Introduction

In the context of a board of directors, “tension” often arises from disagreements, conflicts, or differing viewpoints among members. One significant source of such tension is communication gaps. The seriousness of this gap is its potential to lead to misunderstandings, misaligned goals, and ineffective decision-making among directors.

This article explores what communication gaps mean, how they manifest, and strategies to manage and mitigate any of their possible negative aspects.

What Are Communication Gaps?

Communication gaps refer to the breakdown or lack of effective communication between board members. These gaps can occur due to various reasons, including differences in communication styles, lack of clarity, assumptions, and even technological barriers. When communication is not clear and consistent, it can lead to misunderstandings and conflicts.

Indications of Communication Gaps

1. Misinterpretations
   Board members may find themselves misinterpreting the intentions or messages of one or more of the directors. This may in turn contribute to confusion or even a level of conflict among directors. An innocent suggestion from a director might be perceived by others as criticism instead of an attempt at offering constructive feedback.
2. Decision-Making
   Where ineffective communication may be present within a Board, then this is likely to contribute to experiences of delays in the decision-making process. While there may be more than one reason for this, it will more often than not be the result of directors feeling that they have not been provided all of the necessary information or that there may be a need to revisit discussions multiple times. Sometimes it is overlooked that directors are operating part time and if expected to draw on multiple sources over a period of time, it is generally not practical to expect this to go smoothly.
3. Alignment
   If communication has been generally poor over time, then it will be unsurprising to discover that board members may not be on the same page regarding the organisation’s goals and strategies. As a result, directors will come to meetings with not only different interpretations of the organisation’s strategic priorities but due to their shared misunderstandings, the directors will engage with fragmented efforts resulting in frustrating inefficiencies in Board meetings.
4. Trust
   Boards operate best whenever there is a high degree of trust present among the directors. One easy way to erode whatever trust exists is to allow ongoing communication issues among board members to continue. In addition, it would be reasonably expected that the level of collaboration is far short of it being optimal. This in turn can lead directly to directors being reluctant to share ideas or feedback, becoming more defensive and fearing miscommunication or conflict.

Managing Communication Gaps

Effective communication is recognised as a cornerstone of a well-functioning board. When communication gaps are identified whether in an emerging form or present in a significant manner, then the Board is encouraged to address any misunderstandings, delayed decision-making and/or reduced trust among directors soonest. To ensure the board operates smoothly and efficiently, it is crucial to identify and address these gaps proactively. The following strategies provide a framework for enhancing communication, fostering transparency and promoting collaboration within the board.

1. Communication Channels
   An area often overlooked is what may be the best form for communication among Board members noting that all directors need to be comfortable with using whatever is selected. The importance of this being inclusionary cannot be underestimated. In fact, conducting annually a review and if needed, an update in this area will ensure that they remain effective.
2. Open Communication
   Too often an assumption is made whenever there has been a change among Board members that all directors feel safe to express their opinions and concerns without fear of judgment. Yes, this assumption may be well founded, however, why leave it to chance. At least every year, the Board ought to take time to flag the expectation of a culture where board members feel safe to express their thoughts and opinions. The Board can foster an environment of active listening, where members genuinely consider each other’s viewpoints respectfully and thoughtfully.
3. Expectations and Guidelines
   Guardrails may be introduced that clearly establish the proper guidelines for how and when information should be shared. Starting with what are the directors expectations relating to the Board and Committee meeting agendas, the minutes and the management of any of the follow-up actions will go a long way to ensuring that everyone is informed and accountable.
4. Technology
   Everything is instant now so utilisation of collaboration tools and platforms which facilitate this real-time communication and document sharing is the norm. There are many options available within the marketplace and the aim is to select a solution which facilitates streamlined communication and keeping everyone aligned.
5. Training and Development
   Another area of assumption is that all directors are proficient and/or comfortable in the use of a chosen software solution. Going on the front foot, advantages can be gained through offering training on effective communication skills, including active listening, clear messaging and conflict resolution.
   Example: Workshops or seminars on communication best practices can enhance the board’s overall effectiveness.
6. Feedback Sessions
   The value of reaching out to receive feedback from directors on the current effectiveness of communication ensures it remains a priority and if there are any issues then these can be addressed promptly. Maybe initially a Board agenda item may flag ‘Feedback on Communication status’, which can help identify and resolve communication gaps before they escalate.
7. Diversity of Thought
   Today, Boards are more aware of the value of embracing diverse perspectives among directors and so the Board ought to strongly encourage members to be prepared to share their unique viewpoints. In addition, the Board Chair can be empowered to actively seek input from all members during discussions. Through doing this it can ensure a comprehensive understanding of issues by the whole Board and better decisions are likely to result.

Conclusion

Communication gaps within a Board of directors can significantly impact the organisation’s health and its success and sustainability. By understanding what these gaps are, how they arise and by implementing interventions to mitigate them, Boards can foster a more collaborative, efficient and effective governance environment. Clear, open, and consistent communication is key to overcoming these challenges and ensuring the board operates optimally.

DISCLAIMER: This article is general only in nature and is not advice.