August FAQ - Communicating Effectively with Your Team
One Friday each month, I dedicate the post to looking at some questions I have heard recently from developing leaders. Sharing those questions and my thoughts about them is a way for me to spread the information to as many leaders and future leaders as possible. If you have a question about leadership, or just a situation you would like some additional insight on, please email me at Effective Retail Leader. Let’s take a look at this week’s question.
What is the best way to share information with my team? I want to keep them up to date on everything going on in my store.
Communicating effectively to your team is one of the most important things we do as leaders. Trying to boil this down into a single best way would be impossible, especially since everyone will learn and receive information differently. Communication is never a one and done proposition. It is an ongoing process that requires consistent yet varied approaches. The message provided stays consistent and the methods used to deliver the information should be varied. Here are a few options you can use to share information with your team to keep them informed within your store.
Daily huddles
Communication huddles is one of those terms that may rank up there with role-plays that make retail leaders cringe. However, like role-playing (or practicing, as I like to call it) it is a valuable tool. Quick get-togethers to share information is an excellent way to keep your team on the same page. These should be five minutes or less with just the day’s critical information. Items such as sales goals, sales results, promotional updates, and any minor process changes can all be perfect agenda items for these short huddle sessions. Plan to have them at multiple times each day to reach the entire team. And remember, it doesn’t always have to be you that leads the huddle. Certainly, you have other leaders in your store that can take on this role. It is a great way to mix up the delivery of the message and be developmental at the same time.
Short one-on-one sessions
Depending on the size of the team you lead, the frequency and length of one-on-one meetings will vary. But even if you are leading a large team of associates, making some time for individual discussion sessions will be valued and valuable. This time can be used for recognition, information sharing, and, most importantly, listening. Let the team members know when and why you will be meeting, so they can prepare any questions they may have. This also lets them know that it is time for them and not some other type of feedback. Asking an associate if they can join you in the office for a few minutes without previous knowledge can strike immediate fear into team members. Letting them know ahead of time ensures no confusion. With that, ensure that your message isn’t tied to their performance. These are informal, information, and sharing sessions.
Team meetings
Getting the entire team together can be a luxury. It is difficult to coordinate schedules, and few retailers build in extra payroll dollars for such events. However, they can be critically important investments that you should work to make time for occasionally. Minimally, I would recommend a quarterly full team meeting that allows you to share your vision, strategy, and an update on performance. This is also a good time to use for group training sessions, to review new processes, and to discuss customer feedback and expectations. If your business is seasonally based, having a meeting at the start of each season can ensure that all team members are on the same page. You can define what this time of year will look like and what it will take for success. If a full team meeting is not possible at all, plan to have a series of group sessions that are longer than your typical huddles. It still allows you to align with the team and not feel rushed when covering some bigger topics than you normally would during a huddle session.
Regular discussions
Informal, regular discussions are a great way to connect with the team and strengthen the relationship at all levels. These do not always need to be business-related, either. Between customers, off the floor, or even in the break room are great opportunities to get to know your team a little better. What is happening in their lives? How is their school semester going? What are they doing outside of work? These can also be the perfect opportunities to discuss how their job is going and what they see as opportunities to improve processes or how you serve the customer. No one knows better than the people that complete the majority of tasks or serve the most customers directly what needs to happen to improve those responsibilities.
It is great that you want to keep your team informed, and that will absolutely make a difference. Keep using these and other techniques to share information with your associates. Lean on your other team leaders to help reinforce and carry your message even when you are not there, to maximize the value of the communication throughout the store. An informed team is an engaged team. An engaged team is an effective team, and that is what you are working towards building.
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