Establishing Communication Norms In Teams

Leaders LOVE when their teams respond promptly but teams HATE the stress of being always available Here’s a system that threaded this needle for us Aim of our system: → A simple way for the requester to signal the urgency of their request → Expectations of ‘by when to respond’ that match these urgency levels So our system had 3 legs: 1️⃣ SLACK → For normal things → Respond within 24 hours 2️⃣ SMS → For Urgent things → Respond as soon as you see it 3️⃣ CALL → For very urgent things → Pick up immediately How this played if you needed a response: → We got people people to see that most things didn’t need a response faster than 24 hours → So vast majority of things in the org were sent on SLACK (95%) → But people also knew that if needed a faster response they could SMS or CALL & they would get an immediate response → So people respected each other’s flow by only sending a SMS or CALLING for truly urgent things & using SLACK for everything else How this played if you had to respond: → Most people had all notifications off apart from SMS & CALL → If they got a SMS or Call they knew it was something urgent & would respond immediately → For slack people blocked 1 or 2 slots in the day to clear it. This way they met the ‘respond in 24 hours’ expectation without making responding to Slack their full time job → They now had enough time in the day to their core/deep work without incoming requests constantly breaking their flow. PS: This system was for our internal team communication. External communication depended on the stakeholder and relevant teams designed their own systems for that. A big leadership challenge in our modern world is to balance the ease of communication with space to do deep work. If we don’t design a model that balances urgent & important then urgent will always take over. When that happens, then even the non-urgent becomes urgent & there is no space left for the important. Asking our people to do innovative, original & audacious work while bombarding them with constant demands is like asking someone to create an original poem while being chased by a tiger. They won’t be able to do it & it’s not their fault. #Management #Leadership #Teams —————————————————————————————- Is there a communication system that works well for your team? Do share in comments.

One of the hardest balances to master as a leader is staying informed about your team’s work without crossing the line into micromanaging them. You want to support them, remove roadblocks, and guide outcomes without making them feel like you’re hovering. Here’s a framework I’ve found effective for maintaining that balance: 1. Set the Tone Early Make it clear that your intent is to support, not control. For example: “We’ll need regular updates to discuss progress and so I can effectively champion this work in other forums. My goal is to ensure you have what you need, to help where it’s most valuable, and help others see the value you’re delivering.” 2. Create a Cadence of Check-Ins Establish structured moments for updates to avoid constant interruptions. Weekly or biweekly check-ins with a clear agenda help: • Progress: What’s done? • Challenges: What’s blocking progress? • Next Steps: What’s coming up? This predictability builds trust while keeping everyone aligned. 3. Ask High-Leverage Questions Stay focused on outcomes by asking strategic questions like: • “What’s the biggest risk right now?” • “What decisions need my input?” • “What’s working that we can replicate?” This approach keeps the conversation productive and empowering. 4. Define Metrics and Milestones Collaborate with your team to define success metrics and use shared dashboards to track progress. This allows you to stay updated without manual reporting or extra meetings. 5. Empower Ownership Show your trust by encouraging problem-solving: “If you run into an issue, let me know your proposed solutions, and we’ll work through it together.” When the team owns their work, they’ll take greater pride in the results. 6. Leverage Technology Use tools like Asana, Jira, or Trello to centralize updates. Shared project platforms give you visibility while letting your team focus on execution. 7. Solicit Feedback Ask your team: “Am I giving you enough space, or would you prefer more or less input from me?” This not only fosters trust but also helps you refine your approach as a leader. Final Thought: Growing up playing sports, none of my coaches ever suited up and got in the game with the players on the field. As a leader, you should follow the same discipline. How do you stay informed without micromanaging? What would you add? #leadership #peoplemanagement #projectmanagement #leadershipdevelopment

