, especially millennials, value frequent feedback and appreciate a coaching-style approach to performance reviews more than the traditional process.

To implement these informal performance discussions effectively, managers should receive appropriate training in coaching conversations. Creating a fluid process that encourages regular feedback and coaching sessions, rather than relying on set review periods, promotes a culture of open communication and growth. This approach ensures that issues are addressed in a timely manner and facilitates ongoing employee engagement.

At LegalIsland, we transitioned from the conventional performance review format to a more fluid and feedback-driven approach. Weekly one-to-one feedback sessions with a coaching focus replaced traditional yearly or bi-yearly reviews. This process focuses on touchpoints that involve a five-question meeting approach and encourages open and honest feedback around performance. Our experience has shown that this approach fosters communication, reflection on company values, and coaching conversations that drive employee growth and success.

Implementing this process successfully requires managers to be trained in effective coaching conversations. Coaching models have proven effective in our organization, and we have provided coaching programs for all our managers. By simplifying and streamlining our performance review process, we have created an environment that prioritizes open communication, constructive feedback, and continuous growth for our employees

The above content is from "Mastering Small Business Employee Engagement: 30 Quick Wins & HR Hacks from an IIP Platinum Employer" by Barry Phillips and Jayne Gallagher which is available from Amazon

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