Tag Archives: team work

Rule #2: Share All Relevant Information

When sharing information, I’m pretty much the queen of starting with A, then B, and then jumping to J, K, and L, and finishing right with T. With all of those gaps in between, no wonder I get blank stares or long, silent pauses once I stop speaking.

It isn’t intentional. At least, not consciously. The adage that “information is power” is frighteningly true, but many of us withhold information out of negligence rather than malice.

To break the habit, try these 4 things.Board's Role

  1. List out the information that you are trying to share. Then go back and ask yourself the journalist’s 5 “W’s”–who, what, where, when, why,–plus “how.” Anticipate the information that you may be excluding.
  2. Practice a conversational style where you encourage your colleague or partner to question you about the information you have shared. It’s important to realize that what you think is relevant might not be relevant to them, and vice versa.
  3. If you have newsprint or a board available, map out the information. Start with the central piece of information you are sharing, then draw lines extending outward. On each line walk through–as a group–what additional information is needed to fully understand the information. Keep adding sublines until you all agree that what you have is complete. (See “mindmaps” for a great illustration of this.”
  4. Practice a little humility, and confess straight out that you know you will forget to share something, and give your colleagues permission to ask questions as they need to.

 

The Rules: Important Words

fenceOne of the most stressful parts of a new job for me has always been learning the “rules” of how the office works, how people interact, what is expected of me, and what I should expect of others.

One boss I had did our entire staff the great favor of inviting a consultant in, and teaching us a set of rules to work by. They weren’t magic words, but when adhered to, they eliminated some potential landmines, reduced tensions, and made it possible to work through conflicts.

This post is one of a series of posts featuring each rule.

Rule #1: Agree on what important words mean.

A word like “rules.” Is a rule only in writing or can they be “unwritten”? I once worked in an office where the unwritten rule was to never question when the supervisor arrived at work even though it was often hours after everyone else.

An important tool in discovering what the important words are is to listen carefully to how colleagues phrase questions and even what they complain about.

A friend and colleague taught me a lot about the first. I had pulled together the text for a resource, and had gotten to the point where I was no longer a good judge of how good or bad it was or what was highlighted well and what was missing. So, I asked, “Can you give me some feedback on this now?” as I extended a printed copy to her.

Her response was fabulous! “Do you want whatever I can tell you now or do you want my best response?” She taught me about how important it is to be specific, especially in my questions.

Same office, different colleague on complaints. “It isn’t perfect.” Surely something we have all heard ourselves say as some point in time. At that point in time, striving for perfection was slowly killing us, partly because we all had slightly different definitions of. Me? I’m good with anywhere between 95-98% perfect. Not so my colleagues.

After a brief discussion, we arrived at a new and common definition of “perfection.” We decided that we were striving for excellence, not perfection, and recognized what some of the boundaries are around achieving excellence.

So, what key words are essential in the culture of your office? What do you think they mean? What else could they mean?