How to Create a Workplace Communication Process

86% of workplace failures start with poor communication. Save yourself time AND money by mastering the art of clarity.   We often overlook the power of clear communication.   It's the lifeblood of any successful organization.   Yet many companies neglect this crucial skill.   Just how bad is it?   The costs of bad communication: 1. Money Drain · US and UK firms lose $37 billion yearly · 100-employee companies waste $420,000 annually · Each worker costs $4,000-$6,000 per year 2. Time Waste · Teams lose a full workday (7.47 hours) weekly · 86% of project failures link to poor teamwork · Clarity-seeking and redoing work eat up hours 3. Talent Loss · 38% of staff may quit over bad communication · Replacing one employee can cost 3x their salary · High turnover drains resources 4. Growth Slowdown · 87% of leaders say clear communication is key to success · Poor communication kills trust and idea-sharing · 96% of execs see it as crucial for business goals 5. Unhappy Customers · Confused staff give poor service · Low morale affects customer interactions · Result: Lost sales and loyalty   These costs aren't just numbers on a page.   They represent missed opportunities, frustrated teams, and businesses falling short of their potential.   But here's the good news: Communication is a skill we can improve.   Let's turn these challenges into opportunities for growth:   5 Powerful Solutions: 1. Set clear communication rules    • Define response times    • Choose the right tools for different messages 2. Create a safe space to speak up    • Encourage open talks without fear    • Praise those who share, even bad news 3. Train your team    • Teach active listening    • Improve presentation skills 4. Establish regular check-ins    • Schedule brief daily team huddles    • Hold weekly one-on-ones with direct reports 5. Implement a feedback system    • Use surveys to gauge communication effectiveness    • Act on insights to continuously improve   Every $1 spent on communication training can return $4.28. Don't let poor communication silently kill your business. Act now to keep your profits and talent.   If you found this valuable: • Repost for your network ♻️ • Follow me for more deep dives • Join 25,500+ subscribers for more actionable tips to build your brand and protect your reputation: https://lnkd.in/edPWpFRR

Passionate problem solvers are easy to label as "too negative" or "having an agenda". Here's a good approach to bringing people on the journey: 1. Start with what you see and hear Describe specific behaviors, patterns, or outcomes as objectively as possible (knowing that we can never be truly objective). Be mindful of your potential biases. Are your emotions and perspective narrowing what you bring up? Avoid using loaded or triggering language. Keep it neutral and clear. 2. Invite others to share what they see and hear By starting with your own observations, you are setting an example for the rest of the team. Invite the team to share their perspectives and observations in ways that focus on understanding, rather than labeling or jumping to conclusions. In the right context, it might be better to start here. 3. Look inwards, observe, and listen Just as you describe outward behaviors, turn inward and notice how you feel about what you’re seeing and hearing. Instead of saying, “This place is a pressure cooker,” try, “I feel a lot of pressure.” Avoid jumping to conclusions or ascribing blame. Again, invite other people to do the same. 4. Spot areas to explore With observations and emotions on the table, identify areas worth examining. Avoid rushing to label them as problems or opportunities. Instead, frame them as questions or areas to look into. This keeps the tone open and focused on discovery. 5. Explore and go deeper As potential areas emerge, repeat the earlier steps: describe what you see, invite others to share, and observe how you feel. It is a recursive/iterative process—moving up and down levels of detail. 6. Look for alignment and patterns Notice where people are starting to align on what they’d like to see more—or less—of. Pay attention to areas where there’s consistent divergence—these are opportunities as well. Ask, “What might it take to narrow the divide?” 7. Frame clear opportunities Once patterns emerge, focus on turning them into clear opportunities. These are not solutions—they’re starting points for exploration. For example: “We could improve this handoff process” or “We’re not all on the same page about priorities.” Keep it actionable and forward-looking. 8. Brainstorm small experiments Use opportunities as a springboard to brainstorm simple, manageable experiments. Think of these as ways to test and learn, not perfect fixes. For example: “What if we tried a weekly check-in for this process?” Keep the ideas practical and easy to implement. 9. Stay grounded and flexible Be mindful of how the group is feeling and responding as you brainstorm. Are people rushing to solutions or becoming stuck? If so, take a step back and revisit earlier steps to re-center the group. 10. Step back. Let the group own it Once there’s momentum, step back and hand over ownership to the group. Avoid holding onto the issue as “your problem.” Trust the process you’ve built and the team’s ability to move things forward collectively.

The lack of clarity in organizational communication is one of the leading causes of employee frustration and turnover. In particular, unclear instructions – like the infamous “pls fix” became memes. And yet, the equally unhelpful “Do better, bosses” seems to be the most typical response. But how many have been taught the foundations of clear managerial communication? Let’s do better, shall we – and by that, I mean – let’s clarify how managers can provide clear instructions. But without micromanaging and killing creativity. In this article, I develop a clarity + creativity communication formula by modifying the 5Ws (What, Why, Who, Where, When) and 1H (How) framework used in project management. This can turn "pls fix" into: What (is the task): Streamline the presentation. Why: We want the client to know we do not waste time. How: Focus on the core message – we can deliver results with an efficient and proven process. Provide findings from the latest quarterly report and two examples.  Who: You are responsible. When: It needs to be ready by Tuesday. And then, to support innovative thinking, we can add the C (Creativity) statement like "If you come up with any suggestions for making this even more memorable/impressive/convincing, let me know." The same approach works equally well for the shop or store floor or the boardroom. Read on for more research, examples, and specific cases! None of us are born master communicators. But a structured framework supporting both clarity and autonomy can help. #communication #management #creativity #innovation #clarity #performance #motivation

