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5 Ways Leaders Can Communicate Change

I am often asked about the role of the CEO or leader of any organization in employee communication. My opinion is that no matter what the issue is, even if it is just business as usual, having a good communicator as a CEO is critical to impact the culture of an organization in a positive way.

Lets start with looking at some scenarios. These can include a merger or acquisition, an organizational crisis, announcement of annual financial results, corporate social responsibility or even trying to create a culture of innovation.

My contention is that no matter what the issue, here are 5 ways that your CEO can communicate with employees and achieve positive outcomes each time. Most of the methods listed below involve face to face dialogue to ensure the greatest engagement.

1. Staff Forums – Otherwise known as “Town Halls” these are opportunities for the CEO and Senior Management team to visit employees in all locations and address the real issues and concerns of staff as well as communicating the big picture. Employee communication tips include handing out cards to attendees so that the questions can be addressed after a break in proceedings, tailoring the presentation in part to the unique situation in the particular region the CEO is visiting and following up any issues that cannot be answered at the time.

2. Site Visits – These are an excellent employee communication tool for the CEO to find out specifically from the frontline exactly what the issues and concerns are of a particular region or department. The key is not only to spend time with the leadership team but also to sit with employees and find out what they are working on and inviting them to suggest innovative ways of doing things differently. CEOs’ rarely spend time communicating with employees and this is one way to break down perceptions and encourage two way communication.

3. Employee Achievement – Another way the CEO can communicate change is to support and encourage employees personally for their achievements. These maybe directly related to the issue at hand and by taking time out to recognize high achievers or change agents it sends a strong message to all employees that the CEO will reward those who support and are engaged in the change agenda.

4. Leaderships Forums – One of the smartest things an CEO can do during times of change is to communicate with his / her leadership team. I have always found that employee communication strategies need to be pitched at different levels and with different strategies to suit the role and expectations of the employees. When we think of change it is the leadership team that will drive it, from regional managers, state managers to frontline supervisors it is important that the CEO communicates face to face with the leadership team to be very clear about his or her expectation of them during times of change. One employee communication tip here is that face to face one on one meetings be held with the direct reports to the CEO and the next level down; it is a very powerful tool and has maximum impact.

5. CEO Blog – Finally where would we be if we did not mention some form of technology driven communication tool. A CEO blog is very effective if it is used to support and report on the transformation process whilst the employee engagement strategy is underway. For example the CEO has one on one meetings with the leadership team, he / she then reports in the Blog on the key messages and expectations. The CEO begins visits to each region and reports back on the Blog the key observations and achievements of employees and so on. Employee communication tools to inform are always a back up and support to the real communication taking place, the employee communication engagement strategies as listed in points 1 – 4 above.

The methods suggested above also achieve another goal often neglected in employee communication. As this is the opportunity for the CEO to find out what people at all levels of the organization really think about a particular issue, it will cause the CEO to think differently next time about the importance of employee communication and will ensure that change communication is addressed at the planning phase of any major organizational change.

What is The Importance of Communication?

Why communication is considered so important? At a very basic level, it is vital to any human encounter. Communication allows us to develop a civilized society and to transmit knowledge from one generation to another. It dramatically distinguishes humans from other forms of life. It allows us to organize and work together in groups. In fact, without communication, there can be no social organization.

Communication then is important to human society and to organizations in general. Its importance is even more pronounced for more pronounced for business organizations specifically. If you thing about them, these words of communication expert Harold Janis are certainly true: “The word of business is a world of action. Products are designed, made and sold. People are learned and performed. Yet there is no practical way in which any of these events can take place without communication.”

Although communication has always been essential for business, it is especially important today – given current business trends. Companies tend to be larger than ever, and more mergers and acquisitions are on the way. Departments within a company may be spread all over the country, or even the world. With larger companies has come an increase in the number of hierarchical level and the complexity of organizational patterns. At the same time, the more complex the organization, the more specialized the job each person performs within that organization. This trend toward experts, in turn, leads to increased use of specialized language, or jargon, which only experts can understand. Add to all of this the increase in the constituencies – such as community groups, special interest groups, labor, and government – with whom business people must now communicate, along with their traditional audiences, such as clients, subordinates, and superiors. These additional audiences, of course, mean additional communication. Trends in management style –away from the strictly authoritarian and toward the more collaborative – also make communication more important than ever.

And, as if this weren’t enough, recent developments in the electronic communication field are changing the ways in which we can communicate. For example, using electronic mail, we3 can type message to one another by means of a computer terminal. Teleconferencing allows us to see and speak with a group of people who are not all in the same place. Word processing makes it easier for us to change our writing. In summary, all these trends lead to more need for an opportunity to communicate in business.

Besides being important in today’s changing business environment, effective communication will be important for your personal satisfaction and success. Through communication, you will be able to clarify your concepts and ideas. You will be able to understand, persuade, and work with other people. In many ways, your success will be based on your ability to communicate: sometimes the only proof of your good work will be the written report or the oral presentation culminating a project.

Not only will you find communication important, chances are you will find yourself spending most of your time at work communicating: writing, talking with a group, talking to one person, listening, or reading. Many students imagine communication will account for only a small percentage of their work time. Various surveys, however, prove that business people in fact spend from 60 to 90 percent of their time at work communicating. The specific amount of time will vary with your business, your company and your working style.