Arguing about leaving at 5 p.m. misses reality. “End of day” is a moving target when teams are spread across locations, time zones, & different hybrid schedules. Don't police clocks. Create a Team Working Agreement. LinkedIn News is sharing the debate on end-of-day etiquette, sparked by Fast Company’s piece on a viral TikTok skit. https://lnkd.in/e6bQS5Jq Why the 5 p.m. debate is outdated. 🌎 Teams are more distributed. Fully on-site, remote-capable employees say their team is spread across locations 13% (2023) → 27% (2025). This is conservative data from Gallup. 🏔️ The “triple peak” is real. Microsoft data shows evenings are a 3rd productivity peak: meetings after 8 p.m. are up +16% YoY and ~29% of workers are back in inboxes by 10 p.m. Do this instead - align on team norms. ✅ Start with outcomes. Define what must be true by week’s end. Tie expectations to deliverables, not desk time. ✅ Map your team. Visualize who’s where (and when) to determine where there can be sync overlap. 🗺️ Download the Map exercise: https://lnkd.in/evsrFkcK ✅ Define time norms & responsiveness. Core collaboration hours, quiet blocks, and what counts as non-work hours (no response expected). ✅ Set “leaving signals.” How to sign off so others know you’re offline (Slack status, calendar blocks, brief wrap-up/hand-off). 🔸Bottom line: Your team’s “end of day” should be intentional and personalized to your team’s anatomy and work. Create coordination within the complexity by mapping your team and co-creating a Team Working Agreement. Melissa Cantor

“Congrats, you’re a leader now – go lead! Oh, and we’ll just assume you know how to communicate effectively.” ‘tis a tale as old as time. I was that person too. The problem is that team leader communication is so critical to engagement, understanding strategy, and aligning your team behind purpose. So here’s 10 ways leaders can improve their communication right away. 1.      Ask your team what they want – find out what they want to know more about, their preferred methods of communication, how often they want to meet, etc. And keep asking them – preferences will change over time. 2.      Get feedback, constantly – don’t wait for an engagement survey. Ask what’s working, what’s not, and what ideas people have to improve comms in your team. 3.      Say more, with less – don’t get caught in the trap of long-winded emails and team calls. People are time-poor and busy. Keep it short. And don’t assume that ‘poor communication’ is solved with more communication! 4.      Record and review – facilitating online meetings? Record them, and watch them back, and self-reflect. 5.      Co-create content – you don’t have to come up with it all yourself. Get your team involved, share the weekly newsletter around or get them all to contribute to a teams chat. It creates a sense of ownership. 6.      Set a rhythm – people like things that are predictable. So after you’ve found out what people want, set a rhythm with your comms and stick to it. 7.      Find out the answers – it’s okay to say you don’t know something, and commit to finding out and reporting back. As a leader, especially during change, it’s your job to find out why things are happening, and what that means for your team. 8.      Be authentic – people can see through the ‘leader mask’ we sometimes put on. Authenticity builds trust. So use the words you’d normally use, and talk to others like human beings. 9.      Get equitable – this is getting harder in hybrid worlds, but equitable access to communication is key for your team members, especially during change. Make sure everyone has an opportunity to hear directly from you, and to talk to you 1:1. 10.  Listen to understand, not to respond – sometimes we jump into solution mode when our team members come to us with worries. Let them talk, and ask curious questions to understand the real problem, and what they need from you. Sometimes, they just need to be heard, they don’t need you to do anything. What would you add to the list?

❓ How Can I Improve My Team’s Communication Skills? One of my clients - Matthew, a senior director was facing significant challenges with his team’s communication. There were frequent misunderstandings, missed deadlines, and a general lack of cohesion. Realizing the urgent need for improvement, he sought professional coaching from us. Here’s how our journey unfolded and the remarkable changes we achieved. Initial Challenges: 🚩Frequent misunderstandings among team members 🚩Missed deadlines due to poor communication 🚩Lack of team cohesion and collaboration Steps Taken: 1. Foster an Open Environment ⭕ Encouraging Openness: We emphasized the importance of creating a safe space for open communication. Matthew started holding regular team meetings where everyone felt comfortable sharing their ideas and feedback without fear of judgment. 2. Use the Right Tools 🛠️ Communication Platforms: Matthew introduced his team to effective communication tools like Slack and Microsoft Teams - which facilitated instant messaging, file sharing, and organized conversations, which streamlined workflows. 3. Provide Training 📚 Communication Workshops: this is where we came in fully by focusing on developing essential communication skills, such as active listening, clear articulation, and providing constructive feedback. 4. Lead by Example 🧘♂️ Modeling Behavior: By emphasizing the importance of leading by example, Matthew started demonstrating strong communication skills in his interactions with the team. By being clear, respectful, and attentive, he set a standard for others to follow. 5. Regular Feedback 🔄 Constructive Feedback: Implementing a system for regular, constructive feedback helped team members understand their communication strengths and areas for improvement. This ongoing process fostered a culture of continuous improvement. 🍀Tips for Team Member Development: 👂Active Listening: Encourage team members to practice active listening, focusing fully on the speaker, understanding their message, responding thoughtfully, and remembering what was said. 🔈Clear Articulation: Help team members develop the ability to express their thoughts and ideas clearly and concisely, avoiding ambiguity and confusion. ❤Empathy: Foster empathy within the team so members can better understand and relate to each other's perspectives and emotions. 🎀Conflict Resolution: Train team members in conflict resolution techniques to handle disagreements professionally and constructively. 🧷Non-Verbal Communication: Educate the team about the importance of body language, facial expressions, and other non-verbal cues in effective communication. Want to enhance your team's communication skills? 🌟 📞 https://lnkd.in/dGGM5vCK #sonniasingh #sonniasinghleadershipcoach #leadershipcoaching #teamcoach #teams #communicationskills #softskills #TeamCommunication #SoftSkills #ProfessionalTraining

