Most of us work in an environment with a proclaimed open door policy but sometimes employees do not feel comfortable entering through this “open door”. But why? Is it because the door is actually closed literally? Is the door open and the manager is closed? Is it both? It’s usually both. Most leaders truly desire an open door policy where their staff feels comfortable talking to them. So what can they do to ensure everyone feels like the open door policy is not just a cliche but it’s really open.

Keep The Door Physically Open as Much as Possible

Seems rather obvious but some leaders keep their doors shut far too much! This sends a strong signal to others that they are too busy  so don’t interrupt. Of course there are times when leaders are on calls or having meetings but if it’s not confidential, keep the door open as much as possible! If a leader is on a call and someone enters into the office, just give them a hand signal of how long it will be so they can return. If the leader has another person in your office and someone pops in quickly, ask how you can help them. Many times, the question may be something the person in your office is curious to know as well. If the question or discussion requires more attention, then just let the employee know when to return. One more key item, keep the door fully open and not partly open.

Acknowledge and Provide Full Attention

Perhaps the door is always physically open but when an employee wants to chat with their manager, the manager keeps typing away on their computer without eye contact or giving their full attention. This sends a strong signal to others that a leader is being bothered and too busy to talk. It’s imperative as a leader to stop doing what you’re doing, make complete eye contact, turn the chair towards the person and give your full attention. Seems like a small gesture, but goes a very long way to ensure the employee feels valued, heard and respected.

Actively Listen

The door is open, we give our full attention but we don’t listen to the employee and we brush them off! Not a positive experience for the employee and probably creates the perception of a closed door policy. As a leader, our best assets are our people and to ensure they’re heard. No matter what the issue being discussed, it’s important to actively listen with a neutral and open mindset in order to provide answers, feedback, explanation, etc without defensive or angry emotions. Leaders set the tone for how their staff interacts with others so it’s up to leaders to exhibit the appropriate behaviors and interactions. Listening is the KEY element for effective communication.

Pop in On The Staff

Perhaps the leader’s door is open but the staff still is not comfortable coming into your office, then go to the staff! When the leader just pops in on your staff, they know it’s OK to reciprocate. From my own experience, I would see an employee walk by my office and call them in just to chat for a minute or two! The conversation wasn’t always business but just to say how’s it going. 

The more a leader can convey their door is open and the leader is truly open, the staff will respond. The open door policy requires the door to be physically open as much as possible so leave it open! It requires a leader’s full attention with active listening and an open mind. Employees are the greatest assets and are the most satisfied and productive when they are valued, heard and respected!