Internal Team Communication Techniques

Managing to ensure that all relevant teams receive complete and sufficient information to proceed with their tasks, and reducing unnecessary information to simplify their work, is primarily the responsibility of the coordination team.

 

SUFFIX’s approach to managing different types of information involves separating opinions from suggestions and focusing on Fact-Based communication. This standard is set to ensure everyone in the team can follow and implement it effectively.

 

In communication, besides using simple language for clarity, our framework to make communication more concise in discussions and coordination includes:

 

Specific Communication: Define what needs to be communicated clearly and simply so that other teams can understand. Understand each team member's communication preferences, such as some needing concise explanations, while others may understand better with examples.

 

Measurable: Break down tasks into measurable components, like a project with 10 tasks only being considered complete once all tasks are done, or stating that half the work is done after completing 5 tasks.

 

Attainable: Realistically assess whether the goals set in the communication are achievable, like the time frame for task completion.

 

Relevant: Ensure the communication topics are relevant to the recipients and what actions they need to take. The fastest way is to eliminate third-party matters not involved in the conversation.

 

Time-based: Clearly specify timelines to determine who is responsible for what and when they will complete or hand over their tasks, ensuring smooth project progression.

 

Additionally, communication tools are vital, especially as SUFFIX works remotely. We manage tools by segregating and organizing data by teams and projects, and clearly discussing where certain information should be communicated, like personal matters in private chats but project updates in project-specific channels, to ensure all relevant team members are informed. For teams that meet online weekly, we compile summaries into SUFFIX's Knowledge Base (How do we create a company's knowledge base?).