-Part 2- Communication from Supervisor to Subordinate
"My subordinates aren't working the way I want..." "Why didn't they understand even though I gave instructions?" "My subordinates' motivation isn't increasing..."
As a supervisor, aren't there many of you who harbor these kinds of worries while dealing with your subordinates?
Communication with subordinates is not just about giving instructions; it is important to build a relationship of trust, provide appropriate feedback, and draw out motivation However, if you give instructions unilaterally without understanding the subordinate's position or way of thinking, the relationship may deteriorate and performance may be affected. You could even lose the trust and confidence of your subordinates, leading to an irreparable situation.
In this article, we will explain the key points for supervisors to communicate smoothly with their subordinates.
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Communication challenges faced by supervisors
Many supervisors who struggle with communication with their subordinates face the following challenges:
Subordinates do not act according to instructions
Even though I thought I gave clear instructions, I didn't get the results I expected.Subordinates do not report or consult
I often find out about important information later, so I cannot respond in advance.It is difficult to convey feedback
When I point out areas for improvement, the subordinate takes it negatively.Subordinates have low motivation
They are not proactive in their work and do not act independently.Feeling a generational gap
I cannot understand the values of younger employees and don't know how to interact with them.
These challenges are often caused by a lack of mutual understanding between the supervisor and the subordinate.
The essence of communication between supervisor and subordinate
In order to realize smooth communication with subordinates, it is important to "understand and motivate," rather than "give instructions".
A supervisor is not just an instructor, but plays a role in promoting the growth of subordinates and maximizing the performance of the entire team. To that end, communication that is conscious of what the subordinate wants and how they will receive it is essential.
We must also not forget that the subject is the subordinate (the front line). Please think of the supervisor as the unsung hero.
Concrete solutions
From here on, we will introduce concrete methods for supervisors to improve communication with their subordinates.
1. Clearly communicate the purpose
When giving instructions to subordinates, clearly explaining "why this task is necessary" increases their level of understanding and sense of conviction.
Bad example: "Please make this document."
Good example: "Since this document will be used for a client proposal, I want you to include persuasive data."
Subordinates are more likely to be motivated when they understand the purpose rather than just receiving task instructions. In short, it is about understanding the background of things.
2. Provide appropriate feedback
It is important for feedback to not only point out mistakes but also to have a perspective that encourages growth.
Positive feedback: Convey good points specifically to boost motivation.
Constructive feedback: Present specific improvement measures by saying, "If you improve this part, it will be even better."
Be mindful of how you convey feedback so that the subordinate who receives it thinks, "I will try harder next time."
If you criticize and point things out bluntly just because you are not convinced, you are merely forcing them into your own mold and not encouraging growth.
3. Respect the opinions of subordinates
It is also important to create an environment where subordinates feel comfortable expressing their own opinions.
When listening to opinions, listen until the end without denying them halfway through.
If a subordinate's proposal cannot be adopted, explain logically "why it is not feasible."
When an opinion is adopted, express gratitude by saying, "Thanks to your idea, this was a big help."
When explaining logically, be careful about how you explain it.Try to understand by putting yourself in the other person's shoes so that it does not become a barrage of cold logic.
This attitude draws out the subordinate's initiative and encourages growth.
4. Maintain frequent communication
If you feel that there is "little reporting, communication, or consultation," it is important for the supervisor to take the initiative in communicating.
Conduct regular 1-on-1 meetings.
In your daily work, casually ask, "How are things lately?"
Show interest in topics outside of work, such as hobbies and interests.
Your subordinates are also trying to take an interest in you.Supervisors should also take an interest in their subordinates as individuals.
Once a relationship of trust is built, subordinates will find it easier to consult with you freely.
5. Properly evaluate the subordinate's achievements
By fairly evaluating a subordinate's efforts and providing feedback based on their results, you can boost their motivation.
Specifically communicate what they worked hard on and where they have grown.
Notice and acknowledge even the less visible efforts.
Evaluate not just the results, but the process as well.
You must never base evaluations solely on who stands out or who is the loudest.Be sure to pay close attention to and evaluate subordinates who focus on support or those who have specific strengths.Please do so.
By providing appropriate evaluations, subordinates will feel "recognized" and will begin to engage in their work proactively.
Summary
The role of a supervisor is not simply to give instructions, but tosupport the growth of subordinates and build relationships of trust.
Clearly communicate the purpose and ensure they understand the reasoning.
Improve your feedback to encourage growth.
Respect the opinions of subordinates and draw out their initiative.
Communicate frequently to build relationships of trust.
Properly evaluate the achievements of subordinates to increase their motivation.
When the relationship with your subordinates is good, the performance of the entire team will improve, and you can create a more pleasant workplace.
Your approach can significantly change both the growth of your subordinates and the results of your team.
Let's improve your communication skills as a supervisor and aim to build a better team!
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