I've helped teams build stronger communication cultures. (sharing my proven framework today) Building open communication isn't complex. But it requires dedication. Daily actions. Consistent follow-through. Here's my exact process for fostering feedback culture: 1. Start with weekly 30-min team check-ins → No agenda, just open dialogue → Everyone speaks, no exceptions → Celebrate small wins first 2. Implement "feedback Fridays" → 15-min 1:1 sessions → Both positive and constructive feedback → Action items for next week 3. Create anonymous feedback channels → Digital suggestion box → Monthly pulse surveys → Clear response timeline 4. Lead by example (non-negotiable) → Share your own mistakes → Ask for feedback publicly → Show how you implement changes 5. Set clear expectations → Document feedback guidelines → Train on giving/receiving feedback → Regular reminders and updates 6. Follow up consistently → Track feedback implementation → Share progress updates → Celebrate improvements 7. Make it safe (absolutely crucial) → Zero tolerance for retaliation → Protect confidentiality → Reward honest feedback Remember: Culture change takes time. Start small. Build trust. Stay consistent. I've seen teams transform in weeks using these steps. But you must commit fully. Hope this helps you build stronger team communication. (Share if you found value) P.S. Which step resonates most with you? Drop a number below. #team #communication #workplace #employees

Miscommunication in remote teams isn't just annoying - it's expensive. A project that should take two weeks stretches to six. A simple feature becomes a complete rebuild. Team morale drops because everyone feels like they're working in isolation. I see this pattern constantly with Indonesia's remote teams. The problem isn't language barriers or time zones. It's assuming everyone interprets communication the same way. What "sounds clear" to someone in Singapore might feel completely different to someone in Jakarta. The hidden costs add up: → Rework because requirements weren't clear → Missed deadlines from assumptions → Team frustration leading to turnover → Client relationships suffering from inconsistent delivery But here's what actually works: Build emotional trust and skill trust from day one - something HarvardX emphasizes in remote leadership. During my work in simon-systems.com, I involve my core team in final-stage interviews. When candidates present their case study solutions, my team listens and gives their input. If they feel they can carry this person with them, I hire. This approach prevents miscommunication before it starts. Your team already has buy-in on new hires. Write everything down, even if it feels excessive. "We discussed this on the call" doesn't help when someone needs clarity. Confirm understanding, don't assume it. "Does this make sense?" gets different answers than "Can you walk me through your approach?" a mistake I learn expensively. Create feedback loops that work across cultures. Some team members will speak up immediately, others need safe spaces to raise concerns. Invest in relationship building beyond work tasks. Understanding how your teammates communicate personally helps with professional collaboration. Good remote communication isn't about more meetings. It's about clearer systems that work for everyone on your team. What communication challenges have you faced with remote teams in Southeast Asia? 🤔 #RemoteWork #Communication #TeamManagement #SoutheastAsia #StartupLife 📷 : jaman yours trully masih tengil, masih suka diomelin karena molor deadline dan suka alasan cari inspirasi di cafe.

