In trying to improve communication that is controlled by another department, I would speak with that department to help them understand the importance of communicating with our students; ask if I can be of any assistance with follow up and remain the go between for the student.
Deborah, Teamwork is a great way option. Thank you for sharing!
Dr. Jean Norris
Ask the department what type of information they need on a daily, weekly and/or monthly basis. For example, we have a financial aid processing center that processes all of our fa. Awhile back, I noticed my processor had a tendancy to become short and snippy. I decided to call her and ask what i could do to make her job easier. This is something that many people avoid because it usually means more work on the askers part. The answer she gave were very simple requests that took almost none of my time. it was simply an email in the morning with the day's appointments, putting their start date and schedule in a certain place, etc. While the other department controls the communication, there are ways to make it more clear and easier on everyone's part.
Julie, How about that?! What a great way to communicate with someone, and voila, now a better process is in place. Thank you for sharing!
Dr. Jean Norris
Generally the department we have to deal with in our situation is our Chair department. We really do not deal with other departments in a concrete form.
Because all communication is done by e-mail it is necessary to always list all pertinent items. Copy all interested members of the conversation. But most of the time a bullet lists will make it easier to bring ideas across rather than a long written paragraph.
The communications most of the time are technical in nature because most classes are software base.
In an hypothetical world where there were other departments. I suppose the answer to the person that sent the original message will have to retaliate that we I had understood the communication. Almost like affirming what it was already said.
Virginia
Virginia, If I understand you correctly, it sounds like you mostly communicate through email, and the best way to improve communication is to send an email affirming that you received and understand the information. Is that correct?
Dr. Jean Norris
My biggest challenge is improving communication with the staff in the end we all want the same thing for the students
Ali, Great awareness. What are some things you think you can do to improve communication?
Dr. Jean Norris
We have struggle in the past with our interdepartmental communication as every company does. Our method of overcoming is to report our ideas, method changes, ect. via a monthly summary to our company director as well as our direct supervisors. It's a great way to hear their thoughts as well as show what the basis behind our numbers/processes.
Tyler, Great! Do you feel that you are heard?
Dr. Jean Norris
when communication is controlled by another department it is important to download with that department so that the method of communication is consistant. When communication is conflicting it can affect the credibility of what is being communicated.
Valerie, Proper communication is key, and you are correct that everyone needs to be on the same page. What are the specific steps involved with downloading information between departments?
Dr. Jean Norris
I try really hard to communicate the importance of communication with my potential students to the other departments that they meet with because it could be that miscommunicaton that makes them decide to attend a differetn school. Which in turn affects us all.
Samantha, That is great awareness. What are some things you can do internally to help communication between departments?
Dr. Jean Norris
Edit it. "Humanize" the opening ang closing for the communication to sound more personalised and not a cookie-cutter communications piece. Adapt the tone and communication style to align it with that of the recipient/intended audience. But the editing must not change the key message/s and the effective intention of the piece.
Caesar, Great ideas! Customizing and personalizing your message is key. Can you provide and example for the forum?
Elizabeth Wheeler
I improve communications with other departments by responding to them, showing respect and showing that I am listening to them. In addition, I get to know people through out the organization whether they are instructors, student accounts. When you build trust with other departments, whether the communication is controlled by them or not, it improves the communication process.
Russell, Agreed and very well said. It's important for the student and employee to be in an institution that is communicating and working together.
Elizabeth Wheeler
One of the most important aspects in maintaining a good communication is asking the right questions in a proper order. In order to succeed in an interview or conversation, it is essential to be prepared. You should know the kind of information you are looking for. Then, every question you ask should be open, that way it will be easier for you to get more information. Always use simple words to make your conversation smooth.
This is too funny because I was just having this conversation with 1 of my other departments yesterday. One great way to improve communications is to have weekly meetings with the department heads. During these meetings, cross functional relationships and tasks can be discussed. Implementing new ideas and expressing opinions would also be a great way to keep the communication lines in tact during these meetings.
