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Kata 4

Kata 4 - Communication: Choose the right communication channel

In the previous exercises, you reflected on your communication. In this Kata, you will work on how you can improve your communication. You will learn how to select suitable communication channels to enable fast and effective collaboration with internal and external parties.

The focus is on choosing the communication tool that best conveys your message. Some tools are better because they are fast. Other tools are better because they carry emotional undertones. Part of good communication is choosing a good communication medium.

Preparation (individual work)

  • Read the Kata "Choose the right communication channel" (see below), do the exercises.

Agenda (circle/group work)

  • Check-in: (10 minutes)
    What has been on your mind this past week in relation to digital collaboration?
    Two-minute timebox per Circle member.

  • Main topic: (45 minutes)
    Present your results and findings from Kata 4 - Choose a suitable channel (below) to each other and discuss them.
    Consider together whether rules for communication in the canvas should be adapted or expanded and, if necessary, expand the collaboration canvas with your new findings.

  • Check-out: (5 minutes)
    What will you do before the next meeting?

Kata "Choose the right communication channel!"

In the following, you will find out how you can best reach your goals with the help of communication.

  • Take another look at the two inputs from Kata 3:

  • As a basis for the task, take a look at the various subject areas that will help you to select a suitable communication channel.

  • In the next step, answer the following questions using an example topic:

  • What do I want to achieve? (goal)

    • Create understanding for a topic?

    • Assign a task?

    • Pass on information? / Status update

    • Discuss a topic?

    • Reach a decision?

    • Should the information be available and retrievable in the long term?
      Are there perhaps requirements for archiving / revision security for documentation purposes (e.g. for orders)?

    • Convey a lot of information (that could be lost in a phone call, for example)?

    • Detailed information that requires preparation?

  • How quickly and urgently do I need an answer? (urgency)

  • Who is my communication aimed at? (target group)

    • Individual / Group?

    • Do I know the right contact person?

    • Who is the target group?

  • Is it an emotional or unemotional topic? (Emotions)

    • Caution: Emotional topics are difficult to place and control without direct eye contact!

    • Public visibility is not always useful: criticism, for example, is sometimes better placed in person.

  • How much time and effort do I need to prepare / does my counterpart need to answer?

    • How complex is the topic? (Complexity)

    • Is there a great need for explanation?

      Tip: Save information in a document or presentation (meeting).

  • "Does it have to be a meeting if everyone listens to one person speak?" 😉
    (For more information, see Theory: Organizing meetings efficiently).

If you want to do more: