Read
word "productivity" and chances are you envision assembly lines, warehouses stocked with goods, even space-age machinery performing tasks at faster-than-human speed. Or if you are in corporate management, your mind recalls U.S. production statistics when compared to foreign countries. And it's a sure bet that you have read widely on various end-of- the-alphabet theories, quality circles, re-engineering, learning theories and other management techniques to increase productivity. These are all valid considerations when confronted with term.May I suggest however that building block of productive labor -- cornerstone that makes assembly lines flow smoothly and service teams work -- is communication. It used to be you’d hear phrase “ stop talking and get to work.” The far better mantra is now “START talking and get to work.”
Consider impact of poor communications: Tasks frequently have to be repeated because instructions were not clear. One department does not understand why another department needs a report and so it delays sending requested material. A receptionist cannot explain company's services to a guest in lobby and firm loses a prospective client. A manager misses an important meeting because she fails to ask her assistant to change her calendar. Senior executives lose precious hours in a meeting that becomes an exercise in egos rather than solutions...all because dynamics of group interaction are not understood. An important memo is not read because of length and confusing sentences. Employees spend time trying to ferret rumor from fact regarding company's position in a troubled economy. A manager engages in doublespeak regarding possible layoffs and morale plummets for everyone.
These are but a few examples of situations that lower productivity, situations caused by miscommunication, poor communication, or no communication. And that's a situation no one wants.
So how does a company, regardless of size, begin to improve communications for productivity? First, get a good picture of status quo. Using either internal or external help, conduct a communications audit. The questions are straight-forward and telling:
1.The reason our company exists is to:
2.When it comes to communication, my company (department, unit, etc.) is... because ...
3.I receive most of my information from… (my immediate supervisor, colleagues, bulletin board, grapevine, other)
4. I could do a better job if I received following information in following manner:
5.I would describe majority of our meetings as:
6.I would describe communication with my peers as
7.I would describe communication with my manager as
8.I would describe communication with other departments (units) as
9.Communication would improve immediately if
10.I would be a better communicator if I learned to:
Second, prepare a program to give staff and managers tools they need to be good communicators. The first tool is a steady flow of information about management decisions that affect employees, marketplace, and competitors. Without that information, an organization cannot hope to bring employees into problem-solving discussions, innovation circles or like. Although upper management deals with such lofty and necessary concerns as strategic planning, capitalization, or international expansion, it might very well be battlefront employee who could see solutions for day-to-day problems. But without benefit of management's broader perspective, solutions could fall short.
The second communication tool employees need to increase productivity is a straightforward, clearly written sourcebook on organizational policies and procedures. Even if a company is quite small, there will be more cohesiveness if employees understand do's, don’ts and how to's of a firm. For example, owner of a small enterprise "just figured" his employees knew what was vacation policy and when salaries would be reviewed. Unfortunately, without a written document, even boss forgot his intended policy. The resultant confusion and arbitrary handling of vacations and reviews netted a disgruntled staff. And unhappy staff does NOT work to capacity.
