This is Part 2 in a discussion about the “Technology of Avoidance.” For Part 1, please click here.

Tip #1

Start a dialogue with your team about the use of technology during meetings:

Many work cultures have unconsciously normalized multitasking during meetings, making it easy to avoid direct communication. Ask your team what works about multitasking during meetings, and what are the costs? What guidelines does the team want to make for technology use during meetings?

Tip #2

Before every meeting, clarify the expectations for using technology while in the meeting:

Some sample requests:

• “This is a meeting where many will be taking notes on their laptops. Can we agree that we will only take notes and not perform other computer tasks during this meeting?”
• “Please put your phones on vibrate and refrain from e-mailing or texting during the meeting.”
• “Please be courteous and let team members know ahead of time if you have a really important call (e.g. sick child) that you need to take during today’s meeting.”

Tip #3

Set up specific Team Agreements or Guidelines about how to respond to intra-office e-mails, voicemails, IMs, texts, etc:

Some examples:

• “The Management Team agrees to reply to e-mails from fellow team members within 24 hours.”
• “Team members agree to check their work phone messages at least two times a day.”
• “Please make urgent requests with a directed phone call.”

Tip #4

Reward and celebrate it when your team follows the Team Agreements:

Some examples:

• Verbally acknowledge staff during weekly meetings.
• Give a “Communication Champion Award” each month, where the winner gets to proudly display a gold spray-painted, recycled cell phone on his/her desk.
• Consider implementing a “Caught You At Your Best” card to be exchanged between staff members right at the moment when agreements are upheld.

It’s no wonder that teams are struggling with communication issues in such a quickly changing environment. Our norms of how we communicate and when we communicate have yet to be established using many newer technologies. There’s no “one size fits all” fix for addressing appropriate use of technology in the workplace. However, a fresh perspective and curiosity about technology and your team will uncover the solutions that facilitate clear and effective communication.