The bad news is you can't control all the communication that takes place in your organization. But, you have to try.
In the article, Executives: Get Top Performance from Your Contractors and Remote Teams by Communicating Culture, I wrote about how important it is that your workers at home, in other countries, and even in other states are made a part of your company's culture through communication. Conversely, if that communication doesn't have ground rules and adherence to them, misrepresented or misinterpreted voice and digital communication can cause catastrophic breakdowns in relationships and processes.
This is what you need to do -- (and DMAIC the system regularly: Define, Measure, Analyze, Improve and Control, or you won't keep control):
These are fundamental practices to any organization. You'll also need to evaluate the special characteristics of your business and create additional protocols proprietary to it. The combination of protocols and implementing them will reduce the risk associated with communication gone astray. However, if you don't DMAIC your communication control system, it will break down and you won't know it until something goes wildly wrong enough to force your involvement.
A Key Building Block for Successfully Implementing Lean/World-Class Value Stream Management: Communications, Ron Crabtree
Business communications problems I often see that undermine operational excellence initiatives and how I resolve them, Kevin Kohls
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