5 Practical Steps to Transforming Team Communications

Have you ever had one of those moments when you’re excited about moving your team in a new direction, only to be met with blank stares? It feels like they’re looking at you like a “calf at a new gate,” right? That confusion and hesitation can be incredibly frustrating, especially when you’re passionate about a new idea or initiative. But here’s the truth: it’s not that your team doesn’t care or isn’t paying attention—it’s that communication is far more complicated than we often realize.

Communication and the "Game of Telephone"

Think back to those childhood games of telephone. Someone would start with a simple sentence, like, “The cat climbed the tree,” but by the time it made its way around the circle, it turned into something completely different, like, “The bat flew to the sea.” Everyone would laugh at how distorted the message had become. Believe it or not, this same phenomenon happens in organizations every single day.

When you communicate with your team, the message you’re delivering can get distorted as it moves through different channels and is interpreted by different people. Even if you think you’ve been crystal clear, each person hears and processes information through their own filters, shaped by their experiences, assumptions, and perspectives. The result? Misunderstandings, misalignment, and a lot of head-scratching.

The "Rule of 7" in Action

Marketers often talk about the “Rule of 7,” which states that, on average, a person needs to hear a message seven timesbefore they truly understand and internalize it. While this rule is typically applied to advertising and customer engagement, it’s just as relevant when it comes to internal communication within your team.

Consider this: You might announce a new initiative in a meeting, send a follow-up email, and include it in your company newsletter. You’re thinking, “That’s three times. Surely they’ve got it by now!” But in reality, your team might still be processing what you said for the very first time. Why? Because people are juggling competing priorities, distractions, and varying levels of attention. For them, your message might not stand out the first—or even the third—time they hear it.

Bridging the Gap: Ask Questions

So, how do you ensure your team truly hears and understands what you’re saying? One simple but powerful strategy is to ask questions like, “What did you hear me say?” This technique is more than just a way to check for understanding; it’s an invitation for dialogue and engagement. Here’s why it works:

1. Clarifies Misunderstandings: By asking your team to repeat back what they’ve heard, you can identify and address any discrepancies between what you intended to communicate and what they actually understood.

2. Promotes Active Listening: When your team knows they’ll be asked to articulate what they’ve heard, they’re more likely to pay attention and engage with the message.

3. Fosters Collaboration: Open-ended questions create opportunities for discussion, feedback, and collaboration, which can lead to greater buy-in and alignment.

Practical Steps to Improve Team Communication

If you want to reduce the gap between speaking and understanding in your organization, here are a few practical steps you can take:

1. Repeat Key Messages Frequently: Don’t be afraid to repeat yourself. Reiterate key points in meetings, emails, and one-on-one conversations to reinforce your message.

2. Use Multiple Channels: Different team members absorb information in different ways. Combine verbal communication (e.g., meetings, presentations) with written communication (e.g., emails, memos) to ensure your message reaches everyone.

3. Encourage Feedback: Create a culture where team members feel comfortable asking questions and seeking clarification. This not only improves understanding but also builds trust.

4. Simplify Your Message: Avoid jargon or overly complex explanations. Aim for clarity and brevity to make your message easier to understand and remember.

5. Check for Understanding: Regularly ask questions like, “What are your thoughts on this?” or “How would you explain this to someone else?” to gauge understanding and refine your communication.

How Silver Dove Strategies Can Help

At Silver Dove Strategies, we understand that effective communication is the cornerstone of a thriving organization. Miscommunication can lead to frustration, missed opportunities, and decreased productivity—but it doesn’t have to be that way.

Our team specializes in helping businesses implement communication strategies that close the gap between what leaders say and what their teams hear. From refining your messaging to creating systems that promote clarity and collaboration, we’re here to help you unlock your team’s full potential.

Let’s Work Together

If you’re ready to transform the way your team communicates and works together, we’d love to partner with you. Let’s reduce the noise, clarify the message, and create a culture where everyone is aligned and moving in the same direction. Reach out to us at coach@silverdovestrategies.com to find out more!

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