5 Steps to Creating an Open-Communication Environment

Do you believe that your staff, co-workers, or students are comfortable about speaking up in meetings, classes, workshops, or one-on-ones? Have you asked them?

No matter what level we’re at in our science career, not all of us are comfortable speaking up or asking questions. Those of us who stay quiet, even when we have the answers or an opinion to share, often do so because they don’t want to relive past experiences where they weren’t supported. They may hold back for fear of being wrong, and therefore feel embarrassed, or punished or retaliated against for whatever it is they have to say.

As scientific leaders, it’s up to us to help create a safe space where individuals can speak up and engage in conversation without hesitation.

By initiating a “holding space,” or open-communication environment, leaders are making big strides towards improving the trust amongst their teams. It’s a way of showing their team that they appreciate their input, respect their opinions, and are open to feedback.

This process doesn’t happen overnight, and can be challenging, but in the long run it benefits all involved. Here are some steps to get you started:

Communicate Your Purpose

Let your team know that you would like to start taking extra steps to help everyone on the team feel included in the process. You can discuss with them what a “holding space” is and that you want to establish more of an open-communication environment for the team. Explain your reasoning for this, which is likely to be based on past experiences in meetings and discussions or from feedback that’s identified areas for improvement. The goal of this is to let your team know you want them to feel comfortable speaking on all topics and asking questions, and that, together, you can create a more efficient communication process that will help the overall mission of your organization.

Set Your Rules

The next step is to let the team know that this doesn’t mean it’s a free-for-all when it comes to speaking up. What it does mean is that people’s opinions will be heard, respected, and taken into consideration. The team is expected to listen actively to their teammates' feedback or new ideas, without interruptions or insults. Another important part of this process is to let team members know that they will be held accountable when not following through on these rules.

Facilitate the Discussion

As the leader of the team, it’s your responsibility to help move the discussions along in a productive and professional manner. This means being prepared, staying on topic, being present, encouraging others to share their thoughts, and sparking new, creative ideas.

Encourage Participation

Science is better off when all ideas are shared—and that can only happen when everyone has a chance to speak. Encourage everyone to provide input on current or future projects, feedback on past projects, and even crazy, outside-the-box ideas! This may mean bringing people into the conversation instead of expecting them to voluntarily share with the group. For example, if you know that someone has been working really hard, ask them to explain what they’ve learned, any roadblocks they’ve encountered, and how the team can help.

Recognize Growth

There’s no reason to pretend like sharing ideas or having difficult conversations is easy—many find it challenging, which is common. As your team starts to get more comfortable and open with their respectful dialogue, make sure you as the leader recognize how their growth has positively impacted the team. Share examples of how each individual has contributed to establishing this open-communication environment, and why it’s a valuable tool to continue with in the future.

All of these steps support a healthy work culture, empowering one another to challenge themselves in their personal and professional growth. Leaders who make the extra effort to welcome new ideas, listen to feedback, and facilitate respectful, tough conversations will cultivate a heightened sense of trust amongst individuals. By creating a place where everyone feels comfortable speaking up, you welcome diverse and inclusive perspectives that will only strengthen your overall team.

As you help your team work together and navigate conflict, you foster a collaborative environment meant to help identify roadblocks and strategies for moving forward. Encourage each other to learn from mistakes, ask questions, and value the process of this growth and development.

If you have questions about creating a “holding space” for your team, Dirigo Science Connection can help. Contact us today!