Management August 28, 2020 Last updated August 28th, 2020 160 Reads share

How to Eliminate Silos in Your Organization

Image Credit: DepositPhotos

In an office setting, the silo mentality represents a department or a team’s tendency to withdraw or hold back critical information from the rest of the company. 

Research indicates that over 70% of professionals responsible for dealing with customers view silo mentality as their biggest challenge. This problem is more prevalent in large corporations, but some small businesses also deal with their fair share of information silos regularly.

How Silos Hold You Back From Peak Performance

The silo mentality is a massive source of departmental inefficiencies and unnecessary delays in major projects. Having separate pockets of knowledge without any centralized system can have a significant impact on any function of an organization.

Building trust between different teams and departments can be a challenge in a company with information silos. When you see someone withholding critical information, you’ll also feel reluctant to share information with them.  This approach creates a toxic company culture where everyone is out for themselves. Naturally, that’s unfavorable for any organization as failing to collaborate creates a new set of problems.

The Silo Mentality Develops Over Time

In most cases, the blame falls on the leadership. Lack of direction from the top and having no unified vision or communication strategy can confuse everyone and cause internal conflicts in the company. Additionally, departmental turf wars, politics, and resentment in the higher management trickle down to create even more issues for everyone involved.

Another reason behind information silos in the office is a sense of competition among different departments. Healthy competition is recommended for effective performance; however, focusing too much on it without a common goal can backfire and reduce your overall productivity.

The tech you use can also play some part in creating unintended information silos. A department or team might shift to a separate tool that fulfills all their requirements. The new software might not integrate with the current tools used in the company.

5 Tips To Eliminate Silos From Your Organization

Getting rid of information silos in an office requires time and dedication. The following are some proven methods of eliminating the silo mindset from your organization.

#1. Build a Unified Vision and Improve Collaboration

In his article, Brent Gleeson compares companies with a boat in the middle of the ocean. To move forward and find land, all employees need to grow in the same direction under the unified leadership of the top brass. A divided leadership with separate agendas will not be able to steer the boat in the correct direction, and blindly rowing can take you even further from the land.

With a comprehensive vision for the company, you bring the entire organization on the same page. Every single project and task can become a means to one end, so people feel obligated to share key information with anyone needing it in the company. A common objective can change your departmental managers’ mentality from ‘my goals’ to ‘our goals.’

Having a vision and focusing on the bigger picture can help the management as well. It naturally improves collaboration as everyone knows their specific role and how their task affects the company. When departmental goals follow a single vision, it also becomes easier to understand the connections between them. The management can identify weak areas and focus on them to improve performance. 

#2. Use the Right Tools for the Job

Having disconnected tech can also contribute to the silo mindset in the office. You don’t need every single tool out there to become effective and following buzzwords like digital transformation, and agile workspace can leave you even more confused. 

The disconnection due to wrong tools becomes routine over time and makes the department susceptible to further problems. Even people trying to address these issues face a lot of resistance from others who are used to the current system. Phrases like “that’s how we have always worked” are quite common in businesses. 

By making sure all departments are relying on compatible and comprehensive tools, you can save yourself from many problems down the road. Functional departments have their unique requirements, and they must use the best software to address them. Make sure the different tools you use come with the ability to integrate with other programs, so everyone can have access to crucial data. Or, use a project management tool like Kissflow Project to keep everyone on the same page.

#3. Create a Centralized Information Hub

A centralized data hub with open access in the company can have a significant effect on your productivity. Empowered managers and teams can make more informed decisions and capitalize on key opportunities they would have missed without knowledge of other departments.  

Consider sales professionals as an example. With the knowledge of inventory levels and the proceedings in the supply chain department, they will be better at handling customers. Moreover, effective collaboration – one of the biggest management challenges – can never happen without the exchange of information. 

#4. Work, Learn and Have Fun Together

Shared experiences are crucial for establishing camaraderie among the company staff. The higher management needs to introduce interdepartmental training, collaboratives exercises, and other projects. This allows different departments to get to know each other and work together more effectively. 

Some industrial leaders recommend bringing physical changes to the office if that’s possible. If teams work near each other, they are more likely to share information without issues. Most companies try to keep groups that must collaborate for this purpose. You might notice that the marketing and sales departments usually work together as they need to act as a cohesive unit. 

#5. Be a Source of Motivation and Inspiration

Like the silo mentality, positive encouragement can also trickle down the hierarchy. Your managers are not the only ones responsible for motivating the employees and encouraging them. C-suites need to play their parts as well. 

Giving incentives on major successes and celebrating key milestones with everyone is one of the few ways the leadership can make employees feel valued. Doing such things encourages employees to work together as a team and take the business to new heights.

Key Takeaways

Free flow of information benefits the entire company but making it possible requires effort and commitment from the leadership. Eliminating workplace silos is not a day’s work. It takes time to cement behavioral changes, but the significant improvements in productivity and overall work quality are definitely worth the effort. 

With a comprehensive vision, a common goal, collaborative strategies, and the right training, you can bring meaningful changes to your company culture and get rid of the silo mindset forever.

DepositPhotos – office productivity

Dinesh Varadharajan

Dinesh Varadharajan

Dinesh Varadharajan is the Vice President at Kissflow and leads the product management team. He is a hands-on executive with a wide range of experience working with bleeding-edge technologies, developing great products, and mentoring highly productive teams.

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