2.2 THE SKILLS YOU NEED TO BE A GREAT BOSS: Share Organizational Information Efficiently

(EXTRACTION FROM TEAM MANAGEMENT: Improving Team Effectiveness at http://www.mindtools.com)

 

Instant communication can result in a lot of misunderstanding and confusion, leading to false rumors, hurt feelings, and even mistrust.  The need to gather people together and to communicate complex, important information can be overlooked.  Regular meetings with team can be useful to avoid the mess created by disjointed communications.

Team briefings allows team to provide accurate updates on policies, projects, priorities, and staffing issues to key people, all at the same time.  People will have an opportunity to ask questions, clarify their understanding, and provide immediate reactions and feedback.

The basic characteristics of a team briefing are:

·        It's conducted face-to-face with a small team – in other words, not an entire business unit.

·        The team leader organizes the meeting and presents the information.

·        The meetings are short – typically 30 minutes or less.

·        Questions are encouraged.

Benefits of sharing regular feedback:

·        Team members know what the organization wants to achieve, so they'll work to achieve it.

·        The team knows what each team member is working on, so they better able to decide how best to prioritize and delegate work.

·        Team members get to know one another better, so they work together more effectively.

·        Team members understand the obstacles they're facing, so they have can find solutions and prepare for change.

·        Team leader maintains regular communication to ensure that what needs to be done is actually being done.

·        Team leader reinforces his or her role and creates trust, cooperation, and commitment.

 

HOW TO CONDUCT TEAM BRIEFINGS
1	Commit to a Process	·        Ensure that the briefers are briefed regularly themselves ·        Provide training on how to give team briefings ·        Recognize and reward for conducting regular team briefings
2	Establish Ground Rules	·        Schedule regular meeting time ·        Make sure no one is left out of the briefing ·        Stress the importance of being open, honest, and polite ·        Discuss only the relevant topic
3	Determine Your Objectives	·        must be clear about what needs to be accomplished ·        clarify the message and goal for the meeting
4	Prepare Your Presentation	·        presentation framework o   Address performance o   Give updates on changes and amendments o   Discuss personnel issues o   Clarify action items
5	Deliver your Information	·        Choose your presentation method ·        Keep it interesting ·        Remain positive ·        Own the message ·        Encourage questions ·        Summarize the main points
6	Follow Up	·        Reinforce the message ·        Review feedback ·        Discuss relevant issues with your boss ·        Distribute briefing material to absentees ·        Monitor the effectiveness of the briefing