How to Effectively Manage Communication With the Staff

Regular meetings can improve communication between managers and staff members.

When managing a work staff, communication is key. While many forms of communication -- speaking, listening, writing and reading -- exist, one of the most important is the face-to-face interaction you have with your staff members. In a personal interaction, your non-verbal facial expressions and other body language prove effective supplements to your verbal communication. In addition, it's important to always allow workers to feel comfortable enough to ask questions, make comments or offer suggestions at any time. The by-products of effectively managed communication can include increased confidence, morale and productivity.

Instructions

1. Schedule routine meetings -- such as once a week -- with the staff to address any important issues or just to touch base. Even if there's nothing new to discuss, you can use a meeting as an opportunity to check on the progress of staff regarding their current projects or duties. Regular meetings -- even as brief as 15 minutes -- will open up the lines of communication.

2. Follow up with an email after an important meeting where new information is discussed. Summarize what was discussed in the meeting and encourage staff to email you with any questions or concerns. A worker may have questions regarding the meeting content that he didn't feel comfortable addressing in the context of the meeting. Also, some participants may contemplate the issues post-meeting, and they now have comments or questions to communicate.

3. Praise the achievements of your staff within the context of meetings or in a company email. You can also write a brief note of appreciation on stationery and hand-deliver it to the employee's work station. Praise allows workers to know they have done the job well and builds their morale.

Tips & Warnings

• Always be honest in your communication with employees. If the news you have to deliver is not what you think they want to hear, it doesn't matter. Stick to the facts and offer your support and encouragement to keep morale intact.

• Try to have an open-door policy by letting staffers know that they are welcome to see you in person to discuss items of concern.

• Never make the mistake of deciding you don't have time for in-person communication with employees. If you do everything via email or phone, you will be much less effective with your communication.

References

• "Managing for Dummies"; Bob Nelson and Peter Economy; 2010
• Public Relations Society of America: Straight Talk in Tough Times -- Effective Employee Communication in a Troubled Economy
• The Small Business Advocate: Five Ways to Communicate Better With Your Employees