7 rules for team communication

To have a successful team, communication is key. However, effective communication is difficult to achieve without appropriate rules. Therefore, in this article we present the 7 most important communication rules in the team. In addition, we give you 2 methods with which you can further improve communication in your team.

But why are clear communication rules in the team so important?

What makes good team work?

The ability to communicate effectively with each other is the cornerstone of good teamwork.

Unfortunately, effective communication is often harder than expected. This is because we all have different communication styles and preferences, which can make it difficult to understand each other. Add to that the fact that we often communicate virtually these days (via email, messenger or video conferencing) and it can be even harder to achieve effective communication.

The good news, however, is that communication is a skill that can be learned through practice. However, before we can give you exercises to practice, you need to create a framework for your team communication, you need to set rules that give direction to your team members and create a team culture.

If you follow these seven rules, you can improve your team communication in the long term:

Our top 7 communication rules for teams

Have you been wondering for a while what solutions for better team communication look like? Quite simply, you pay attention to the following 7 communication rules in the team:

1. Discuss regularly
2. Promote open communication
3. Place value on clarity and precision
4. Listen actively to everyone
5. Respect each other's time
6. Be aware of how your words might be interpreted
7. Choose the right channels for communication

Rule Nr. 1: Discuss regularly

One of the best rules to ensure that team communication runs smoothly is to schedule regular meetings. This can be a weekly team meeting, a daily jour fixe or even just a short conversation at the beginning of each day.

The only important thing is that you regularly take time within the team to exchange ideas. In this way, you as a team learn what everyone is working on and can identify possible obstacles early on and overcome them more easily.

Rule Nr. 2: Promote open communication

Open communication is one of the prerequisites for good teamwork and is crucial for you to improve communication in the team. For open communication to happen, you need to create an environment where team members feel comfortable sharing their ideas, concerns and feedback with each other.

One way to promote open communication is to ensure that everyone has their say at team meetings. You can also set up special channels in your communication tools (such as nooa or Microsoft Teams) for open discussions and feedback.

Rule Nr. 3: Place value on clarity and precision

When you communicate in a team, it is important that everyone expresses themselves clearly. The result is that your team communicates more effectively because everyone gets straight to the point without beating around the bush.

By following this rule, you avoid any misunderstandings and make it easier for your team to communicate.

This may seem like an obvious communication rule, but it is worth repeating. After all, by following this rule you also ensure that everyone is on the same page and that there is no confusion about what needs to be done.

Of course, there will be times when you need to have deeper conversations as a team. But in general you should try to be as brief and precise as possible, especially in meetings.

Rule Nr. 4: Listen actively to everyone

Effective communication is not only about speaking, but also about listening.

Indeed, if all team members make an effort to really listen to each other, mutual understanding will increase and this will ensure that team decisions can be made more effectively. In addition, it also shows team members that the group values their respective contributions.

Rule Nr. 5: Respect each other's time

When communicating as a team, it is important that all team members respect each other's time. This means that everyone responds promptly to messages and does not keep others waiting unnecessarily. Likewise, the recipient's time should be respected and therefore only really relevant information should be shared.

Of course, there will always be times when an individual cannot reply immediately. But in general, everyone should try to answer messages within a day or two.

If a team member knows that he or she will not be able to reply for a longer period of time, he or she should inform the others so that no one has to wait unnecessarily.

After all, if everyone's time is respected, it shows everyone that time and energy spent is valued in your team and this goes a long way towards building a more effective communication culture.

Rule Nr. 6: Be aware of how your words might be interpreted

It is important to pay attention to how words can be interpreted by others. This is especially true when your team communicates via digital channels, as the respective recipient can neither interpret facial expressions nor see body language.

So set the following rule for your communication: before someone sends an email or message, they should take a step back and think about how the written words could be interpreted.

Rule Nr. 7: Choose the right channels for communication

There are more communication channels today than ever before. And this can be both an advantage and a disadvantage when it comes to team communication.

The good news is that there are more ways to reach your team members today than ever before.

But the bad news is that there are more ways to reach your team members today than ever before!

Indeed, with so many options, it can be difficult to know which communication channels you should use for what. For example, when should you use email? When Slack? When WhatsApp?

Since this problem is a matter close to our hearts, especially at nooa (after all, we developed the first communication platform for care!), we have put together a few tips to help you choose the right communication channels for your team:

• If it's urgent, use a channel that reaches everyone immediately. For example, if you need to announce a last-minute change to the team's project, send a group message or use a tool like Slack.
• On the other hand, if it's not urgent, use a channel that will reach everyone later. For example, if you want to share an article with the team, an email is probably fine, if you have a good communication solution for your internal communication, even better.
• When dealing with sensitive issues, use a channel that will only reach the people involved. For example, if you need to have a confidential conversation with a team member, pick up the phone or arrange a video call.

When choosing the right channel for your communication, always remember that there is no one-size-fits-all solution in this area. The best way to find out which channels contribute to team success is therefore to experiment and find out what works best for your team communication.

2 methods to improve your team communication

Setting communication rules in the team is important and right, but they alone do not immediately improve communication. Rather, they create a framework in which your team can communicate more effectively. But what can immediately make communication in the team more effective?

At nooa we like to use these 2 methods or exercises to improve communication in our team:

1. Drawing blind

For this exercise, divide your team into pairs and assign one person in each pair the role of the speaker and the other the role of the listener.

Then give the speaker a picture with geometric shapes without the listener being able to see it. The listener needs a pencil and a piece of paper.

Next, the speaker has to describe the picture to the listener, who is not allowed to speak. Once the listener has finished drawing, compare the experiment with the original picture.

This exercise shows what happens when communication fails. Above all, it shows how important it is that communication works both ways. It also shows that communication is not only about delivering and interpreting a message, but also about developing strategies to improve two-way communication.

Use this exercise as a starting point to introduce your new communication rules to the team and improve your teams' communication.

2. Three at one stroke

This exercise shows the importance of non-verbal communication. To be able to do it, you need at least nine people, but it is also possible with a larger group.

To prepare the communication method, you need to set up chairs in a circle. Then have three people stand up while the others remain seated.

After 10 seconds have passed, the three staff members who are standing must sit down and three others must stand up. The trick is that no one is allowed to speak!

After that, have three new people stand up every 10 seconds. The game is over if at any time there are more or less than three people standing.

After this exercise, talk about the everyday situations in which non-verbal communication is important. In addition, think in the team about how non-verbal communication could strengthen the relationships between the staff members and thus improve team communication.

7 communication rules and 2 methods to help your team communicate more effectively

Actively use the methods presented to introduce new communication rules for your team communication and expand the 7 communication rules we presented in the course of this article as needed.

Because one thing is certain, every company has its own culture and therefore every company needs its own communication rules. Start with our rules and introduce them through the exercises described above and then extend these rules with your own communication rules.