Imagine the energy and commitment you pour into your work, akin to rowing with all your might. Now picture this effort being diluted because the team's oars aren't hitting the water in harmony. The result? Despite the exertion, progress remains agonizingly out of reach. This misalignment isn't just frustrating; it's a significant bottleneck to innovation and efficiency. This scenario is avoidable! Effective internal communications serve as the glue that binds individual efforts into a cohesive force, ensuring that every stroke propels the entire team forward. Without this alignment, you might as well be rowing against the current. Performing a communication audit is the first step in uncovering how you can improve. This exercise is not just about pinpointing flaws; it's an opportunity to reaffirm what works well and to fortify the bridges of dialogue within your tech team. Set Clear Objectives Begin with a clear vision of what you aim to achieve through this audit. Is it to improve project turnaround times, enhance team cohesion, or maybe streamline decision-making processes? Setting clear objectives will not only provide direction but also help in measuring the audit's success. Conduct Surveys and Interviews Reach out to your team members through surveys or one-on-one interviews to gather firsthand insights into the communication dynamics. Ask about the clarity of roles and objectives, the effectiveness of current tools, and any barriers they face in communicating effectively. Remember, the goal is to listen and understand, not to judge or critique. Analyze the Data With your collected data in hand, start identifying patterns and anomalies. Are there recurring themes of confusion around certain types of communication? Do certain tools facilitate better clarity than others? This analysis will highlight both the strengths to build upon and the gaps needing attention. Compile Recommendations and Action Plan Based on your findings, draft a set of actionable recommendations aimed at enhancing communication. This might involve adopting new tools, revising communication protocols, or initiating training sessions. The key is to prioritize actions that align with your initial objectives and to propose solutions that resonate with your team’s culture and needs. If you could only choose 1 are to audit for your team, which would you pick and why? #techleadership #teamcommunication #topvocies

The silent killer of your team efficiency: Closed communication. Closed communication loops can stifle innovation, breed resentment, and hinder progress. A 5-step plan to break out of closed communication loops: 1. Establish 'No Interruption' Zones • Set dedicated times for open discussion where all team members can share their thoughts without fear of interruption • Create a safe space by establishing ground rules, such as no judging, no interrupting, and respecting all perspectives • Encourage participation from everyone, especially quieter team members who may hesitate to speak up in typical meetings 2. Conduct Communication Audits • Regularly assess the effectiveness of your communication channels in promoting open dialogue and collaboration • Use anonymous surveys or one-on-one interviews to gather honest feedback about communication strengths and weaknesses • Analyze the data to identify patterns, bottlenecks, and areas for improvement in your communication processes 3. Implement 'Silent Meetings' • Begin meetings with a period of silent, written communication where all participants write down their ideas, questions, and concerns • This approach levels the playing field, giving everyone an equal chance to contribute without the pressure of speaking up in front of the group • Review the written feedback as a team, addressing each point and ensuring all voices are heard and valued 4. Encourage 'Active Listening' Workshops • Provide training for your team on the principles and techniques of active listening • Teach skills such as paraphrasing, asking clarifying questions, and maintaining an open, non-judgmental attitude • Practice active listening in role-playing scenarios and real-world conversations to build trust and foster two-way communication 5. Analyze Open-Door Policy Effectiveness • Gather data and feedback to evaluate the true openness and accessibility of your leadership team • Track metrics such as the frequency and duration of employee-initiated conversations, the diversity of individuals who take advantage of the open-door policy, and the outcomes of these discussions • Use this information to identify gaps between the intended and actual effectiveness of your open-door policy, and take steps to bridge those gaps Remember, breaking out of closed communication loops is an ongoing process that requires consistent effort and commitment from all levels of the organization. Start small, be patient, and lead by example. Join the 12,000+ leaders who get our weekly email newsletter. https://lnkd.in/en9vxeNk

I’ve learned two big lessons over the last couple of weeks. 1. If you want to go viral on LinkedIn, post a relatable niche Beyoncé meme. 2. Almost every comms pro has a horror story about how they found out about a major announcement on short notice or after the fact. That’s a big problem for our industry Would leaders of a company give the finance team 24 hours to prepare an earnings report? Or give a programmer 24 hours to code and test a new software product before launching it? So why do they think it’s ok for an important message? Like any other profession, we need adequate time to do our best work. So what can you do to make sure the comms team is kept in the loop? 🤝 Build relationships - Regularly connect with leaders and business partners. - Ask what keeps them up at night. - Discover what “great communication” looks like to them. - Listen for upcoming initiatives that could impact key stakeholders and tell them you need to be involved. Don’t wait to be asked! 👩🏫 Teach people how to work with you - Create a clear process for communication requests. - Shift their requests from “We need an email” to “Here’s the business challenge—what’s the best way to solve it?” - Stick to your process—consistency builds credibility. 🙋♂️ Be in the room - Show up to project meetings—you can’t influence what you don’t know. - Anticipate key company moments and ask to be included in the planning meetings. - Identify communication risks before they become urgent. - Speak up! Your perspective shapes strategy, not just messaging. 📈 Use Data to prove your impact - Leaders trust numbers—use engagement metrics, survey data and case studies. - Demonstrate how poor communication creates risk. - Connect your work to business outcomes like retention, engagement or compliance. - Share success stories—help leaders see the value of proactive communication. What do you do to show your leaders and business partners that communication should be a priority, not an afterthought? #ChangeCommunication #InternalCommunication #StrategicCommunication #ChangeManagement #CorporateCommunication #SwingCommInsights