Don’t email if you can talk: how small changes make it a better workplace

The desert seemed to stretch endlessly in unbroken uniformity as I looked down upon it from my seat in the plane flying from Riyadh to the ancient oasis city of Al Ula.

Suddenly, amidst that expanse of beige, a vertical column of swirling sand rose up; a dust devil. Usually harmless, if the collection of those little grains of sand grow large enough, they can pose a threat to animals and people.

“Another example of how little issues, if left unchecked, can grow into big problems,” I said to myself as I sat there thinking about the presentation I was preparing to give.

I was in the Middle East to support an incredible team leading a project that’s going to shake up the industry once it’s complete. Unfortunately, I can’t say any more about it at the moment as the details are still under wraps.

But, like with many businesses, the senior leadership team of this organisation had gathered together to collectively figure out how to more effectively and efficiently tackle the transactional hurdles and deadlines which lay ahead.

Breakout discussions revealed a number of small changes that, if quickly agreed to and implemented consistently, could go a long way toward supercharging the rest of the project. And while big decisions still need to be made, many times the foundation of successful leadership, it turns out, isn’t just about calling the shots and making big decisions. It’s about setting a proactive, engaging and personally aware and responsible working atmosphere.

Yes, you need to write timelines and institutionalise processes – but if you don’t have your people culture down to the granular level, things slip through the cracks.

Your actions always speak louder than the words written on your value statements.

More simply put: When it comes to executing critical transaction paths within a team, how leaders behave can make a massive difference in how smoothly things run.

Let’s talk about showing up on time. I know it sounds basic, but it’s a big deal. Being punctual shows respect for everyone’s time and keeps things running smoothly. When leaders run late, it sends the message that schedules are just suggestions.

But when they make it a point to be on time, it sets the tone for everyone, showing that deadlines matter.

Then there’s the greeting thing. It might seem small, but saying “hi” and shooting the breeze for a minute can really boost morale.

It’s all about building that sense of camaraderie and making everyone feel like they’re part of something bigger. And when people feel connected, they’re way more likely to work together seamlessly, especially when it comes to tackling those tricky transactional challenges.

Now, let’s discuss meetings. We’ve all been there – someone is buried in their phone, someone else is nodding off in the corner. It’s not exactly inspiring. So, leaders need to lead by example here.

Put down the phone, engage with what’s happening, and encourage others to do the same. When everyone’s paying attention and participating, meetings become way more productive, and ideas start flowing.

And speaking of meetings, it’s not enough to just sit back and listen. Leaders need to step up and facilitate discussions. Ask questions, encourage people to speak up, and make sure everyone’s voice is heard. If your team members haven’t learned how to be comfortable with having a difficult conversation, then you as a leader can dedicate a portion of your weekly update meeting to exactly that.

Make it light but serious to encourage sharing and caring. For example: “Now, it’s time for any dust devil discussions. I’ll start. ‘Bill, I need to know more where you are in your project report so I can possibly add value’.” Don’t delay these conversations.

It’s all about creating an environment where everyone feels comfortable sharing their ideas and concerns. That’s how you build a team that’s ready to tackle anything, including those critical transaction paths.

Let’s also talk about integrity and accountability. It’s easy to talk the talk, but leaders need to walk the walk. Be honest, be transparent, and take responsibility for your actions. When people see their leaders doing the right thing, it sets the standard for the whole team. And that’s crucial when you’re navigating highstakes transactions where trust is everything.

Email versus face-to-face communication is another example of how a seemingly small action can have a big impact. When leaders shoot off an email to a colleague with a question or suggestion instead of just getting up from their desk and talking the talk, they miss out on the opportunity to build relationships and foster collaboration.

Face-to-face communication allows for nuance, tone and immediate feedback – all of which are essential for effective teamwork. By prioritising face-to-face interactions, leaders can break down silos, build trust and ensure that everyone is on the same page when it comes to navigating critical transaction paths.

So show up on time, be present in meetings, prioritise face-to-face communication and lead with integrity. By doing these, we’re not just setting ourselves up for success – we’re showing the world what real leadership looks like. The devil’s in the detail.

You can write to Gina care of SundayBusiness@independent.ie