As an executive coach with 35 years of experience, I’ve had the privilege of working with numerous leadership teams in the financial and professional services industries. One recurring challenge I observe is the breakdown in team communication. But why does this happen so often? Let’s explore some of the key reasons and how we can address them.
1. Unequal participation in meetings
One of the most common issues is that a small percentage of team members dominate the conversation. Typically, the same 30% of participants speak 70% of the time. This imbalance stifles the diversity of ideas and insights that are crucial for innovative problem-solving and decision-making. When only a few voices are heard, valuable perspectives from quieter team members are missed, leading to a less inclusive and effective team dynamic.
To overcome this, I encourage those facilitating a meeting to hold a round where each member of the meeting is invited to share their thoughts in equal turn for an equal time which can be as short as 30 or 60 seconds up to 2 minutes before moving onto the next team member. This enables everyone to contribute and feel seen and heard.
2. The art of listening
Effective communication is not just about speaking; it’s equally about listening. Unfortunately, many team members struggle with this. Intentional listening involves giving undivided attention, seeking understanding, and being prepared to have your own mind changed. In many teams, members tend to interrupt each other and seek to dominate the conversation, leading to a breakdown in communication. This interruption culture prevents the free flow of ideas and often results in misunderstandings and conflicts.
To combat this, I encourage teams to adopt a simple yet powerful practice: listen more than you speak. This means giving others the space to express their thoughts without interruption and listening free from judgement. By doing so, we can create an environment where everyone feels valued and heard.
3. The influence of leadership
Leadership teams, especially in high-stakes environments like financial and professional services, often set the tone for communication within the organisation. When leaders model good listening behaviours and foster an inclusive environment, it trickles down to the rest of the team. However, when leaders fail to listen or dominate conversations, it can create a culture of poor communication throughout the organisation.
As an executive coach, I work with leaders to help them recognise the impact of their communication style on their teams. Through tailored coaching sessions, I support them to think through and develop habits that promote better listening, independent thinking, higher performance and appreciation. A recent executive client shared the impact of her coaching when invited to reflect on the top three takeaways:
- How important it is to listen properly without interrupting and planning your response.
- To give people the space to develop their own thinking and reach their own solutions and ideas rather than just giving my perspectives.
- To think through how my style might be impacting my interactions and the performance of others.
4. The impact of judgement
Another significant barrier to effective communication is judgement. When team members feel judged, they are less likely to share their true thoughts and ideas. This can lead to a lack of trust and openness, which are critical components of effective teamwork. Encouraging a judgement-free zone where all ideas are welcome can dramatically improve the quality of team communication.
Strategies for Improvement
So, how can teams improve their communication? Here are a few strategies I recommend:
Promote intentional listening. Encourage team members to practice listening. This involves listening with the intent to understand and generate new thinking rather than listening simply to reply.
Create a safe space. Foster an environment where team members feel safe to express their ideas without fear of judgement.
Encourage equal participation. Use techniques like a round to ensure that everyone has an opportunity to contribute their thoughts and ideas.
Lead by example. Leaders should model the communication behaviours they want to see in their team members.
By addressing these common issues and adopting these strategies, teams can enhance their communication, leading to better collaboration and improved outcomes.
Effective team communication is essential for the success of any organisation. While it can be challenging to achieve, understanding the common pitfalls and actively working to address them can lead to significant improvements. As leaders and team members, we all have a role to play in fostering a culture of open, inclusive, and judgement-free communication.
If you’re looking to enhance your team’s communication skills, consider investing in executive coaching. With 35 years of experience, I specialise in helping leadership teams in the financial and professional services sectors unlock their full potential through improved communication.
Thank you for listening
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https://www.linkedin.com/in/janeadsheadgrant/
