Look who just got promoted! You! Congratulations! Now that you’re in charge of a team, let’s face it: being a true manager entails more than just delegating work and meeting goals.
The ability to communicate effectively is the most crucial component to grasp. Your ability to communicate effectively is essential for improving team relationships, making sure that everyone is in agreement, and improving teamwork. It even has an impact on loyalty and personal happiness!
Got a few minutes to read? Here are some practical, easy-to-implement communication techniques that will help you become a more effective manager.
Skill 1: Setting Expectations Transparently
One of your first tasks as a new manager is establishing clear expectations. This involves outlining each team member’s specific duties, responsibilities, and performance goals. It’s easier to stay on track and meet deadlines when everyone is aware of what’s expected of them.
Always Be Specific
Rather than simply stating, “I need this done soon,” specify a deadline and the exact deliverables you expect. You could say, for example, “Please complete this report by Wednesday at 12 PM with a summary of your key findings and recommendations for next steps.”
Detailed communication clears up misunderstandings and sets the team up for success.
Provide Context for the Tasks
When you assign a task, explain why it’s important and how it fits into the bigger picture.
Context helps team members understand the purpose behind their work and can increase their engagement. This also gives your team members a sense of ownership over the task and helps them stay committed.
Skill 2: Giving and Receiving Feedback
Another skill you should learn as a new manager is giving and receiving feedback. This is important because feedback helps you keep your talents engaged and motivated.
Open Communication Channels
Create an environment where your team feels comfortable sharing ideas, concerns, and feedback.
Giving Feedback Skillfully
Giving feedback without causing offense, confusion, or rifts between team members is an art. Here is a quick rundown:
- Be specific. Provide clear, specific examples of the behavior or performance you’re addressing.
- Be timely. Offer feedback as close to the event as possible.
- Be constructive. Focus on improvement and solutions, not just the problem.
- Be sensitive. Consider the individual’s feelings and approach the conversation with empathy.
- Be open. Allow the recipient to share their perspective and discuss the feedback.
One good way to deliver criticism is through the sandwich approach:
- Positive opening. Start with a positive comment to make the recipient feel valued and appreciated. “Your recent project report was very detailed and well-organized.”
- Constructive feedback. Provide your constructive feedback in the middle. “However, I noticed that some sections were submitted late, which affected the overall timeline. It would be helpful to adhere to the deadlines more closely.”
- Positive closing. End with another positive comment or a note of encouragement to reinforce their value. “I’m confident that with your attention to detail, you can manage the timelines better next time. Keep up the great work!”
Receiving Feedback Gracefully
Likewise, receiving criticism well is one of the most important skills that will let your team connect with you.
- Be open-minded. Listen without getting defensive.
- Seek clarity. Ask for examples and specifics if the feedback is unclear.
- Show appreciation. Thank the person for their feedback, even if it’s difficult to hear.
- Reflect and act: Take time to reflect on the feedback and identify actions for improvement.
Skill 3: Enhancing Team Collaboration
Great managers bring out the best in the team. With these strategies, you can improve teamwork and collaboration.
Facilitate Team Discussions
Great leaders allow each person to share their ideas. You should, too.
Creating opportunities for the whole team to come together and discuss projects, share updates, and brainstorm solutions. This is crucial for fostering collaboration.
Group discussions can improve collective understanding and ensure that everyone feels involved in the decision-making process. It also allows for the sharing of diverse perspectives, which can enrich the team’s work.
You can schedule bi-weekly (you can change the frequency) team meetings where everyone can provide updates on their progress, discuss challenges, and brainstorm ideas together.
Encourage Peer Feedback
Create a culture where team members feel comfortable giving and receiving feedback from their peers. Peer feedback can provide valuable insights and help individuals grow. It also fosters a sense of community and mutual respect within the team.
For instance, after completing a project, have team members complete a feedback form for their peers. Let them highlight strengths and areas for improvement. This practice not only promotes continuous improvement but also helps team members learn from each other.
Celebrate Team Achievements
Recognize and celebrate the team’s successes, both big and small. Acknowledging collective achievements boosts morale and reinforces the importance of teamwork. It can be as simple as a shout-out in a meeting or a more formal celebration for significant milestones.
During a team meeting, publicly acknowledge the efforts of team members who went above and beyond to meet a project deadline.
You can also organize a team lunch or a small celebration to mark the successful completion of a major project. Highlight the contributions of each team member and thank them for their hard work.
Skill 4: Knowing and Understanding Each Other
Great managers also know each individual cog that moves in the machine.
Understanding Communication Styles
People have different communication styles, and as a manager, it’s important to recognize and adapt to them.
Some team members may prefer direct, concise instructions, while others may need more context and discussion to understand their tasks fully. Every person has unique preferences, so a one-size-fits-all approach is a weak strategy.
How do you know what they prefer? Just ask. By understanding and accommodating these different styles, you can communicate more effectively with each team member.
Building Personal Connections
Getting to know your team members on a personal level can improve trust and cooperation.
Learn about their interests, strengths, and areas where they want to develop. This knowledge can help you tailor your management approach to each individual.
Take time to have one-on-one meetings with each team member to learn about their career goals, personal interests, and even the challenges they are facing. Use this information to assign tasks that align with their strengths and the path they want to take.
Providing Tailored Support
Different team members may need different types of support to succeed. Some might need more guidance and mentorship, while others may require more autonomy.
Skill 5: Fostering Real Care for Your Team
A good, simple tip to remember when leading a team is that they know when you really, truly care and when you only see them as a means to hit numbers and KPIs.
Foster real care for your team, and you’ll build stronger relationships that persist even when you leave the company.
Link Individual Contributions to Outcomes
Help team members see the direct impact of their work on the company’s success. Highlight specific examples of how their efforts have contributed to achieving team or organizational goals. This recognition can boost morale and reinforce the importance of each person’s role.
For instance, during a team meeting, you can say, “Thanks to your detailed market research, we were able to target our campaign more effectively, resulting in a 20% increase in sales last quarter. Awesome work!”
Recognize in Public, Criticize in Private
Create a positive work environment where team members feel valued and respected. Celebrate successes, provide encouragement during challenges, and maintain a positive attitude. When it comes to criticism, handle it privately to avoid embarrassment and maintain trust.
Give Full Attention
Put away distractions and focus on the speaker. This means silencing your phone, closing your laptop, and maintaining eye contact. By giving your undivided attention, you show respect for the speaker and signal that their thoughts and opinions are important.
Recognize Non-Verbal Cues
Much of the communication is non-verbal. Pay attention to body language, tone of voice, and facial expressions, as they can provide insights into how someone is feeling. If a team member says they’re fine but appears tense or worried, you might need to probe further to understand what’s really going on.
Remember the Human
Acknowledge that your team members have lives outside of work. Show empathy and understanding for their personal situations, and be flexible when needed.
For example, if a team member needs to leave early to take care of a sick family member, respond with empathy: “Of course. Family comes first. Let me know if there’s anything we can do to support you during this time.”
To Sum Up
Master these skills, and you’ll not only enhance your team’s performance but also create a workplace culture that promotes engagement, loyalty, and mutual respect.
Remember, the journey to becoming an exceptional manager starts with how you communicate. Congratulations on your new role, and here’s to your success!
