Six Tools to Improve Communication.

Clear lines of communication can help to improve relationships and increase productivity. These six tools can help you open the lines of communication in your community.

As managers seek to increase staff productivity and improve work quality, finding and applying solutions to enhance staff relations and effective communication creates a positive constructive working environment. It is imperative that management recognizes the requisite for constructive communication approaches in order to function as a cohesive team, improving the bottom line.

The establishment of effective communication practices should serve as the foundation of an efficient and enthusiastic management team, resulting in a more productive and positive work environment. To achieve this ideal, management should maintain an open mind, a high-level of patience and start paying attention to their communications techniques. Listed below are six important communication techniques to help improve the overall morale and environment of the workplace.

1. Staff Relations

Management must establish strong channels of efficient communication between themselves and their staff, without overriding their own authority. A new employee's initial company orientation is the first and most significant opportunity to teach employees communication basics and create an understanding that consistent communication is the foundation in building a solid team. Conveying the message to all employees that their ideas are valuable and central to proficient company operations is vital to its overall success.

2. Negative Versus Positive Feedback

Some employees receive attention from their supervisors only when they make mistakes. Effective management ensures that positive, as well as negative feedback, is related on a continual basis. Employees with supervisors who respect their contributions and validate their accomplishments endeavor to support their supervisor toward achieving a productive operation.

Most employees work not only for compensation and self-improvement, but often times for recognition. Commending employee accomplishments through positive verbal gestures and accolades will ignite incentive to continue performing at an advanced level. Extending respect to co-workers or subordinates garners respect in return. A mutually respectful operation produces an increasingly optimal work environment.

3. Open Discussions

Ensuring consistent positive staff relations requires weekly staff meetings to stay connected. Weekly meetings reinforce the concept that employees are part of a supportive team. Providing employee updates on future plans, legislative evolution, policy changes, additions and weekly reports will provide employees with a feeling of empowerment. These meetings may also provide employees with a venue for input and idea exchange pertinent to meeting topics. Employees should also be assured that they may introduce new topics at these meetings.

Providing employees the opportunity to offer suggestions establishes a sense that they are contributing to company profitability, growth and opportunity. Employees may, however, be reluctant to group sharing and may prefer to discuss an idea or complaint with their supervisor directly. Other employees feel comfortable voicing their opinions on paper, rather than conveying suggestions verbally. A suggestion box is a good alternative to support those individuals' communication preferences.

4. Mediation 

When one staff member has a complaint against another, management must handle this situation delicately to provide employees with a comfortable and safe environment to share their comments, complaints or suggestions. Preferential treatment, or the appearance thereof, is inappropriate. A supervisor must act as a mediator in this situation. Joining the two parties in a confidential meeting provides for open exchange and a secure environment toward developing an understanding of each point of view. Impart an unbiased solution in which employees are assured a fair outcome.

Another approach may be to empower disputing employees to find a solution together. Solicit their suggestions for resolving the conflict and achieving common ground. This tactic is often a preferred method for employee dispute resolution because the supervisor is not making the decision on behalf of the employees. The employees are empowered and have "bought into" the solution. Open communication will produce an orderly-working environment where employees feel comfortable requesting future assistance.

5. Providing Recognition

Myriad tactics and tools provide for recognition reinforcement at very little expense to the employer. Recognition does not have to be extravagant or costly. (See below). Recognizing an employee who has performed exceptionally well in front of office peers generally results in a feeling of employee empowerment. Public employee recognition also results in healthy staff competition as others work toward achieving this recognition goal, improving overall staff production.

COST EFFECTIVE WAYS TO PROVIDE
RECOGNITION TO EMPLOYEES

* Gift certificates: restaurants,
theaters or music/video stores

* Flex time

* Special parking space

* Private verbal praise

* Team potluck celebration

* Choice of work assignments

* Certificate of appreciation

* Come in late or get off early card

* Hand shake and a sincere
"Thank you"

* Boss for the day

* Care package sent to
employees spouse or children

* Wash employee's car

* Lotto tickets

* Facial, pedicure or massage

* Catered breakfast at employees desk

* New office equipment

* Notice of employee accomplishments
in local newspaper

* Guaranteed quiet time

* Notice to all employees
of a special performance

* Letter of recognition in
employee's permanent file

* Paid time off

* Recognition at meeting

* Flowers/Balloons

* T-shirt

* Lunch with the "boss"

* New title

* Promotion

When and where is public recognition appropriate? One suggestion is recognition announcement inclusion during weekly company meetings. Regular recognition reinforcement is vital. Once a year, at annual company events, is not often enough to boost morale and generate improved production results.

6. Voicing Your Expectation

Setting parameters and defining staff performance and conduct expectations during the new staff member orientation will decrease confusion and improve performance enhancing the relationship between the employee and employer instantaneously. Distributing an employee handbook or policy guide containing job descriptions and company operations will further alleviate confusion, improving the employment experience.

As management, it is essential to establish an office climate promoting a positive, motivating work environment--one that employees enthusiastically anticipate, upon waking each morning. Positive communication techniques can transform a working environment into a place of team support, encouragement and professional achievement translating into exceptional client satisfaction and overall enhanced relations.

Michelle Renee Pate, CCAM (Certified Community Association Manager, is Vice President of Sales and Marketing for Keystone Pacific Property Management Inc. based in Irvine, Calif. Keystone Pacific Property Management Inc. provides association management of residential and office/industrial properties and offers services such as preventive maintenance, developer support services, architectural review, administrative support services and Department of Real Estate budgeting services.