In business, “reporting,” “communicating,” and “consulting” are important elements for information sharing. Many people may be wondering how to do this smoothly within their company.
In order to properly instruct subordinates, it is necessary to understand what reporting, liaison, and consultation each mean and how they should be implemented. In this issue, I would like to reintroduce the purpose and key points of reporting, liaison, and consultation.
[Report] Purpose and key points
First, we will explain the key points for proper “reporting” among the reporting processes.
What is reporting?
Reporting is the process by which a subordinate informs his/her superior of the progress, status, and results of his/her work.
The purpose of reporting is to accurately convey the progress and current status of work. Reports from subordinates are important for supervisors and team leaders to facilitate management.
Another purpose is to enable the supervisor to understand the problem. By understanding the current situation based on the reports, they will be able to recognize problems as soon as they occur. This can lead to the prevention of serious problems, since necessary follow-up can be carried out as needed.
Translated with www.DeepL.com/Translator (free version)
Points to Consider When Receiving Reports
How is it appropriate for a supervisor to respond to a report from a subordinate? Here are some points for supervisors when receiving reports from subordinates.
Confirm the content of the report
When a subordinate reports progress, do not just accept the report, but also confirm the outlook for the future. When you receive a good result report, it is a good idea to give the basis for your evaluation and convey positive feelings. When you receive a bad result report, try to solve the problem before providing guidance.
Is the timing and method appropriate?
When receiving reports from subordinates, make sure that the timing and methods used are appropriate. For example, if a supervisor prompts them before they report, action should be taken to have them report as soon as possible. As mentioned earlier, timing is extremely important, as it is only after receiving reports from subordinates that course corrections are made and decisions are made as to whether further reporting to upper management is necessary.
As for the method of reporting, if the content is simple, it can be done orally, but if there are many people involved, make sure that the method chosen is appropriate for the situation, such as by e-mail, etc.
[Contact] Purpose and key points
Next, we will explain the key points for appropriate “communication” among the reporting and communications.
Communication is the process by which a subordinate informs his/her superior or others of objective facts.
One of the purposes of communication is to share important information or changes in the business. This may be important not only between superiors and subordinates, but also when communicating and taking over between departments.
Furthermore, it is also a necessary means of managing schedules and informing people of problems that are occurring. Therefore, notifying employees of late arrivals or early departures is also included in the communication.
In other words, proper communication means that the necessary information is conveyed to the necessary people.
Points to keep in mind when receiving contacts
The following is a summary of points to consider when a supervisor receives contact from a subordinate.
Identify who should be contacted.
It is not advisable to contact only one of the parties involved. This is because the communication may not be shared with those who need to know, and those who do not receive the communication may feel distrusted. When you are contacted by a subordinate, check to see if there is anyone else with whom you should share the information.
Respond to the contact.
If the supervisor does not respond in some way, the subordinate will not be able to confirm that the communication was conveyed. Therefore, when you receive a communication from someone, you should first respond by showing your appreciation.
Confirm that the means used are appropriate.
In addition to verbal communication, there are a number of other methods of communication, including telephone and written communication. When you are contacted by a subordinate, you should determine whether the method is appropriate.
For example, if the contact is urgent, a verbal communication or a phone call is appropriate, and if the content is important, an e-mail is appropriate for keeping a record. If the method of communication is not appropriate, it is advisable to provide guidance as necessary.
[Consultation] Purpose and key points
Next, we will explain the key points for appropriate “consultation” among the reporting and consultation.
Consultation means seeking opinions on matters that one is unsure of or has trouble deciding on alone.
The main purpose of subordinates consulting with their superiors is to find a way out of problems they are facing and to take immediate action to deal with them.
Regarding work-related consultations, if subordinates consult with their superiors early, there is a possibility that problems can be resolved quickly before they worsen. Depending on the situation, not only the supervisor but also the entire team or department can follow up.
Points to keep in mind when asking for advice
The following is a summary of points that supervisors should pay attention to when receiving consultation from subordinates.
Respond with the highest priority.
If the content of the consultation is work-related, putting it off may affect the progress of the work. When you receive a consultation, be sure to give top priority to the consultation.
Confirm the facts
When consulted, try to understand the situation in as much detail as possible, keeping in mind the 6W3H and cause-and-effect relationships. In particular, if there are other parties involved, such as in the case of a problem within the company, it is necessary to handle the situation carefully. It is a good idea to talk to those around you to confirm the facts before considering the next course of action.
Confirm the truth of the consultation
To solve the problem, clarify how the subordinate feels about the content of the consultation, what he or she wants, what he or she thinks should be done, and what his or her true intentions are.
Have an attitude of solving the problem together.
Even if the consultation does not seem serious from the supervisor’s point of view, it may be very stressful for the individual. When a subordinate asks for advice, it is important to listen to what he or she has to say without interrupting or denying what is being said, but with an attitude of working together to solve the problem.
Please refer to the following article for a more detailed explanation of the importance of responding appropriately to the reporting process.
The Purpose and Importance of Hourensou
Reporting, communicating, and consulting have different purposes and different areas that supervisors should be aware of. To facilitate reporting and consultation, it is desirable to avoid relaying from the field to the team leader and from the team leader to the supervisor, and to share the information visually. This is because information may be diverted from the original intention by going through multiple people.
Goalous can exchange information with each employee. You can report on work with photo actions and check progress in real time. It can also be used as a communication tool like an in-house SNS, making it easy to consult with employees individually.
To facilitate reporting and communication, why not incorporateGoalous?
Colorkrew, the developer and operator of Goalous, is also offering a free webinar where you can learn how to effectively report and communicate with others to help manage your organization. If you are struggling with organizational issues, we encourage you to participate.