Whether delegating at work or receiving assignments,
skillfully and politely communicating with colleagues is key
to workplace success.
“When delegating, clear communication is your number one
priority,” said Yaffa V., a lawyer who has led teams of various sizes in varied
workplaces, such as a law firm, a government office, and a private company.
“Don’t assume that your co-workers live in your brain. Take the time to explain
exactly what you need.”
The following are some tips for project managers.
1.“One mistake I have made is giving instructions
too quickly and not being 100% clear on what I really need,” the lawyer said.
“We need to relay clear visions of what we most want.”
Provide plenty of background information: Set
up employees for success by telling them everything they might need to know
about their projects, the people they are dealing with, and everything
about what is expected.
2. AMA: “Ask Me Anything: Make it clear you are available to
answer any questions. Employees who are scared they will be embarrassed if they
ask questions will not be able to provide their best work. Employers who don’t
know the answers to questions should consider where answers might be found so employees know where to look to do their jobs well.
“The more questions colleagues ask, the better,” points out
Yaffa V. “The more they understand what they are doing, the less time
they waste, and the better job they will do.”
“After assigning tasks, a good manager will guide employees
when they need additional information or perspectives,” pointed out a manager
who leads a team of 45 employees.“
3. Provide examples of work you like: Send models of
previously done projects that are similar to what is assigned so employees
know what they are aiming for.
4. Clarify deadlines: Always provide a specific date and
time by which you need the work you are assigning. Clearly communicate whether
projects are “urgent” or don’t need to be rushed.
5. Check-in: When working with new hires, after projects are
a quarter of the way done, politely check in with colleagues to ensure they are
on the right track. But once co-workers understand the ropes, demonstrate trust
by checking in minimally and allowing them to work in peace.
6. Speak and text politely: No one wants to hear “Do this!”
or “Make that!” Show respect for your co-workers by saying, “Please” and “Thank
you.” Show gratitude for co-workers’ efforts. If you can, tell people
what you liked about what they did so they can keep meeting your expectations.
Everyone works best when they feel appreciated and all interactions are
low-key and positive.
“Make sure everyone feels good about the work they do both
individually and when they collaborate,” Yaffa said.
7. Communicate that all employees work for the same team:
“Use ‘we’ instead of ‘I’ and ‘you’ to communicate that everyone works
together for a common goal. Regularly communicate the company’s mission to
everyone in meetings, emails, and texts so everyone understands their goal.
Clarify and continue to update as necessary employees’ roles
in the team.
8. Speak gently when providing feedback. Try using “the sandwich method” by giving one positive comment before and any necessary critiques. Never speak harshly so as not to demoralize or degrade people. Make
sure all conversations are constructive, productive, and understanding.
9. “Think carefully about the employees you choose to take
on different assignments,” pointed out Shlomo B., a leader in a
law firm for 30 years. “After you work with people for a while, you know at what
levels they function and what they are capable of producing. Managers should
distribute work according to employees’ areas of expertise, competence, and
experience.”
10. “Responsiveness” is the key on both ends. Managers and employees should not be expected to “Stop, Drop, and Roll” when they are texted, but at the same time, co-workers should respond to each other relatively quickly so everyone can complete assigned tasks.
11. Employees who receive assignments should think carefully
about the types of tasks that their employers most need.
“The best is when employees anticipate what I need and
provide it without my even asking,” Yaffa explains. “Employees should take the
initiative when appropriate and propose any work they see is needed.”