Building An Open Communication Culture

Open communication helps us building a more productive and relaxed environment. Different factors such as management style, educational background, culture and even personalities might affect this openness. The good news is that as communication (including its openness) is a skill, this means that it can be developed. 

Here some simple steps to make your communication more open:

Be clear. Be specific with your message. Select a main topic or idea to talk about. Select simple vocabulary. Understand your audience.

Use the appropriate tone of voice: As I explained in my previous post the tone of your communication is very important. The tone is the message. Keep it positive.

Listen to different opinions: sometimes we focus too much on talking, instead of listening. Take time to listen to others but especially, take time to consider the opinions and ideas from others. Take actions which includes the others points of view, not only yours.

Be proactive rather than reactive. Being an open communicator is an attitude, a decision. It also means that you cannot just sit and wait that others communicate, or wait for something happens to speak... Or you just go and ask the things that -only- you need or matter -only- to you. You need to inform, share information and create "places" to interchange messages and ideas.

Be ready for feedback: This is easier to say than to do, right? The good news is that we don’t need to be perfect all the time. Phew! However, we need to be able to receive the feedback that is coming from other people (we like it or not). Particularly, if you are in a management role, being ready for feedback is not just part of your job, this is your (moral?) responsibility. So, when the feedback moment comes, take time to listen and digest the information that you receive. If you don't like what you heard, remember to breath. Don’t be defensive. Don’t blame others.

Network: Only if you have many imaginary friends you can create open communication by yourself. Open communications requires to be part of a team. This can be a very small team, too. Your communication will become better and more open is you are able to build a good network inside (as well as outside) the organization.

Move on: avoid talking about a single-issue over and over again, or converting a small issue into something really big. For example is there is a problem, talk about it, solve it and let it go.

Consider cultural differences: This is not an easy one, but if your group is multicultural, try to understand and be understood in different cultural context. Basic things such as a nod of the head means different things in different countries. Do not assume the meaning of the things, or even worse, do not criticize. 

Train your team to communicate better: don’t overestimate the power of a good communication training, this will save a lot of misunderstanding and help you having successful projects. Give your employees the right tools and processes to communicate.

Encourage your team members to communicate openly. Sorry to say but, sometimes this “open communication skills” is something that some people write down on their CV because it sounds good or because it a trendy keyword. If you have a team and they are not openly talking to you or giving some feedback, it is time to look at the mirror. Encouraging communication is not just letting the door of your office open. It is letting people feel that they can share their ideas. That there is somebody who listen and takes action. It is a good time to re-take one-to-one meeting.

Remember to be positive and insert a bit of your humor when you communicate: do I really need to explain why?

I know there are many theories about how to communicate with different personalities, ages, genders, etc. It is a very extensive topic. The main point is perhaps respecting the diversity in your company, I am sure nobody will complain if the communication develops. Or do you know a person who does not like to feel free and relaxed when talking to his/her boss and colleagues?

Creating a culture of open communication takes work and effort. As in any relationship you cannot take this for granted. As much as you develop your communication as higher engagement, employees’ satisfaction and productivity you will get. Try it! When open communication becomes the norm, everybody wins.