Furthermore the higher you move in your organization, the more communicating you are likely to do. Supervisors must communicate more than technicians, for example, and managers more than supervisors. As management expert Peter Drucker says: “If you work as a soda jerker you will, of course, not need much skill in expressing yourself to be effective. If you work on a machine your ability to express yourself will be of little importance. But as soon as you move one step up from the bottom, your effectiveness depends on your ability to reach others through the spoken or the written word. And the further away your job is from manual work, the larger the organization of which you are an employee, the more important it will be that you know how to convey your thoughts in writing or speaking.” One study concludes that first-level supervisors spend 74 percent of their time communicating, send-level managers 81 percent, and third-level managers 87 percent. Another study shows that CEOs spend 78 percent of their time in oral communication alone.

How to prepare your business for bad weather

My hometown recently experienced an intense late summer heatwave. With temperatures hovering at a record-breaking 111 degrees one afternoon, I realized that I was the lone person outside at the normally busy community college campus where I teach.

The people I did see outside as I drove home looked understandably weary and stressed by the heat. As I stopped to pick up a few things to prepare a light no-cook supper for my family, I noticed the trashcans outside the store were overflowing with cold drink cups.

Inside the sparsely populated store, I saw some people grabbing watermelon and ice cream. A few others were at a freezer pulling out bags of ice.

There is no doubt that extreme weather affects business. On that day, stores selling cold drinks and ice were bustling, while most retail stores, restaurants and other businesses were slow.

Retail businesses usually see a significant drop in traffic during heatwaves and cold snaps or during stormy weather in any season. Even if your business does not count on in-person traffic, your employees may not be able to get to work or stay as engaged in their work during bad weather. In addition, your supply chain can be significantly interrupted by extreme weather conditions that cause icy roads or delayed air traffic.

Since even the best weather forecaster cannot fully predict how weather swings will affect a business during an extreme weather event, there are some steps you can take to keep your business afloat during bad weather.

Create a weather communication plan. Be clear about setting expectations and communication guidelines for your employees during bad weather. If you have to close your business due to a weather emergency, you don’t want some of your staff attempting to make it into work.  Notify them via group text or through your website of any closings or delays in operation.

For the same reason, have clear communication with your vendors and suppliers about what happens during unexpected weather-related events. While the weather may be a surprise, the way you handle the situation does not have to be.

Keep up with short-term weather forecasts. As a business owner, you are accustomed to keeping up with economic forecasts and with business news. You need to add weather news to that list.

Here’s an example. Knowing that its customers buy more soup in cold, damp and windy weather the Campbell’s Soup Company pays close attention to the weather.  It even links its advertising to the weather forecasts in certain markets with an algorithm called the “Misery Index.” Therefore, if you hear a Campbell’s soup ad on the radio, chances are pretty good that the weather where you are is miserable.

Diversify your product line. I recall a new small business in my town that sold primarily smoothies and iced drinks. The Hawaiian-themed drive-through kiosk seemed to be doing a brisk business during the summer tourist season. As fall neared, however, I watched closely for menu items that would reflect the upcoming temperature changes.

Maybe soup? Hot drinks? However, nothing seemed to change and, not surprisingly, I saw a “For Sale” sign on the shuttered doors before the end of the year.

Seasonal changes are predictable, but you can also experience the occasional cold snap during the summer and warm spell during the winter. Have options for your customers, so that you can meet their needs on a year-round basis.

Check your insurance coverage. Extreme weather events, such as the recent floods in Louisiana, can devastate your business.

The Red Cross calls the flooding in Louisiana the worst natural disaster in the U.S. since Superstorm Sandy in 2012 and estimates that its response efforts should reach at least $30 million.

FEMA (Federal Emergency Management Agency) representative Rafael Lemaitre reported on August 21 that more than 25,000 people in Louisiana had already filed flood-related claims.

Request a weather-related risk assessment on your business and business property from your insurance company. Shop around to make sure you have enough coverage if a weather disaster strikes. For example, while you may have property coverage, you may want to add business interruption coverage or data compromise coverage for your business.

Have an emergency plan. In weather emergencies, the situation can worsen quickly. Although you hope you never need to implement it, it is important to have an emergency preparedness plan in place.

The first step is to think about what weather-related problems could affect your business and what you can do to prepare for them. The type of emergency will determine the steps you should take to keep your staff, your customers, your inventory and your equipment safe.

Here are some details to include in your emergency plan:

  • a detailed evacuation procedure
  • storage of important company documents in an easily accessible and secure location away from your business location
  • a list of contact information for people to notify, including supervisors, board members colleagues, clients family members and insurance company.
  • the location and directions to the closest emergency shelter. Contact your local fire or police department if you do not know.

Finally, it is important to remember that bad weather does not always affect us in predictable ways.  Harvard Business School professor Francesca Gino and her research team asked 200 adults to predict the impact of weather on work productivity. More than 80 percent of the respondents predicted that good weather would increase productivity and that bad weather would decrease productivity.

However, that supposition may not hold up in the real work world. As part of its research, for instance, the Harvard team examined findings from a Tokyo bank that showed its workers were more productive during stormy weather than on clear, sunny days.The Harvard team’s follow-up studies confirmed the trend.

“We found that, on a bad-weather day, people are better at focusing on their work not because the weather makes them grumpy but because they have fewer distracting thoughts about what they might otherwise be doing outside,” Gino explained in an article in the Harvard Business Review. “Indeed, cognitive distractions and error rates were greater on nice days than on bad-weather days.”

Perhaps this research shows that even the best laid weather plans can be thrown off by a beautiful day.