If you think overcommunication is annoying, wait until you have to redo your work because of a simple misunderstanding. Guess which one is worse. As an entry-level engineer, you might feel that overcommunication is unnecessary. You might think, "This could be straightforward, why bother bringing it up?" But here’s the truth: overcommunication can save you time and effort. I learned this the hard way. 💬 I was working on a ticket and followed its description to the letter. I shared my approach during the team standup, got inputs, and started implementing. Everything seemed fine. But as I was close to completing it, I realized the planned outcome wasn’t possible. When I raised this, my manager stepped in and explained that we needed a completely different approach. It turned out she wasn't in the standup where I shared my plan. I assumed approval from the team was enough, but in hindsight, a quick confirmation from my manager could have saved me a lot of rework. This wasn’t a high-priority task, so there was no major impact. But it taught me that overcommunicating isn’t a burden, it’s a safety net. ✅ Takeaway: How to avoid this situation in the future 💡 Use Team Channels. If you’ve shared your approach verbally, follow up in the team’s messaging channel. Write something like: “Here’s how I’m planning to approach Ticket #123. Please let me know if there’s anything I should reconsider or if this doesn’t align with expectations.” 💡 Document Assumptions. When you’re not 100% sure about something, spell it out. This invites corrections early. 💡 Confirm with Stakeholders. If someone wasn’t part of the discussion, proactively loop them in with a summary. 💡 Don’t Be Shy. Remember, you’re not being annoying, you’re ensuring success for the entire team.

Conflicts within a team are rarely about tasks alone—they often come from unresolved emotions like comparison, lack of recognition, or past grievances carried silently. When managers try to solve these issues by simply #grouping people together in the same assignment, it only masks the problem for a short time. The unspoken tensions will show up in missed deadlines, subtle resistance, or lack of trust. It’s important to realize that outer collaboration without inner healing is like painting over cracks in a wall—the structure still remains weak. True leadership requires going #deeper than surface solutions. Managers carry a responsibility not just to distribute work but to create an environment where inner conflicts can dissolve. This means moving from task management to people understanding. They can hold one-on-one conversations to listen without judgment, facilitate team circles where concerns can be voiced respectfully, and lead by example through fairness and humility. Introducing mindful check-ins, communicating transparently, celebrating small wins, and recognizing efforts equally helps reduce hidden competition. Over time, these practices shift the team’s energy from ego-driven reactions to collective trust. A manager who takes responsibility in this way does more than resolve conflicts—they cultivate a culture where people evolve, both as professionals and as human beings.

I was having team with my neighbors who is Director at a reputed consulting firm. He has seen me facilitate teams for bring clarity through Sketchnotes 📝 He promptly asked me to suggest some way to resolve conflicts in his team. He said “they are always on fire, waiting to put each other down”. My eyes lit up and rolled up 🧠remembering what I did in my team few years ago. In high-performing teams, conflict is inevitable. When collaboration 👥is frequent and stakes are high, differing working styles, communication gaps, and behavioural patterns can often spark friction. But rather than letting these conflicts fester, what if we turned them into opportunities for clarity and growth? One powerful ritual I’ve found useful is something called a Behavioural Retrospective 🙌— a structured conversation that helps teams reflect on behaviours causing friction and co-create better ways of working together. Let’s break it down 🧩 What is a Behavioural Retrospective? Unlike project retrospectives that focus on processes and outcomes, a Behavioural Retrospective dives into the interpersonal actions and behaviours that impact team dynamics. It guides teams to safely surface frustrations, understand the root causes, and collectively agree on more constructive behaviours. Here’s a simple four-step framework to run one: ⸻ 1. Get Frustrations on Paper Start by asking team members to quietly write down actions or behaviours of peers that are frustrating them. Encourage specificity — focusing on actions, not people. ⸻ 2. Take Turns Sharing Create a safe, non-defensive space where team members can take turns sharing what they’ve written. A crucial mindset here: listen to understand, not to defend. Everyone deserves to be heard. ⸻ 3. Ask Revealing Questions Encourage the team to ask revealing, open-ended questions to uncover what’s beneath the surface. This helps build empathy, as people often act from unseen pressures or intentions. ⸻ 4. Make Suggestions for Alternate Behaviours End the session by inviting the team to suggest constructive, alternative behaviours. Focus on actions that can replace the problematic behaviours moving forward. Capture these as actionable, specific agreements. ⸻ Why This Works Behavioural Retrospectives promote empathy, mutual respect, and a culture of continuous improvement within the team. ⸻ If your team has been experiencing behavioural conflicts, this might be a good ritual to introduce in your next cycle. It’s a simple but transformative way to realign as a team — not just on what you build, but how you work together. Have you tried something similar? Would love to hear how you handle behavioural conflicts in your team. #TeamCulture #Leadership #Retrospective #ConflictResolution