How do I Improve Communication in a Deployed Team?

Deployed teams must enhance motivation and participation in communication networks.

Improving communications in a deployed team is dependent on four attributes of communication networks, according to "Performance Improvement Interventions: Enhancing People, Processes, and Organizations through Performance Technology," by Darlene Van Tiem, James Moseley and Joan Dessinger. The attributes of a communication network include the structure of team communication, the level, the pattern of communication and the flow of communication. Other factors that should be considered in improvement of team communication include the geographic location of the parties involved and also the type of information technology used for team communications.

Instructions

1. Improve the structure of communication. Ask team members if they have formal, informal or a combination of both forms of communication. Inquire whether or not each form of communication meets the organization's business needs, asking team members to answer "always," "usually," "sometimes," "rarely," or "never." If team members answer "always" or "usually," you should plan too maintain or improve the existing structure of communication. If the majority of answers are "sometimes" or "never," you have a clear need to drastically improve the existing structure or establish a new one.

2. Change your communication pattern, if it is not effective. There are five communication patterns to consider. One is called the "chain" pattern in which communication either stems from a central person in management and trickles up or down from management to staff or flows horizontally without a central person. The second communication pattern is called a "Y pattern" in which communication flows from the three ends of the Y to the point where all three lines intersect. In an "upside-down Y," communication flows from two staff members to a superior who then reports to his superior. In a third format, the "X pattern," communication flows from the tips of the X to the center, and in a fourth, the "circle pattern," individuals communicate with two others in the group. The fifth pattern is the "All Channel" pattern in which all members communicate with each other with or without a central person. All team members must decide upon how often communication should occur for selected patterns.

3. Change the flow of communication by conducting an audit of your current flow communication to identify your type of flow and how it impacts current performance. There are four flows of communication networks--down, up, horizontal and diagonal. When communication flows downward, members generally share job instructions and performance feedback. Upward communication flows from staff to management and involves requests for supplies or support, suggestion systems and feedback on attitudes. A horizontal flow is also used to share information and build support in meetings and written communications. Diagonal communication cuts across functions, levels or departments and is used to save time and effort when members cannot communicate through usual vertical or horizontal channels. Document circumstances under which these flows occur and allow the team to vote on which methods should be used, when, where and how they should be used.

4. Encourage deployed teams to maintain status reports of team meetings and share information in both presentations and electronic communications, as recommended by Princeton University Project Methodology.

Tips & Warnings

• There are many ways you can use technology to enhance group communication. Teleconferencing, videoconferencing, laptop computers with a satellite connection, online surveys all support communication for deployed teams. Some projects require custom computer software or hardware.

References

• "Performance Improvement Interventions"; Darlene Van Tiem, James Moseley and Joan Dessinger; 2001
• Siebel: Sample Communication Plan

Resources

• Microsoft Office: Project team communication plan