Are you a supervisor with an "open door" policy? Are you an employee that works for someone that has an "open door" policy? Are you maximizing the "open door" policy to be a better supervisor or better employee?

"Open door" policies are not just for dispute resolution. A true open door policy is a communication process where employees and supervisor feel welcomed to discuss business or employment topics together openly.

Why am I discussing this in a blog for the apartment industry? In our industry, more so than any other industry, there is A LOT of opportunity to advance. It is not unheard of for a caretaker or leasing agent to advance through the ranks and become a Community Manager, Regional or even CEO! But very rarely is there time to learn (and seldom do our own supervisors advise us) on how to be a good supervisor or a good employee. A key to being a good supervisor or a good employee is expanding and taking advantage of the "open door" policy.

Doors are BOTH entrances and exits. There is opportunity on BOTH sides to take advantage of having an "open door." Let's take a step back, and ask ourselves, as people (whether you are a supervisor OR an employee being supervised), what does YOUR door look like?

(Left picture provided by h-k-d and right picture provided by roboppy on flickr through creative commons license.)

As supervisors, here are 5 things that we can do to encourage better communication:

1. Set aside time for each individual employee, and meet with them consistently. This could be a weekly, bi-weekly, or monthly meeting. Whatever works best for you & your employee. Don't let too much time pass between meetings. I recommend one-on-one meetings at least monthly, if not more often. Always let you employees know when the next meeting is, so that they are not surprised or scared when you request a meeting.
2. Discuss all kinds of topics during your one-on-one meetings. If you are just starting out with a scheduled one-on-one meetings, keep the topics light and positive so that you can establish an environment to encourage communication. Topics can range from goal oriented topics, like the previous week's leasing activity compared to the goals, to discussing upcoming educational opportunities, to working on a spreadsheet together or encouraging them to attend upcoming networking events.
3. Listen at least as much as you are talking. Conversations are 2-way streets! Make sure to ask your employees for their input, their ideas, give them opportunities to express them, let them make decisionsm and support those decisions.
4. Let you employees know that if they have something to discuss in between meetings, they are always welcome to stop by (or if you don't office in the same building) to call at anytime.
5. Every once in a while, monthly or quarterly, take your employees offsite or out of the building. Do a breakfast or lunch meeting. These "once in a while" meetings can include other members of the team - but keep it small, so that there is still opportunity to talk and listen. We all love taking a break from our normal environment!

Remember: These are ways to encourage and establish that your door IS truly always open to your employees. Spend quality time with them, learn about them, mentor them, and watch how much your employees will give and succeed in return!

If you are an employee and would like to have the kind of relationship described above with your supervisor, don't fret. You can take advantage of the "open door" policy too! Especially if you are a new employee, it is extremely  important if your supervisor hasn't spent much time with you, for you to find ways to spend time with your boss. It is extremely important to your success to know what the expectations are, how you are doing, and what you can do to succeed or improve. Here are 5 things we can do to be better employees and encourage good communications with our bosses:

1. Communicate with your supervisor that you would like to meet with them to discuss your progress. This could be progress on a recent assignment or a weekly assignment like your weekly leasing goals, this could be progress towards the goals outlined during your last performance review. If there aren't any recent assignments or reviews to discuss, let your boss know that you are in the process of setting goals for yourself, and would like their input. Whatever the case, make your case to meet with your boss.
2. During your meeting, keep topics light and positive. Find ways to give your boss the opportunity to know you. Discuss your goals, bring up educational opportunities that might be coming up, etc.
3. Listen as much as you are speaking. Don't just hit them up with a long list of demands YOU want for YOURSELF. Ask for your supervisor's input. - Whether you are setting goals for yourself, or wanting to attend an upcoming class, ask your supervisor what they think, bounce your ideas off your supervisor, find ways to engage your boss in your progress, and in your success. If you ARE making a request for something, find ways to tie your requests back to a company goal, talk about what the benefits are for you supervisor and the company.
4. Especially if you are new, or working on a new project, get permission from your supervisor to come back after the meeting if something comes up that you would like to discuss with them. 99% of the time, your supervisors will say YES! - However, always get their permission to set the stage for you to come back and discuss anything.
5. Know that communication, like doors are 2 ways. YOU have the ability to improve the communication and relationship YOU have with YOUR boss.

Whether we are supervisors or employees, ask yourself, is your open door really open door?

Don't get it? RENT SODA. GET IT!

-Daisy Nguyen in Minneapolis, Minnesota MN

Daisy Nguyen is owner and CEO of RENT SODA, a business, operations and marketing consulting company. Become a FAN of RENTSODA, connect on LinkedIn, FOLLOW RENT SODA on Twitter, visit her website, RENT SODA, or read the blog, RENT SODA, Don't Get? GET IT! for more information and regular blog entries.