These tips were published by Addicted2Success.com.
Get feedback from team members
The most valuable source of information are regular team members themselves. Hold a meeting to discuss the issue, then give employees a chance to express where they perceive unnecessary communication is taking place.
Based on the data, identify when and how ineffective communication occurs most often
Based on feedback from employees, identify when ineffective communication happens most often: at what stages of the project, between which team members and during which parts of the day? How does unnecessary communication come about, why does it happen, and what does the communication concern?
Find out the main reasons why unnecessary communication occurs
The next step is to identify the root of the problem. Why is unnecessary communication happening in the first place? What is the root cause? Possibly roles in the team are poorly divided. Or maybe the agendas of some employees overlap; therefore, they often have to recommunicate with one another about who will do what. Perhaps some members do not know how the processes in your team work, or approval from supervisors is required even though it need not be that way. Or you could simply be using inappropriate communication tools or duplicating communication.
Design a solution together
Based on all your findings and analysis of why unnecessary communication occurs, propose solutions to these problems as a team. Go for solutions that will solve the problem in the long term.
Monitor the situation
After implementing the solution, monitor the situation. Continuously check whether the solution is working for everyone or if there are any problems, delays or, paradoxically, even more administration or communication problems as a result. If necessary, adjust the solution.
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