social activity

Managing the Social Butterfly in Your Office

Enjoying the work environment is important, but too much play and not enough work can cause conflict, distraction, and dissatisfaction. Research from the platform Udemy discovered that most employees like to work without distractions from their peers. Read this blog to learn how to manage the social butterfly in your workplace.

Although they might pretend to enjoy playing foosball, catching up on TV shows, and socializing in the office, most employees would prefer to just do their work without distractions, and keep their private lives private, according to new research from online learning platform Udemy. And it’s not just the “older” folks at the office. Udemy’s findings show that this wish is consistent among baby boomers, Gen X, millennials, and Gen Z alike.

So why aren’t more offices heads down and focused on work, if that’s what most of us want? The research shows that the more social minority tends to set the overall tone in the workplace. This difference in work style can cause interpersonal conflict, employee distraction, and dissatisfaction. While that might not sound like a big deal, unhappy, actively disengaged workers cost U.S. companies up to $550 billion per year.

Why we have trouble setting boundaries
Business leaders today are struggling to set boundaries for “appropriate” workplace behavior. Behavior that has traditionally been viewed as unprofessional — such as hugging, sharing deeply personal information, and using profanity — has become much more common.

Part of the problem is that managers often wrongly assume employees “just know” how to interact with each other at work. They don’t. This is partially due to changing employment trends, such as a decrease in entry-level positions, and fewer teens working summer jobs, which has resulted in less familiarity with workplace norms. Also, that old scapegoat, social media — and business messaging apps that mimic social media — may contribute to a perception that more informal communication styles are also OK at work. (Just do an internet search for “Slack etiquette”; the abundance of articles about how to communicate professionally indicate that this is a common challenge.)

Another factor contributing to why we have trouble with boundaries is a lack of self-awareness; that is, understanding how we come across to others. In fact, research shows that although 95% of people think they’re self-aware, only 10-15% actually are. When we’re not self-aware, we don’t realize that what we do, such as hanging around someone’s cubicle to chat, or using profanity, bothers or distracts others.

Despite this confluence of factors, many managers aren’t proactive about putting guidelines in place to set expectations of how employees should interact in a professional way. When there’s no clearly communicated norm about what constitutes “professional behavior” in the workplace — even if those norms are culturally or company specific —  it’s difficult to call out if someone has crossed it.

Best practices for managing behavior and minimizing distractions
Defining which social behaviors are “too social” or distracting at work is not an exact science, and the right balance will be different in every workplace. However, in general, the Udemy survey found two distinct groups — across generations — with opinions around which behaviors were appropriate for the workplace. “Social butterfly” personalities were more likely to rate social behaviors, such as hugging, casual communication style, and gossiping more appropriate for work. “Worker bee” personalities, on the other hand, rated these same behaviors as less appropriate.

So how can a manager help the social and less social (at least at the office) work better together? Here are five best practices managers can implement to support change and open communication about expectations for interaction — and fewer distractions — at work.

Emphasize positive intent when giving feedback. When feedback is about something personal, like work style, rather than specific to task and performance outcomes, it can cause feelings of social rejection. Because most of us shy away from causing emotional distress in others, giving this sort of feedback is hard. A lens of “positive intent” can help you more positively frame feedback, for example to an employee who is extremely chatty, if you assume they are just behaving in a way that is natural for them, feels “right” to them, and is not intentionally trying to bother others. You might say something like: “I would like to give you some feedback about your communication style at work. You stop by my desk several times a day to talk to me about non-work topics, and it’s hard for me to stay focused on my work when you do that. To be clear, I feel confident that you’re not trying to bother me intentionally, and that you want to be friendly and inclusive. Did I get that right?”

Own the awkward.  One way to initiate a discussion with employees about behavior that causes distraction or distress is to simply admit feeling uncomfortable: “This feels uncomfortable, but I wanted to talk about something that’s been on my mind and may not be on your radar.” Since you’re about to make the other person feel vulnerable, it can be effective to be a bit vulnerable yourself; for example: “It might sound silly to say ‘don’t hug me,’ but hugging my colleagues makes me uncomfortable — and affects my ability to maintain professional boundaries.”

Be specific. It’s important to articulate specifically and neutrally what the other person is doing that is affecting you or another member of the team. “You’re being too friendly at work” is an interpretation of behavior, not a behavior itself. Instead, try the more neutral: “I notice that on Mondays, you come into my office to tell me about your weekend without asking if I have a few minutes to chat. I’m usually trying to catch up on time-sensitive emails at that time. Would you be willing to ask if I have a few minutes free? I’d like to be able to give you my full attention — or let you know when I can give it to you.”

Encourage your employees to give each other feedback. The most effective way to change behavior is through feedback. However, most of us aren’t naturally great at giving or receiving it, so managers should practice and encourage a culture of regular feedback. Peer-to-peer feedback can be particularly impactful; research shows it can boost employee performance by as much as 14%. Furthermore, it’s a manager’s job to encourage employees to speak up to one another instead of complaining behind closed doors. And, managers should make an effort to recognize and reward those who give feedback well and consistently, as well as those who take the feedback without defensiveness.

Offer training. As mentioned above, more employees are coming on the job with little awareness about workplace norms around professional behavior. In addition, Gallup reports that only about 20% of managers have even basic people management skills. Fortunately, this soft skills gap can be filled with training in areas such as conflict management, effective communication, and emotional intelligence. To put training in place, incorporate specific trainings as part of new hire onboarding, and offer training courses as part of the performance evaluation outcomes for improvement.

Differences in work style can result in unwelcome distractions in the office. However, by supporting a culture of regular feedback, having brave, candid conversations, and providing training, the workplace can be more comfortable for everyone.

SOURCE: Riegel, D. (17 December 2019) "Managing the Social Butterfly in Your Office" (Web Blog Post). Retrieved from https://hbr.org/2019/12/managing-the-social-butterfly-in-your-office

by 6dhannah