improving project team communication - smith culp consulting
TRANSCRIPT
“The two words ‘information’ and ‘communication’
are often used interchangeably, but they signify quite different things.
Information is giving out,
Communication is getting through.”
---Sydney J. Harris
• Personality styles of the people involved• Technology - Available and Preferred• Logistics - Who, How Many, Where• Culture - Organizational Protocol,
Generational Preferences
Communication Influencers
Isabel Myers
Katharine Briggs
translate the theory into practice and create MBTI –
Myers-Briggs Type Indicator
proposes the theory of psychological
subtypes
MBTIis one of the possibilities
Carl Jung
E
P
F
N
I
S
T
J
Extraversion
Sensing
Thinking
Judging
Introversion
iNtuition
Feeling
Perception
EISNTFJP
MBTI Type Preferences
The direction we focus our attention & energy
The way we take in information
The way we make decisions
The way we act in the outer world
Process vs. ClosureFlexibility vs. Structure
Communication Preference
I is focusing on the internal world: thoughts, emotions, experiences
E is focusing on the outside world: other people, events, actions, things
Extravert (E) Introvert (I)
EISNTFJP
The direction of our attention and energy
Extraversion & Introversion
Extraverts – Talk it Out• Prefer to communicate by talking• Think out loud; talk through ideas• Learn by doing or discussing• Have broad interests• Sociable and expressive• Readily take initiative in work and relationships• Recharge by interacting with others
Extraversion Preference
Introverts – Think it Through• Prefer to communicate in writing• Think through ideas, then talk• Learn best by reflection, mental practice• Focus in depth on their interests• May be seen as private and contained• Take the initiative when the issue is very
important to them• Use quiet time to recharge
Introversion Preference
Where do you focus your attention and energy?
E_____________________________IExtraversion or Introversion
Extraverts Are accessible, get
people involved More likely to show
enthusiasm, energy Readily engage others
in discussion of ideas More likely to interact
with team members
Introverts Seen as good listeners Think things through
before acting Present well thought
out ideas Generally appear calm
and focused
Strengths That Can Help Team Communication
ExtravertsThinking out loud can
confuse others
May not give Introverts time for internal processing
May act without internal reflection
May vent emotions without considering effects on others
IntrovertsMay continue to think
when it is time to speakMay be excited about
project or task but less likely to express it
Internal processing excludes others’ input
“Out of the Blue” decisions
Weaknesses That Can Impact Team Communication
• Has the technology advancement and availability of smart phones, e-mail, teleconferencing, etc. increased project communications effectiveness?
Yes No
Polling Question
• Treat it like a document not a conversation• Not for detailed, multi-party problem solving• Use for direct one-way or two-way info sharing • Use concise headings and text; put additional
info in attachments• Balance e-mail with phone and face-to-face
communication (verbal & non-verbal communication)
Improving E-mail Communication
• Extraversion Identifyers– Conversational – May not be clear – are
they giving directions or brainstorming?
– Exclamation points/emoticons
TIP: Review to ensure that all wording is necessary and that intent and response required is clear
• Introversion Identifyers– Brief – May leave impression
that they are not inviting input
– Prolific/Strong when issue is of great importance.
TIP: Review to ensure that brevity is not misinterpreted and that desired level of input/response is stated
Tips - “Type In/Typing” Emails
• Send out agenda and any handouts or information well ahead of time.
• Take roll call, introduce new parties as they join.
• Clarify roles, agenda, and groundrules.• Designate note taker, get notes out
immediately.
Improving Conference Calls
• Identify self when speaking, address others by name.
• Set time limits for speaking.• Keep background noise down
(paper, phones, etc.). Mute phone when not speaking.
• Use Round Robins to balance Extravert/Introvert participation.
• Say if you need to leave the call.
Improving Conference Calls
• Get agreement on agenda andgroundrules at start
• Define decision-making process at the start• Review agreements at key points in meeting• Check in regularly with the group, redirect focus
back to agenda and groundrules if necessary• Listen when concerns are expressed• Ensure balanced participation• Follow through ASAP with clear documentation
of meeting actions, decisions and minutes
Improving MeetingCommunication
• One person speaks at a time, no interruptions and no side conversations
• Raise your hand if you can’t get a word in• Respect others’ points of view, focus on the issue not
the person• Disagree without being disagreeable• Speak up if the meeting or topic is getting off track• If you don’t agree, speak up before moving to next item• Speak up if you have a comment, suggestion or concern• Turn cell phones off/or to vibrate (take calls outside
room if critical)• Be on time after breaks• Everyone is responsible for reinforcing the groundrules
Example Groundrules
• Clear statement of problem/opportunity• Allow silent time to record ideas individually• Write ideas verbatim on flipchart• Collect ideas one at a time “Round Robin” to
balance participation of Extraverts/Introverts• Prohibit censoring of ideas• Allow clarification period• Combine similar ideas
“Round Robin” Brainstorming
1. The Lead Dog Has The Best View – Leading Your Project Team to Success – Gordon Culp & Anne Smith – ASCE Press
2. Project Team and People Management I & II Webinar Series – Anne Smith – www.asce.org On Demand Webinars
3. MBTI – Understanding Self and Others - Elena Luctina (select slides used with permission)
4. Type Talk at Work – Otto Kroeger and Janet Thuesen – Dell Publishing
References & Acknowledgements
Anne Smith, P.E. [email protected]
www.linkedin/in/annesmith123@annesmithculp
smithculp.comYoutube.com/smithculp
702-360-1120
Got Questions?