interoffice memo

to: Joe smith
FROM: DAVID JONES, B TEAM MANAGER
SUBJECT: COMMUNICATING WITH YOUR NEW TEAM
DATE: 5/27/2012

JOE:

WELCOME TO THE TEAM! SINCE ONE OF YOUR RESPONSIBILITIES IS TO INTRODUCE NEW EMPLOYEES TO THE REST OF THE TEAM, I THOUGHT I WOULD PUT TOGETHER A BIT OF INFORMATION FOR YOU. I HOPE YOU FIND IT USEFUL. REMEMBER, YOUR OBJECTIVE IS NOT ONLY TO GET NEW EMPLOYEES ACCLIMATED WITH THE COMPANY, BUT MORE IMPORTANTLY TO THEIR TEAMMATES AND THEIR WORK ENVIRONMENT. YOUR BACKGROUND, ALTHOUGH LIMITED WITH COMMUNICATION, WILL HELP TREMENDOUSLY, ESPECIALLY AS YOU BEGIN TO HONE YOUR COMMUNICATION SKILLS. WHEN I FIRST STARTED THIS JOB, I TOO HAD LIMITED BACKGROUND IN GROUP COMMUNICATION. AS I BECAME MORE FAMILIAR WITH THE JOB AND THE STAFF, MY COMMUNICATION SKILLS GREW RAPIDLY, AND YOURS WILL TOO.

The transition to a new manager may cause some issues with the team. As you are probably aware, some people do not handle change well. Any issues will need to be addressed as soon as possible. For instance, certain employees may be uncomfortable with a new manager; therefore, it will be necessary for you to properly introduce yourself to the team. Team members may be apprehensive to discuss issues with you at first and that is why a respectable level of communication must be opened from the very beginning. You probably will have your own set of expectations for the team. It is very important that you discuss any changes to rules and expectations with the team, either as a group, or on an individual basis. The continuation of proper and respectable communication will be a core aspect to continued success before, during and after this transition.

It is extremely important that you get to know each individual team member’s personality and goals. You will soon realize that the team is made up of very different people. Each member’s objectives, attitude, work ethics, values and experience will vary immensely. Please do not perceive the diversity of the team as negative as some have in the past. The diversity of the team is most definitely a positive contribution to the organization. So, I suggest you get to know the team well. This will become your biggest asset!

Might I suggest, when introducing a new employee to the team, to be sure to point out which team member will mentor the new employee. One member of the team may become a greater source of information for the new employee. Keep in mind that some employees may not be the most effective teachers or have welcoming personalities, so be sure to point the new employee in the right direction when performing your introductions. By getting to know the team well yourself, you will be best equipped to direct the new addition within the team.

A helpful thing for you to remember is that there are many different educational levels within the team. Some team members have degrees, some are going to university now and some have only a high school diploma. As a manager, it is important that you treat everyone equally in regards to their educational background. Remember that everyone was brought in to be a part of this team because of their knowledge, experience, drive and ambition. When discussing each team member’s individual goals, should they discuss with you a desire to continue their education in any form, be supportive of them in any way you can. You might direct them to Human Resources, who could guide them better in the company’s benefits regarding tuition assistance.

Another barrier that you may encounter is gender related. I hate to say that some prejudices between males and females exist, but they do and you need to be aware of them. The sad fact is that there are just some people who either do not like to work with and/or be directed by any members of the opposite sex. We have a great team now, and this should not be an issue; however, it is still something to be aware of. Should this conflict ever arise, it is important to re-iterate to the team that everyone has equality within the team. Should the conflicts continue, please get immediate help from Human Resources.

Proper communication will also be important from the standpoint that people typically have different ideas and different ways of conducting themselves. It will be necessary to establish a logical, respectable set of guidelines regarding how employees work together. Team members with a positive attitude are known to have a higher rate of productivity and success versus those with a negative attitude. The latter of those attitudes will be less likely to exist when communication is in itself positive and frequent. I’ll get with you in the next few days to go over how positive and negative attitudes have been handled in the past, so that you can better construct proper procedures for the future. When good communication is utilized and well-received there should be less possibility for substandard productivity or conflict between the team members and management.

One of the barriers that leaders, or anyone with group communications runs into, is biasness that they have or other individual’s biases in the group. If you have bias as a leader because of your own objectives or wants, you tend to lean toward your wants and either deflect or push down other’s ideas or thoughts. Now, if others of the group have biases because of what they want, they take away from other people or ideas they don’t like. It is hard as a leader because if you let them gain momentum or followers it is hard to get back control of the group. Second would be feelings or ideas because people in a group might not like something because of prior experiences or other group settings they have been in. Again, you want to give a voice to the group to a certain point but as a leader to take control without looking as if you are changing the subject or changing the individual’s ideas.

To become a good leader in a group or in life you need to be a good listener or controller and have an open mind for ideas. How do you that? Going in with your ideas and asking others for their ideas. Being open to any ideas, thoughts or voices is a must. After the group has presented their ideas, discuss the positives and negatives for each of the points made by the group. Of course, you as the leader want to make sure that you are in control but also making everyone (or as much as possible) feel as if they are contributing or helping out. With bias, feelings or ideas, you can change their views by presenting good positive/negatives evidence of why to lean or change their views.

Conflict, in a group, can be good or bad because it can bring out people’s passions in both constructive and/or adverse ways. Sometimes their passion can get out of control and that is why as the controller or leader of a group you need to try deterring or stopping it before it goes too far. By keeping communication open and fair a good leader will keep the group on task.

Today’s workforce is unique. It consists of three generations of employees, ranging from high school/college age to those who, due to the economic times, are working past retirement age. You might find it challenging to bridge the communication gaps between the generations and the best advice I can give is to get to know your team members. Talk to them one-on-one and explain the value their experience adds to the team as a whole and how you will be utilizing them with training new recruits and re-emphasizing the team goals. To keep the communication open, ask them to keep you informed if they see any concerns or have any suggestions with the transition/training process. This will make the team feel empowered just by knowing you value their opinions by maintaining an open door policy. Just remember, your job performance is a direct reflection of how strong your team is, so always stay positive and focused on the unit as a whole.

Culture is another sensitive area that may become an issue or area of concern. The nation’s workforce is very diverse, made up of nations from all over the world, with a variety of beliefs, languages and perhaps thought processes. In these types of situations, I would strongly suggest to assign a mentor to better facilitate the training process. Use your knowledge of the current team and try and identify a commonality between one of the members and the new member. Not only will a mentor assist the new member in getting settled in, but this added duty will also grow & better develop the mentor to prepare for a possible leadership position. Seize these opportunities because it is a great accomplishment to better train and advance your team.

If you keep some of these ideas in mind when introducing new employees to the team, you will become a great manager and the new additions will flourish within the company. Their thriving within the organization will reflect well on your abilities. The introduction of new employees is not just a job as it is one of the most important responsibilities with the organization because it is our first impression upon our staff. Remember, you don’t get a second chance to make a first impression. I wish you the best and hope you have much success.