How often have you thought to yourself: “I wish I knew how they managed that!”? That exact thought was the inspiration for our new format: the Ask Me Anything (AMA) Sessions. The idea is wonderfully simple: An employee of our company answers questions from colleagues – openly, honestly and directly.
Our first session was a total success! Vicky, our Chief Information Security Officer (CISO), kicked the series off and blew us away with her expertise and experience. All the participants had a chance to submit their questions in advance, and Vicky answered them in detail. The result? Fascinating insights, practical tips and lots of inspiration.
Highlights from the session with Vicky
Here are a few of the most important takeaways we got out of the AMA session:
- Transparent communication – but how much is too much?
Vicky emphasised how important it is to know your target group. Ask yourself: What does the other person truly need to know in order to understand or take action? Here’s a helpful suggestion: Start with your most important points, and adjust the level of detail based on the feedback you get from your audience. And if it’s too much: “ELMO” – Enough, Let’s Move On!
- Written or spoken?
Written updates are accessible for longer and reduce misunderstandings. Oral updates, on the other hand, are better suited for discussions or complex subjects. They also make more sense if you need immediate feedback on the topic at hand. Vicky’s golden rule: Use both when it makes sense – and no matter what, keep it short and to-the-point. She also gave the audience these tips:
– Create an agenda for every meeting and include it in the invitation to the meeting. This way, every participant knows exactly what’s on the table and can prepare accordingly.
– Steer clear of having the same meeting over and over again. Either invite all the relevant colleagues to the meeting, or record it and share it afterwards. Give repeating meeting series an end date, at which point you can decide whether they’re still necessary.
- Dealing with conflicts in team communication
Conflicts are part of life, but how you deal with them makes all the difference. Vicky shared her practical strategies here:
– Active listening: What’s being said? What does that person mean by it?
– Always keep in mind the context of what’s being said, especially with new colleagues, who are still acting on old experience
– Separate the problem from the person and work with the person: The two of us against the problem.
– Set up regular feedback cycles, 1-to-1 sessions or retrospectives for the team in question. The 1-to-1 sessions are the place to address conflicts privately and directly.
And here’s Vicky’s most important tip: Recognise and openly discuss emotions, including your own.
- Build trust and transparency
Openness is the key. Vicky emphasised how important it is to communicate about mistakes, too – no one’s perfect, and that’s okay! KEC even has a Company Principle for that: Fail Forward. What destroys trust? Unreliability and a lack of communication.
10 rules for better communication
Vicky summed up her lessons in ten easy but clear rules for communication in the business world, especially when working remote:
- Be clear and direct: Keep your language simple and get to the point quickly in order to avoid confusion. Everyone likes to keep things clear and simple!
- Choose the right tools: Use the right communication tool (e-mail, chat, video call) to suit the urgency and complexity of the message.
- Stay professional: Even in more laid-back remote settings, keep your tone professional, especially in written communication. Use informal coffee breaks for more relaxed chats.
- Give an answer quickly: Answer messages promptly. If you need more time, confirm you’ve received it and let the person know when you’ll write back. Use the full spectrum of emojis available in any given communication tool.
- Be an active listener: In voice or video calls, signal that you’re tuned in by asking questions and recapping the most important points. Take notes!
- Set clear expectations: Be clear about deadlines, responsibilities and goals to make sure everyone’s on the same page.
- Keep work hours in mind: Think about your colleagues’ work hours when you plan meetings or send messages. Respect their time boundaries – especially if they’re parents.
- Use simple structures: Run updates guided by the catchphrase “Yesterday, today, tomorrow”.
- Encourage feedback: Create an open atmosphere where teammates feel comfortable sharing their thoughts and ideas.
- Be culturally sensitive: Be aware of cultural differences in your communication. Modify it to encourage inclusion.
Why we love the AMA Sessions
The idea for the Ask Me Anything Sessions originated in a group chat, explains People Development Manager Joyce. Someone asked, “Do we actually have a workshop or training session for respectful and concise communication in the company?” We had nothing of the sort. That’s how the sessions were born.
This format is more than just a Q&A round. It brings us closer together as a team, encourages the exchange of knowledge and gives us the chance to learn from the best. The relaxed vibe makes it easy to discuss even the more difficult topics, and the lessons passed on can often be applied to everyday work life.
We can hardly wait for the next AMA Session.