Candid Communication, Collaborative Solutions: Empowering Teams Through Honest Conversations and Clear Documentation

Candor, honesty, and a solution-oriented approach within employee documentation are not merely empty phrases or trendy concepts; they are fundamental components in creating a successful and positive work environment. In my experience, I often find myself reminding managers that honesty is the foundation of trust, even when the message being conveyed is not necessarily what their direct reports want to hear. When feedback is delivered with compassion, it shows respect for the person receiving it, and this ultimately benefits not only the individual but also the company as a whole, including the team they are a part of.

Many of us find it effortless to express praise and compliments to our colleagues and superiors, yet we hesitate when it comes to delivering feedback that is less than favorable. This unwillingness to be direct in such situations does not protect anyone involved, especially not the person receiving the feedback, who is then denied the chance to learn, develop, and improve. In fact, the only person being shielded from discomfort is the one who avoids having the difficult conversation.

Through coaching sessions I facilitate, I often hear frustration from clients about coworkers (peers, subordinates, or managers) who engage in disruptive, unnecessary, or ineffective behaviors. Yet, when I ask if they've addressed the issue directly to understand or change the behavior, the answer is often no. This begs the question: "How can they expect anything to change without communicating their concerns?"

So, how can one initiate these difficult conversations?

Consider this approach: "Hey, I really value your opinions and I'd like to believe you value mine. Would you be open to having a conversation where we can explore some solutions together?"

This opening establishes a baseline of mutual respect, demonstrates your goal of having a constructive dialogue, and expresses the desire to move forward by finding solutions collaboratively. It's not a complaint session or an opportunity to vent frustrations. Instead, the focus is on working together toward a positive outcome.

However, before initiating such a conversation, it's crucial to clearly define your goal. Note that I said "goal," not "solution." Remember, the objective is to find a solution together. If you already have a fixed solution in mind and are unwilling to compromise, this approach won't be effective. Reserve this method for conversations where you are genuinely open to collaboration. Overusing it can erode its effectiveness, as people may perceive it as insincere.

We're all busy, so get to the point respectfully and effectively. Some prefer a direct, no-nonsense approach, while others need a warm-up. Know your audience and tailor your initial approach accordingly. However, regardless of the opening, your message must remain clear, direct, and understood. Remember to focus on the problem, not the person. You have a goal to achieve, so let's work together to find solutions that benefit everyone involved.

Now, let's extend this approach to documentation. Traditionally, documentation has been associated with punitive measures or disciplinary actions. However, there's a growing shift towards solution-oriented documentation. This approach moves beyond simply highlighting shortcomings and instead focuses on identifying and addressing the root causes of issues. By documenting challenges alongside potential solutions, managers and employees collaboratively create a roadmap for improvement. This fosters a sense of shared responsibility and empowers individuals to take ownership of their professional development.

So, what if you excel in one-on-one interactions, but find it more challenging to communicate effectively within a team setting?

Clear communication practices extend beyond individual interactions; they permeate the entire team dynamic. When information is readily accessible and shared openly, silos break down, and collaboration thrives. Transparency about project goals, timelines, and expectations ensures that everyone is working towards a common purpose. Regular team meetings, both formal and informal, facilitate open communication and provide a platform for brainstorming, problem-solving, and knowledge sharing. By valuing diverse perspectives and encouraging open dialogue, teams become more resilient, adaptable, and innovative.

You might be reading this and thinking, "Yeah, yeah, but our team isn't tight-knit. We don't socialize outside of work, and some people genuinely dislike each other."

That's understandable. However, we need to adopt a more professional perspective. We're not building a friend group; we're creating a work team, and the dynamics are different. The foundation of a successful work team is a shared goal and respect for each individual's contribution towards achieving that goal. Personal preferences, political beliefs, or lifestyle choices are irrelevant in this context.

The fact is that conflict is an inevitable part of any workplace. The common goal should be to resolve workplace conflicts quickly, not to take sides and choose who is "right." When team members feel comfortable addressing disagreements openly and respectfully, solutions can be reached more swiftly and amicably. By documenting the nature of the conflict, the perspectives of all parties involved, and the agreed-upon resolution, teams create a roadmap for navigating future challenges.

(c) June 2024 Capstone Certified HR Advisors, LLC.