6 Communication Tips for Leaders of Teams

There’s a quote from The Team Handbook, one of the “gold standard” reads on the nature and dynamic of teams, which I think nicely sums up the teamwork challenge: “A team is a complicated creature. Members must work out personal differences, find strength on which to build, and balance commitment to the project against the demands of their everyday jobs.” 

Because so much depends on clear and effective communication when creating and maintaining successful teams, here are some simple ways you can help tame your “creature”:

1. Pop Your Head in Daily – I used to work in a large company where all employees had their own private offices, and it felt like a science experiment; we’d only communicate with each other via Email/phone, and I’d go literally days without seeing colleagues or bosses. There’s something to be said about “management by walking around,” and showing some face time helps fosters trust among your team by communicating interest and awareness in their work.

2. Keep Your Door Open – Literally. Not only does this send an obvious message that you are in the office, but doing so clearly communicates availability and approachability.

3. The “Meeting Wrap-Up” Email – Following a meeting, client call or brainstorm session, it’s so easy to forget who’s supposed to do what, and by when. Keep everyone exactly on the same page by creating and circulating a wrap-up email within 24 hours of your meetings, and do this consistently.

4. The “I’ll Be Out of the Office for a While” Email – Especially in the modern workplace, where teams are increasingly virtual and we don’t always “see” our colleagues, it’s vital that team members be made aware of any prolonged absences in advance, so that they may plan accordingly. Learning secondhand that a team member/leader is out for a while is not ideal, especially if there are other managers or clients waiting on deliverables.

5. Make Use of the “Out of Office” Assistant – Perhaps the most underused tool in the contemporary office, this is such an easy way to let people know why you’re not responding quickly to Emails, and sets a realistic expectation for when they can expect to hear from you. Encourage your team to use this tool as well.

6. Stop Swearing – Curse words are effective for emphasis, but the moment you swear, people stop listening to what you have to say. Do yourself and your team a favor – save the swearing for the company softball game.

For more on the subject of effective workplace communication, check out Communicating in Business and the Professional World, as well as The Email etiquette book SEND: Why People Email So Badly and How to Do It Better.

What other advice would you suggest for effectively communicating with teams?