When coaching session fellow leaders, one of the recurring questions I get is about building high-performance teams — so I decided to dedicate a series of newsletter issues to the topic, basically a free course.

• You can find Chapter 1 here. (intro)

• You can find Chapter 2 here. (creating a shared sense of purpose)

Last time we talked about creating a shared sense of purpose. Today, we’ll focus on something that can make or break any group, in any situation — the role and right ways of communication.

Why does it matter so much?

It’s a commonplace that product development is a team sport. Although your best engineers need their sweet focus time when nobody bothers them, eventually the team needs to sync on many things. Decisions need to be made. Plans have to be shared and challenged. Mentorship needs to happen. Stakeholders want their updates. Code review commences.

You might have seen one or more of the following:

• The Silent Genius Effect: Picture a developer who’s a wizard with code but keeps to themselves. Ideas stay locked in their head, leading to missed opportunities for innovation and collaboration. The team’s left guessing, and projects can derail without that shared vision.

• The Email Overload: Then there’s the team that communicates exclusively through endless email threads. Important details get buried under a mountain of messages, leading to confusion, missed deadlines, and a lot of “Wait, I didn’t see that email!”

• The Jargon Jungle: Ever been in a meeting where the tech talk felt like a different language? Without simplifying complex terms, team members from different backgrounds can feel lost, making effective teamwork nearly impossible.

• The One-Way Street: Imagine a project manager who only broadcasts messages and never invites feedback. It stifles creativity and morale, leaving team members feeling undervalued and disengaged.

• The Missing Feedback Loop: Without regular check-ins and open channels for feedback, small issues can snowball into major problems. Teams that skip retrospectives or feedback sessions miss the chance to improve and innovate.

Effective communication is essential in software engineering, where complex ideas, methodologies, and changes need to be clearly understood by all team members. Streamlining communication involves establishing clear channels and encouraging a culture of open, honest dialogue.

Ways to Streamline Communication

1. Establish Clear Communication Channels and Protocols:

   • Determine the most effective channels for different types of communication, such as email for formal communications, chat apps for quick queries, and video calls for in-depth discussions.

   • Set protocols for communication, like regular stand-up meetings, scheduled reviews, and clear guidelines on how and when to communicate key information.

   • For distributed or remote teams, watch out for Zoom Fatigue – here’s a guide on how to.

2. Foster an Environment of Open and Honest Dialogue:

   • Create a safe space for team members to express their thoughts and opinions without fear of negative repercussions. This could be facilitated through regular team meetings or feedback sessions.

   • Actively encourage team members to share their ideas and concerns. Consider having open “office hours” where team members can discuss anything with you.

3. Have a bias to over-communicate: We often feel we’re already repeating ourselves. Well, the bigger the team gets, the higher the chance is that somebody misses out on key information. Repeat the most important pieces of information regularly, especially if it’s a bit further from the daily reality of your team, e.g., strategy changes.

4. Value and Act on Feedback:

   • Implement a system for collecting and addressing feedback. This could be through anonymous surveys, suggestion boxes, or regular one-on-one meetings.

   • Show that you value feedback by acting on it where feasible, and communicate back to the team what has been done in response to their feedback.

5. Cultural Sensitivity in Global Teams: For teams spread across different geographies, be mindful of cultural differences in communication styles and work practices. Encourage cultural exchange sessions to build empathy and understanding among team members.

6. Cross-functional Communication: Facilitate opportunities for teams to communicate across functional boundaries. This can help in understanding the broader impact of their work and foster a sense of unity and purpose, and on the top learn how to talk to non-technical stakeholders and peers.

Tips & Tricks

Leverage Visual Communication Tools:

• Use Diagrams and Flowcharts: For complex ideas or workflows, visual aids like diagrams and flowcharts can convey information more clearly than written or spoken words alone. Tools like Lucidchart or Miro can facilitate the creation and sharing of these visuals.

• Incorporate Screen Sharing in Discussions: When tackling technical issues or reviewing code, screen sharing during virtual meetings can help pinpoint problems and solutions more efficiently, making discussions more interactive and productive.

Enhance Asynchronous Communication:

• Structured Documentation: Maintain well-organized documentation for projects, including wikis, FAQs, and guides. This serves as a self-service resource for team members, reducing the need for repetitive questions and meetings.

• Video Updates for Asynchronous Check-ins: Encourage the use of short recorded video updates for asynchronous stand-ups or project check-ins. This can add a personal touch to remote communication and help team members stay informed on their own time.

Personalize Communication Styles:

• Understand Individual Preferences: Recognize that team members have different communication preferences. Some may prefer detailed emails, while others might lean towards quick chats. Tailoring your approach can improve understanding and comfort levels.

• Diversity in Communication Training: Offer training sessions focused on improving communication skills, including active listening, non-verbal communication, and clear writing. This investment helps in elevating the overall communication proficiency of the team.

Foster Team Bonding:

• Informal Virtual Hangouts: Create spaces for team members to connect on non-work-related topics, such as virtual coffee breaks or interest-based groups. These informal interactions can strengthen team bonds and improve communication comfort levels.

• Team Building Activities: Organize regular team-building activities that encourage collaboration and open communication. Whether it’s virtual escape rooms, trivia quizzes, or collaborative online games, shared experiences can break down barriers and foster a sense of camaraderie.

Model the Communication You Want to See:

• Lead by Example: Demonstrate clear, concise, and respectful communication in all interactions. Leaders who actively listen, provide constructive feedback, and communicate transparently inspire their teams to do the same.

Create a Safe Environment for Sharing Ideas:

• Encourage Risk-taking and Innovation: Show support for creative thinking and new ideas, even when they don’t pan out. Celebrate the learning from failures as much as the successes to foster an environment where team members feel safe to share bold ideas.

Invest in Team Members’ Growth:

• Provide Communication Coaching: Coach your engineers on effective communication, conflict resolution, and presentation skills. Investing in your team’s development shows that you value their growth and contribution.

Facilitate Effective Team Meetings:

• Optimize Meeting Structures: Ensure meetings have clear agendas, start on time, and end with actionable takeaways. Use meetings as a platform for inclusive discussion where everyone is encouraged to contribute.

Encourage Cross-Functional Communication:

• Break Down Silos: Promote interactions between different teams and departments. This can be through joint projects, cross-team meetings, or social events, helping to broaden perspectives and foster a more cohesive organizational culture.

Recognize and Reward Effective Communication:

• Acknowledge Good Practices: Publicly recognize individuals or teams who exemplify excellent communication skills or who have made significant improvements. Rewards and recognition reinforce positive behaviors across the team.

Stay tuned for the next issue in the series, where we discuss how to empower decision-making at all levels.

Alright, let’s tie this all together. We’ve navigated through the ins and outs of boosting communication in software engineering teams, highlighting the pivotal role of clear, open dialogue and the impact of leadership in setting the right tone. From establishing clear channels to encouraging honest exchanges and valuing feedback, it’s evident that effective communication is the backbone of a successful team. But this conversation doesn’t end here. I’m keen to hear from you—what strategies have worked for your team? Have you encountered any hurdles in fostering communication, or do you have success stories to share? Drop your insights and experiences in the comments below. Let’s keep this dialogue going, sharing tips and learning from each other’s journeys to build stronger, more connected teams.