VA AES Action Planning for the FirstLine Supervisor

VA AES Action Planning for the First-Line Supervisor Launch Discussion on Communication: What does effective communication look like and what is getting in the way of our workgroup achieving that? Is it a people or a process issue? Why is it important for us to make communication a priority? What are the benefits? Communication Is this a top-down, bottom-up, or side-to-side issue or some combination? Do we need more, less, or different information (or simply more clarification)? How about the method of communication – do we prefer email, instant messaging, face-toface, or something else? What 1 -2 meaningful actions can we commit to trying over the next year? Best Practices (based on research and ideas from your VA peers): Avoid the one-size fits all mentality. Be flexible, thoughtful, and inquisitive – ask people what they want/need to know. • Some leaders withhold information to ‘protect’ their people from bad and/or uncertain news. This strategy works well for some, but for others full transparency is best, even if it means hearing the good, bad, and incomplete. Consider how information flows in all directions. How are you soliciting information and feedback from employees and what are you doing with it? Are employees talking to one another or using you as a central hub? Be clear with a process for information sharing and hold another accountable to it. “One thing I do is have weekly meetings…I am very transparent – I tell them the truth. They need to know what’s going on, given the current VA climate, and the more they know the better. They need to understand. ” - Asheville VAMC

VA AES Action Planning for the First-Line Supervisor Put It All Together Workgroup: Supervisor: The best Action Plans are SMART: SPECIFIC: State the goal precisely (and note why it is important) MEASURABLE: Identify how you will track progress over the next year ACTIONABLE: Focus on change(s) that are within your control REALISTIC: Ensure the goal can be reached with existing resources TIMELY: Start as soon as possible and include progress dates/deadlines Based on consistent feedback on last year’s version of this form, we opened the space up a little more to give you and your workgroup more freedom to make a plan that fits your goal(s). For more guidance, see this sample plan. Why is focusing on communication important to us? What may be driving this top priority area? What is our goal? What is our plan for reaching our goal? How will we track progress towards our goal? When will we check in on progress?

VA AES Action Planning for the First-Line Supervisor Know Your Baseline & Track Your Progress How will you know if your plan is working? More importantly, how will you keep from falling back into the old routine? We’re glad you asked. The single most important thing you can do after developing an action plan is track your progress and course correct if needed. See below for a couple of options! Option 1: Track progress on your plan On a regular basis (from once a quarter to once a month), check in with your workgroup to determine what progress is being made on your plan. What changes are needed? What successes can you share? Don’t forget to document progress! Option 2: Track progress on priority drivers On a regular basis (from once a quarter to once a month), check in with your workgroup and evaluate whether you are moving the needle on survey items driving your top priorities. Depending on local needs, you can informally poll people or conduct small follow-up surveys. To find the drivers your priorities, just hover your priority results in the Dashboard. Remember, these drivers are unique to your workgroup! Progress Notes

VA AES Action Planning for the First-Line Supervisor Own Your Own Development as a Leader Right click on the links below to check out a few additional resources. Communication issues can occur for multiple reasons. There could be a breakdown in communication between supervisor and employee or a lack of sharing information from higher leadership to employees. Depending upon which area your group would like to improve, use the resources below to get helpful ideas. Axero (Tim Eisenhauer) – 30 Tips to Improve Workplace Communication (ARTICLE) Eisenhauer’s extensive list of communication improvement tips covers everything from enhancing faceto-face interactions to sending out formal communications, or helping employees recharge. Read this helpful list to improve communication in your team, including some bonus helpful tools such as managing virtual employees. D Harvard Business Review (Lou Solomon) – 2/3 Managers are Uncomfortable Communicating with Employees (ARTICLE) Many mangers are uncomfortable with becoming vulnerable, recognizing achievements, delivering the “company line, ” giving clear directions, crediting others with having good ideas, speaking face-to-face, and having difficult feedback conversations. If you too struggle with these issues, read more on how to improve your comfort and competence during these conversations. Harvard Business Review (Lou Solomon) – The Top Complaints from Employees about their Leaders (ARTICLE) 91% of employees say that communication issues derail executives. Some of the most common issues are not recognizing employee achievements, not giving clear instructions, and not having time to meet with employees. Learn best practices on how to avoid making these common communication mistakes. Small Business Chronicle (Lisa Mc. Querrey) – Ways to Increase Communication between Managers & Employees (ARTICLE) Read for 5 quick tips on improving communication with your staff. Also, find links to other helpful communication articles. NEW! Successful Business Communication – It Start at the Beginning (ARTICLE) Amy Anderson reveals simple, yet powerful advice about communication from Dr. John Lund. In addition to verbal communication, Lund highlights non-verbal ways humans communicate with each other.