Communication that is controlled by another department can be improved by me with interaction with this department. Asking questions, requesting feedback and repeating responses can be the first steps needed to help improve their communication.
Improving communication that is controlled by another department can be challenging. I find the following helps me:
1. Building a continuous rapport with other individuals writing. This means keeping my attitude and tone in check with communication and trying to understand their procedures and processes to know where we can find alignment.
2. Being patient. This is challening sometimes because my service to the student is waiting on another department. When I am not patient I get frustrated and that frustration comes out in my tone with the student or the other department.
3. Draft my thoughts first for email or conversation. Take out information that is not needed or can sound wordy.
4. Being aware of my audience in how I communicate with my body and voice, and/or word choices.
5. Review the meeting/message after it occured to find ways to refine for the future.
Tiffany, this is a critical piece. It sounds like you like to communicate with all departments and this helps the student feel like they are involved in a seamless process and in turn, they are more likely to feel cared about.
Dr. Jean Norris
By communicating with your different departments and asking questions as far as what was discussed with the student and the students responses.
Absolutely Leon. Listening is an important step here and I'm glad you've captured it. Keep up the good work.
Dr. Jean Norris
Ask questions, explore, and listen. Idenitfy common goals and develop a plan to work towards achieve that goal
Ask questions, explore, and listen. Identify the common goal,work as a groups to achieve the common goal.
Lilian, great point. It sounds like you are open to continue to improve the communication between department and with students. You are right that communication can always get better. Great job.
Dr. Jean Norris
Well, I think that communication can always be improved. First, we need to know what the specific problems are. Then, we need to seek information from everyone within the department. It is better to hire a third party to have professional evaluations of the problems. After that we need to explain what information is the most vital; apply the information gathered during the evaluation process; also what information is not being communicated effectively and why?
David, that is a great point and one I think is often missed. It is important to pass along any new regulations to all departments. Just because information is not new to you, it may be new to others. Keep it up.
Dr. Jean Norris
By keeping other departments informed of the requirements of your department for both internal and external regulations and guidelines. Sharing of information on a regular basis through formal and informal meetings is I believe crucial.
Robert,
You bring up a great point, non-verbal communication is extremely important especially when it comes to first impressions. What can you do to present a positive first impression to everyone you meet?
Dr. Jean Norris
First impressions, especially of a school when considering admissions is vital. I feel schools need to listen to, not only what the Admissions Representatives, but what the school's physical attributes are portraying about the school as well. These non-verbal communications can be essential to relay a proper message.
Sherri,
So your response indicates a very thoughtful, focused approach with affirmation the message was understood. Is this right?
Dr. Jean Norris
Keep your communication on point, and professional...! Always ask for a response.
Antonio, that is a great point. It looks like from your past experience you have figured out your own way to continue to improve your communications. I like the point you make about being relaxed and getting to know the person. This level of confidence and personalization get certainly help you build rapport with others.
Dr. Jean Norris
I have learned through years that the most effective way of communicating with others depends on the purpose of that conversation.Objectives and target.So, I have come with an idea that it is always very important to make an introductory chat about personal interests to interact,relax and avoid either stress,nervous and get to know more about the person before the interview and get a high level of communication to proceed with questions or objectives of that conversation.It is always very important to smile and use sometimes sense of humor and give confidence to not only be understood,but to hear what we really want.The key of success in communication is a balance between understanding and the right responses either you give or receive.
One thing I am trying to do is create a listserv or internal messaging system that people can just use instead of relying on face to face. Establishing a more defined chain of command would probably help. It is tough for me to try to tell my parents what they need to do to establish smoother communications.
Brian, thank you for sharing this. Yes, interdepartmental communication can be tricky and it sounds like you have identified the current situation. I wonder, what steps can you personally take to make sure your messages to other departments are received clearly?
Dr. Jean Norris
As far as interdepartmental communications that seems to be our company’s biggest problem. Since we are a small company people would assume it would be easy. However, this seems to be the biggest problem we have because of what I call “too many hands in the cookie jar.†Basically, there are broader job descriptions and less defined responsibilities among employees. This causes people to just tell whoever is in their office and messages get either lost in translation or undelivered to appropriate parties. Of course people are only trying to help each other but we are past that tipping point of everyone being responsible for everything. So to try to rectify this we have created a pass down board that you can write messages to other departments. However, it has not been used efficiently due to it being something new and people have such heavy workloads. We have also assigned tasks so there is only one point of contact for specific items. This has seemed to help except it is hard to break people of old habits.
