How to promote interdepartmental communication
In an ideal world, a large business is defined by different departments that work together to maximize its productivity and profitability as a whole. In the real world, however, things can be quite different with inefficiencies looming due to the lack of effective interdepartmental communication. Fortunately, there are steps you can take to promote interdepartmental communication.
Assessment
An independent consultant can carry out an objective assessment of the strengths and weaknesses of systems set up to run the different departments. Using interviews and questionnaires, the scale of the problem can be duly assessed and an action plan devised. Any corrective measures implemented will be based upon the size of the business and geographical locations of its departments.
Team meetings
Managers and supervisors have a responsibility to manage their individual units and complete set targets and goals, leaving little or no time to liaise with the other departments. This necessitates setting up monthly or quarterly meetings between departments to discuss issues that cause concern and seek ways of resolving them. If this is not possible due to busy schedules, regularly recurring emails, memos, newsletters or virtual meetings can promote a more communicative and proactive interdepartmental environment.
Problem solving
Disagreements and personality conflicts are part of every business organization, and if ignored, they can affect the smooth functioning between departments. Managers should be alerted to any underlying conflicts occurring between employees in different departments and resolve them before they escalate. Initially, a one-on-one meeting with each party can help the manager understand reasons behind the conflict, and attempts should then be made to settle these amicably in a group meeting. By monitoring the situation and via regular feedback, the manager can ensure that problems do not reappear.
Awareness
Training seminars, held on-site or off-site, can help create awareness of the importance of interdepartmental communication for the business as a unit. Discussions can be held on the requirements and needs of each department and how interaction between them can be further enhanced. The same principle can be used with employees to explore ways of improving communication among different departments. Allowing the free exchange of ideas and sharing of problems can make employees feel that they are an integral part of the organization and their opinions count
Interaction
Better relationships between department managers and their staff members can promote improved communication across departments. Organizing social outings during which employees from different departments can interact will enhance relationships and create an overall better working environment. Volunteering workshops can also foster better relationships due to the teamwork involved in achieving common goals, and employees can learn more about one another away from the office environment.
Vision
Having a vision provides focus and channels all members of staff to work towards a common goal. Rather than sticking to a tunnel-vision attitude that does not encourage initiative, individual responsibilities can be expanded to include other areas in the business. This encourages employee involvement in the company; there is exchange of ideas and information and a better understanding of the principles the company stands for.
Recognition
Acknowledging efforts made by employees to foster better interdepartmental relationships should be rewarded though mention at office gatherings, through certificates or giving gift tokens. Rewarding goals and targets reached with prizes motivate employees to interact and work better as their efforts are noticed and recognized. Some companies offer their employees free gym memberships, for instance, to encourage quality time away from the company environment. This can be conducive for improving employee relationships while improving their physical well being.
