Jacob Ahmadzai – Page 113 – STL

Didn’t you get the memo?

When the ambition to meet a goal requires the work of a diverse team, the power to drive efficiency, performance and productivity rests squarely on our ability to communicate. With so much going on, how can we create an effective strategy to ensure the right people are getting the right message, at the right time?

Try these 7 starting points to help you:

1. Meetings – as regular as coffee. Ensure they include clear agendas, with plenty of scope for discussion and questions. Every meeting, whether a video conference call or a gathering in the local office, is a catalyst to review what went well and where the opportunities lie. They are also one of the surest ways of gaining unanimous agreement and setting lines for further communication.

2. Emails – slick, fast and as collectable as a great quote. From a summary of agreed points, opportunities to delegate or a precise method for tracking objectives and targets, the strengths of having an email network in place is immeasurable. With the advent of group letterboxes and filing of chain letters, it is also a unique way of co-ordinating diaries and maximising electronic planning tools.

3. 1-2-1 facetime – smile, you’re on camera. There is nothing as critical as having consistent facetime with key personnel. Whether it is by Skype, or gathering in the most convenient corner of the cafeteria. This is where delegation, review, planning, goal setting and agendas can be agreed in a more informal setting. It is also a softly-softly way of checking individual ‘temperatures’ and challenging pre-conceived ideas.

Face-to-face time is important for maintaining good communication — Maximise face-to-face time with video calls

4. Training schedule – knowledge is power. Get everyone quickly on the same page by delivering training workshops. This is an exceptional tool to test skill and knowledge levels, embed new ideas and practices, and to open a forum of contribution.

5. Encourage feedback – it’s a gift. The strength of offering a platform where people can freely express their views is incredibly important. This is a productive way of measuring if your message and vision is being received clear and concisely. Rather than ask the question, allow people to present their views.

6. Establish clear ground rules – the chain of command. This is an important series of links to help relieve confusion. People’s perceptions will differ; rather than having one senior figure with all the answers, the delegation of key positions can help enormously to bring people of all levels forward and asking the right questions within their parameters of work.

Set ground rules and delegate clearly — Delegate clearly

7. Suggestion box – anonymity is safe. This allows a platform for those who fear being singled out. Self-esteem can be a tricky thing, especially when presented in front of others. Not all those in attendance will want to raise their hand, preferring to suffer quietly under the burden of ignorance. Give them an option.

‘Because’ – a million-dollar word

Ultimately, the reason most communications fail to gather momentum is the lack of understanding. As managers, our most potent strength in presenting new ideas is to use the word ‘because’. There is simply no substitute for giving people a solid reason for why they are doing something. The difference that one small word can make can be the difference between a successful plan or a failed one.

So, think about your workplace. How can you use the tips above to capitalise on your communications? But remember – always think about the why.

For more great communication tips, check our our infographic:

Infographic with lots of tips for improving communication skills — Tips for effective communication

Do we burn the house down to get rid of the mouse?

Does a person’s ability to solve problems directly relate to advancement? Does the capacity to find solutions enable promotion? If so, how many correct solutions does one need to acquire?

It has been shown that consistent problem solvers progress in their career faster than those who select the wrong option. It’s the secret sauce we can use to improve our credentials.

Mathematician George Polya put forward a thesis in 1945 that there are four principles in being able to problem solve. Try using these next time you come across a meaty problem at work and see where success takes you.

1. Understand the problem

Fully understand the problem by analysing the evidence — Analyse the evidence

Know what you’re facing, or you might make the wrong assumptions.

A dramatic example of this is when the medical profession attributed Yellow Fever epidemics to a contagious, airborne disease passed from person to person, even though they had no evidence. Because of this incorrect frame of reference, they failed to accept other opinions.

It wasn’t until 27th August 1900, when US Army physician James Carroll allowed an infected mosquito to feed on him, that his subsequent illness helped his colleague Walter Reed discover effective ways to combat the true cause of the problem.

The lesson is clear:

Define the problem
Know your objective
Research

2. Devise a plan

Once you have gathered and assessed all research, use an analytical approach to gather resources and set time frames. Try to do this in a step-by-step way.

Again, in the Yellow Fever campaign, the clinical solutions in place before the mosquito discovery were in three steps. 1) Burn down the suspect buildings, 2) Set a bonfire in the middle of the street to ‘purify’ the air, 3) Have the local population flee and leave all their belongings behind.

To devise a great plan, consider:

Analysing all information and opinion
Generating solutions that recognises risks, causes and effects
Choosing the plan that optimises efficiency, productivity and performance

3. Carry out the Plan

The co-ordination and management of resources is now in play.

With the discovery by Carroll and Reed, measures were put in place to eradicate and reduce the effect of the mosquito. It was essential to attack the problem on all fronts. All areas where mosquito breeding could occur were sprayed or sealed in. People were encouraged to use insect repellent, long sleeve clothing and their beds, windows and doors screened or netted.

There are three steps to keep in mind here:

Implement
Review/evaluate
Adjust

4. Look Back

Feedback is essential to improve problem solving skills — Review and get feedback on the process

The final stage is to review what went well? Where could improvements be made?

When considering those first efforts to control Yellow Fever, it should be asked in what capacity were those questions defined? How was the effectiveness of the plan assessed?

How to improve this skill?

Testing ourselves with mathematical games is a great way to start. Mind puzzles that get you thinking laterally and analytically are useful exercises. However, remember that for the exercise to work:

it must be hard
it must be something you practise repetitively
and it must challenge you logically and emotionally

Master the skill of problem solving, particularly under pressure and at speed, and you will have a key skill that will serve you well long into your career.

If you are interested in learning how to deal with problems efficiently, check out our creative problem solving training London courses.

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