What Are the Channels Used to Make Communication About Changes in Business the Most Productive?
To encourage business changes, the most effective and productive communication channels depend on several factors, such as the type of change, the employees affected by the change and the communication channels previously used. Regardless of how changes are implemented, communication channels should be flexible and familiar to the recipients so that messages can be shared in a timely, relevant and frequent manner. For example, if an employee is accustomed to face-to-face communications, announcing a change via email would not be very productive. Critical success factors for productivity include planning appropriate channels to communicate changes in business.
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Background about Preferred Channels and Learning Styles
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In order to be productive, managers must consider learning styles of their employees. Everyone responds and absorbs information differently based on cognitive preferences. These cognitive preferences can be auditory (hearing), experiential (hands on), literal (reading) or visual (seeing an example). Employees may more readily comply with business changes if presented in a way that appeals to them. If communicating changes to a large group, a mix of these styles is ideal for productivity. Conversely, fewer styles can be used in a small group or with one employee if the primary learning style is identified. Face-to-face communication should be included whenever possible, regardless of the primary channel used. Face-to-face is more effective to establish rapport and communicate the change. If the change has the potential to involve emotion, such as the announcement of a company restructure or added workload, face-to-face channels allow managers to convey empathy and sincerity. In addition, managers can notice employees' nonverbal cues and encourage valuable feedback.
Auditory Channels: Hearing and Listening
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Enthusiastic speakers can excite employees about change through conference calls and podcasts. Several auditory channels can be used to effectively communicate business changes. In-person meetings, conference calls and corporate podcasts are a few ways change can be communicated for maximum productivity. Auditory channels are most productive when they include an opportunity for feedback or questions. This channel is also productive because of the different opportunities to share information by word-of-mouth. Auditory channels can be recorded and used for playback, to avoid distortion or misinterpretation of the information regarding the change.
Creative ways to incorporate auditory channel include producing a downloadable mp3 or .wav file, so employees can play back the message on multiple devices at their leisure. The key to auditory channels is to have an articulate speaker with a clear and enthusiastic voice. A boring speaker can have an adverse effect on encouraging productive change. Listening devices can be a creative and productive channel for communicating change.
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Experiential Learning: Hands-On Engagement
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One of the most productive ways to encourage change is through experiential learning. Experiential learning, or hands-on engagement, puts the employee in the driver's seat of the change. This is considered a channel because the method has dual benefits. First, the employee has a trial demonstration with the support of a supervisor or peers. Many employees resist change because of fear, uncertainty about their competence or anxiety. Experiential channels reduce anxiety, doubts or resistance to the unknown. Second, it gives managers an opportunity to not only educate, but support employees with handling the change. Effective use of experiential learning will include opportunities for management and subordinates to openly share their ideas about adapting to the change. Examples of experiential learning channels could be through virtual simulations, drills or role-play.
Literary Channels: Written Words
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Literary channels are the most traditional ways of communicating business changes for productivity and compliance. Company memorandums, emails, brochures, flyers and internal social media pages can be creatively designed and distributed to the employees affected by the change. In addition, literary channels make communication about changes in business most productive because they are familiar, permanent and adaptive. Employees need a familiar channel to solidify the need for change. The permanence of written information, whether online or offline, also makes it ideal as a permanent reference. This productive communication channel can also be transcribed for collaborative use with other media. Podcasts, one type of auditory channel, can be produced using a written memorandum as a script.
Visual Channels: Peers and Presentations
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Visual communications can incorporate all learning styles. Some employees are more productive with new business changes when the communication channel is visual. People are not commonly viewed as channels, but they are the ones executing the change. Therefore, it makes sense to consider employees as a communication channel for productive change management. Specifically, peer modeling is an offline form of a change communication channel that visual. When an employee sees a peer, manager or another employee adapting to the change, this can improve business productivity. A peer model can be a volunteer willing to serve as a positive example to others through the change process. Other visual communication channels may include video presentations, recorded demonstrations, live skits and PowerPoint presentations.
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References
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