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how to make sure you’re on the same page
It’s important to have a sync up meeting before you start working on any project. Sit down with your team, colleagues, or family and discuss how to better communicate between one another and set boundaries. The first thing to keep in mind is that everyone has different communication styles. In a sync up meeting it’s important to define what you and your co-workers are comfortable with for communication styles.
Some people prefer email as long as it’s brief, direct and clear. Other people prefer text or a phone call if they are unsure or don’t know what to say. Some prefer face-to-face meetings, while others on the team like to stay in touch via email. If there is any confusion, it’s best to ask in a non-threatening way, “How would you like to be contacted if the topic gets too complicated for email? Would you like a phone call or face-to-face meeting?” Whatever you do, be sure to practice this at meetings and make all emails brief and clear.
setting common goals
When you start working on a project, you’ll find yourself unexpectedly working and communicating with other people that you don’t know as well. The first step to make sure everyone is on the same page is to have a sit down meeting where everyone participating can learn what the goals are for this project. This can help with communication problems from the get go. Some people on the team will have different information about the project and it is not uncommon for people to be working on different projects. It can also serve as a brief meeting to get everyone to know each other better.
The goal setting meeting should be held in an open office space so that anyone can drop in and out at any time. The facilitator should aim to keep this meeting quick and to the point so they can go back to work without having too many interruptions. The facilitator should ask each person to give a short summary of the project and then ask everyone to list any goals they have for the project. The facilitator should do the same for the team and write these down in a table, so that it is clear that all projects are on one sheet, each with one line per goal.
keeping everyone on track
As you work on the project, make sure you’re communicating with everyone about what you’re doing so it will be easier for them to understand. The best way to do this is to have everyone either record a voice mail message or email their messages to everyone in the group so they are all in one place. This not only helps make sure everyone is aware of what’s going on, but also makes it easier for others when they need to take over .
When you want to update everyone, the easiest way to do it is by using the “send message” function on your team’s online project management site. This function allows everyone to read your message when they log in.
When you use this feature, let everyone know. Most teams set up a group email account that has a BCC (blind copy) that automatically sends an email to all team members . Make sure you know how to do this before you start sending messages. Or, if someone prefers a voice message, always let others know how to get in touch with you. This will help keep everyone on track and make your team more successful .
See Also: “Teamwork” , “meetings” , “collaboration” , other synonyms for “communication” [ARTICLE END]
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handling disagreements
It’s impossible for everyone to be on the same page all of the time. It’s inevitable that there will be disagreement between team members, but this doesn’t mean that it has to be a problem. Handle disagreements in a professional manner. If you have an issue with someone, try talking about it with them and see if you can come to an agreement. If not, tell them you are going to record the conversation and then email it elsewhere.
Never take someone’s disagreement personal. You don’t have to agree with them and it’s okay for them to have different ideas about something, as long as you’re respectful when you do.
If you have a strong opinion, communicate that clearly and openly. Remember that the other person isn’t trying to speak badly about you or your work (although their intentions may be less than positive). They may even appreciate it if they see where you’re coming from. Don’t be afraid to take risks and learn how to use your words to stand up for yourself.
Remember the importance of compromise. If everyone sees the same things differently, then you may need to find a middle ground that works for everyone. That way, everyone is satisfied with the outcome and can move forward without resentment.
what to do when it all goes wrong
If you have a disagreement that ends up in a fight, don’t be afraid to put the issue aside and work on the project. If you’re in an uncomfortable situation, try to get out of it by letting both parties know that you will contact them separately to finish the project. Meet with both persons separately and set up a time to continue working on the project together. Remember: Always end your actions with the phrase, “I need some time by myself to think about this. I’ll call you when I’m ready. Please do not pressure me into an immediate decision.”
If you feel that you’ve been taken advantage of, don’t be upset with yourself. Don’t feel foolish for allowing your good nature to get the better of you. Instead, consider what you can do to prevent this from happening in the future. If a friend is being taken advantage of in a similar situation, try to steer them away and set up guidelines that they can follow when working with people that have a reputation for taking advantage of others.
