Strong leaders understand that effectively communicating on the job contributes to increased productivity, innovation, job satisfaction, and helps to mitigate conflict. This 2-part series provides concrete steps you can take to ensure your communications are hitting the mark.
One of the best platforms for establishing and managing expectations is during your one-on-one meetings with your team members. Setting expectations provides an agreed upon starting point and provides both the leader and the team member with an opportunity to gain feedback and insight into the needs of each individual while setting guidelines and boundaries. All team members are offered an opportunity to be heard and provide input. This interaction encourages a collaborative process and is one of the foundations for building a high-performing team.
Step 1) Conduct Pre-Meeting Planning.
In order to get the results you expect from your one-on-one meetings, prepare by considering the following:
· Develop an agenda for your meetings which enables you to address the important issues and avoid only tackling the hot topics or issues.
· Be sure attendees know what’s expected from them when you meet and what they can expect from you.
· Determine whether you are getting the results you expect from these meetings that will help you run your department. If not, adjust accordingly.
Step 2) Set the Tone for Your Meeting.
Dedicate the first 5 – 10 minutes of every meeting to check in with your team members. Resist the urge to jump into discussing the status of deliverables. Determine whether the other person seems relaxed, stressed, or anxious and tailor your questions to the mood. For example, ask:
· How are you doing?
· You look like you have a lot on your mind, what’s going on?
· Do you need help with anything?
· How is your day going? How did yesterday go, or the past week?
The responses provide an opportunity to connect on a personal level and convey that you care about their well-being.
Step 3) Understanding the Expectations of Others
This is one of the keys to having productive meetings as well as developing and reinforcing the desired culture. To help others understand what you expect, it is important to understand their perspective. Here’s a way to measure the needs of another person:
1) Ask what they need/expect from you (their manager/supervisor).
2) Have them review the following list and rank the importance on a 1 – 10 scale. After you review the rankings together, ask them to provide examples of what it looks like in the workplace when their top 3 – 5 ranked items are in place, For example: “Give me an example of what “regular feedback” means to you.” Ask questions in order to clarify issues, directions, and needs.
Rank in importance from 1-10 (10 being the highest and 1 being the lowest); go to LevinHRConsulting.com for the downloadable form:
____ Clarity
____ Consistent communications
____ Respect
____ Developing strengths
____ Accountability
____ Regular feedback
____ Honesty
____ Safe space to admit mistakes and failure.
____ Transparency
____ Appreciation
Step 4) Be Clear About What You Expect
Rank the following list in importance to you and the organization and share your thoughts. Your rankings should be selected based on the needs/issues of each individual. Again, provide examples of what it looks like in the workplace when the top 3 – 5 ranked items are in place. Follow up by asking if they understand or want to add to your examples. Go to LevinHRConsulting.com for the downloadable form:
____ Be involved
____ Truth telling
____ Feedback is welcome and needed.
____ Collaborate
____ Stay current
____ Question me if you disagree or don’t understand what we’re discussing.
____ Provide me with your suggestions, opinions or input on topics.
____ Be respectful at all times.
____ Honesty
____ Follow up
This discussion provides the opportunity to set and agree upon expectations moving forward.
Developing clarity and consensus with others in your workplace removes many barriers to success and develops a culture of collaboration with a focus on shared goals and expectations.
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