Dear Deepak,

Communication isn’t just a skill; it’s the foundation of effective teamwork and organizational success. Without it, projects stall, mistakes multiply, and frustration builds. It sounds like your team is stuck in a cycle of minimal communication, which is likely creating unnecessary challenges. The good news is that with some intentional strategies, you can encourage your team to open up and start sharing more effectively.

Here are five practical steps to help your team break out of their silos and build stronger communication habits:

1. Highlight the Impact

Sometimes people don’t realize how their lack of communication affects others until it’s made visible. Look for real examples of how communication breakdowns have caused problems—whether it’s missed deadlines, duplicated work, or misunderstandings—and share those stories with your team.

For instance, you could say:

• “Last month, we had two teams working on overlapping projects because they didn’t know the other was doing the same work. That duplication cost us time we could’ve spent on other priorities. A simple update would have prevented that.”

By connecting the dots between poor communication and real consequences, you help the team see how their actions—or inaction—affect others and the overall success of your projects.

2. Make Communication Easy and Routine

Good communication thrives when it’s simple and embedded into the team’s workflow. Start by asking the team what tools and formats work best for them:

• Do they prefer quick Slack or Teams updates?

• Would a weekly email recap work?

• Should there be short stand-up meetings for updates?

Tailor the communication process to fit their preferences, and then establish a regular cadence. For example, you might set up a quick daily check-in or a weekly sync where each person shares key updates from their unit. Keep it short and focused to make participation easy and sustainable.

3. Lead by Example

Leaders play a critical role in shaping team norms. When leaders communicate openly and consistently, the rest of the team is more likely to follow suit. Encourage your team leaders to model the behavior you want to see by:

• Sharing updates proactively.

• Using the agreed-upon tools and methods.

• Keeping their communication clear and concise.

You can also set expectations during meetings. For example:

• “Let’s make sure each update includes what’s been done, what’s coming next, and any potential challenges others should know about.”

When leaders prioritize communication, it signals to the team that this is an essential part of how you work together.

4. Formalize the Process

If communication doesn’t happen naturally, you may need to create structured opportunities for it. Schedule regular meetings or updates where the sole purpose is to share key information.

For instance:

• A weekly team meeting where each unit gives a quick update on their progress and any roadblocks.

• A shared project management tool where everyone posts their updates.

The key is to make communication a non-negotiable part of the team’s routine. When it’s on the calendar or built into your tools, it becomes an expectation rather than an afterthought.

5. Assign Clear Responsibilities

Finally, ensure there’s clarity about who is responsible for sharing updates. After meetings, designate someone to “own” the communication of key takeaways to others. At VitalSmarts, we use the phrase “Who has the C?”—C stands for communication. Asking this question ensures everyone knows who will cascade the information, and it prevents important updates from falling through the cracks.

You could incorporate this habit by saying:

• “Before we wrap up, who’s taking the C to update the rest of the team on today’s decisions?”

By assigning ownership, you create accountability and ensure information flows where it’s needed.

Building a Communication Culture

Encouraging open communication takes time, but these steps can help lay the foundation. Start with small wins—like improving updates or standardizing communication tools—and build from there. Over time, as the team sees the benefits of sharing information, they’ll be more likely to embrace it as a norm.

Good luck on this journey!

Best regards,
Yogesh