Communicating In Chaotic Environments

How do you, or would you, communicate in a chaotic environment?

That question was put to me by a reader who works in big, frantically-paced telecommunications company. Many projects operate at the same time, and many connections exist among the project teams.

In this environment, teams work independently, but at the same time depend on each other for critical information. Without that information, time is wasted and progress slowed.

In a broader sense, the challenge is to create communication systems that gather, process, and disseminate critical information. With this information, teams can work more efficiently and effectively.

The reader reports that one solution emerged out of a technical forum organized around a very large project. He says that while participants exchanged technical information, a lot of value came from the process, as well as the content.

Specifically, many participants got to know each other, sharing their experiences and insight. This opened up person-to-person channels that had not existed before. New, informal networks developed and participants found alternative ways to get information.

Therefore, he suggested that quarterly conferences might be a good idea, because they provide a mechanism for further developing and extending these networks.

My suggestions complemented his experience and thoughts. I recommended that each team develop an information requirements list at its planning meetings. After articulating such a list, team members can begin identifying where and how they will get this information. In other words, start with objectives, a strategic approach.

Teams should ask: What information do we need? Why do we need it? Where and when can it be found? Who will get it, and from whom? This takes the information shopping list to a new level, without necessarily adding a lot of time to the process. With the specifics identified, gathering the information should be quicker and easier.

On a related topic, technology opens up a number of interesting opportunities for better communication in such an environment. Email, discussion groups, and internal databases offer ways to get and give critical information.

On a smaller and less chaotic scale, I've set up several closed, Internet discussion groups for associations with which I volunteer. They provide excellent forums for discussion between meetings or other get-togethers.

Perhaps the biggest challenge is to create electronic mechanisms that actively draw out information, rather than just passively route it to the participants. One way of doing this might be to set up groups in which requests for information are posted and answered.

While such a process might not work for some organizations, the thrust behind it should work for most. That is, we can build effective communication systems when we start with a strategic approach, working backward from our objectives to the things we will do.

In summary, even in chaotic environments, we can develop systems that lead to good communication, allowing us to get and give critical information.

Robert F. Abbott writes and publishes Abbott's Communication Letter. Learn how you can use communication to help achieve your goals, by reading articles or subscribing to this ad-supported newsletter. An excellent resource for leaders and managers, at: http://www.communication-newsletter.com

---

Managing Employees Is A Little Like Herding Cats

Q: I started my small business about a year ago... Read More

Keeping Meetings On Track

We all have been in meetings with certain people who... Read More

Employee Retention: Five Leadership Fundamentals

Are your management practices on the right track? Retaining your... Read More

Hire The Person, Not The Resume

"? [get] the right people on the bus, the right... Read More

Integrity... Should It Matter?

In our fast paced work culture, manned by technology savvy... Read More

Close the Performance Gap

One of the most difficult and emotionally draining situations you... Read More

Better Management Performance - The Easy 3-Step Way

Managers make three mistakes when they try to run businesses.... Read More

A Management Strategy

I witnessed some interesting behaviour from one of our premier... Read More

Improvements In A Large Public Electric Utility In South America

The company decided to develop and implement an improvement program.... Read More

The High, High Price of Distrust

A paper manufacturer with over 300 employees once announced that... Read More

Problem-Solving Success Tip: Define the Problem First

Define the Problem First. It seems obvious, but how many... Read More

Crisis Management Tips

The term crisis management has different connotations. In this article,... Read More

Project Management - I Want It ALL

The knee-jerk response to prioritizing requirements is to mark everything... Read More

Four Steps to Better Performance Reviews

Direct reports-people who need direction and leadership-rely on their leaders... Read More

Knowledge Management: More Than Just Know-how!

People sometimes interchange the terms "know-how" and "knowledge", but there's... Read More

Training and ROI (Return On Investment)

Statistics consistently reinforce that the biggest challenge in today's contact... Read More

Which ITIL Process Should We Implement First?

The following question is usually debated a lot amongst IT... Read More

Succession Planning for Your Business - 7 Key Benefits

A core activity in many successful businesses, Succession Planning is... Read More

Four Ways To Make the Case For Outsourcing

How do you convert outsourcing leads into clients? You may... Read More

The Top 10 Things They Don?t Teach You In Business School

Here are 10 subjects that academia should be teaching their... Read More

I Am Not A Number - Why Too Many Change Projects Fail

Many of you will recognise this quote from the 1960s... Read More

What Every HR Manager Should Know About Hiring Productive Employees

The characteristics of job applicants have a strong influence on... Read More

Overcoming Perfectionism

Perfectionism can get in the way of building or marketing... Read More

10 Critical Questions to Ask Before Hiring a Consultant

Talk to as many consultants as you can before hiring... Read More

Business Knowledge Management

In the last few years a lot has been written... Read More

Creative People, Innovative People

The title implies that some people are and others not.This... Read More

Innovation Management: The Hype Cycle

Creativity can be defined as problem identification and idea generation... Read More

Efficiency Around The Office

Nearly every office, be it commercial or home-based, may have... Read More

The Best Way to Keep Track of Meetings

How should you keep track of meetings?Have you ever wanted... Read More

Focus and Shoot

One of my earliest childhood memories is watching Lew Alcindor... Read More

Loyalty, Motivation And Work-Life Balance

Managers who aren't loyal to their people can't expect loyalty... Read More

The Top Three Problems IT Managers Face and How to Overcome Them

Todays business environment has changed drastically from just a few... Read More

Don?t Forget Where You Came from - Why the Past is Important in Implementing Business Change

Much of the literature and advice on implementing business change... Read More