When everyone on a team knows who to speak to and who makes decisions, things run much more smoothly. That’s why it’s so important for managers to explain the lines of communication and authority early and clearly. Without this, messages get lost, decisions get delayed, and confusion creeps in.

Start by explaining how information should flow. This means helping team members understand who they report to, who they can go to for help, and how updates and feedback are shared. For example, you might say, “If you’ve got a problem with a task, speak to your team leader first, then me if it’s still not resolved.” Keep it simple and direct.

Use examples that make sense to your team. Let’s say you manage a group working on a marketing campaign. You might explain: “Creative ideas should go to Emma, our design lead. Budget questions come to me. If you’re unsure who to speak to, just ask—we’ll point you in the right direction.” This shows who’s responsible for what and gives your team confidence about where to go.

Authority levels can be a tricky subject, but they’re nothing to be shy about. It’s helpful—not bossy—to explain who has the final say on different decisions. It stops people second-guessing or going around in circles. For example: “Liam signs off on all client materials, so make sure he’s seen any final drafts before sending them out.”

A good idea is to map out the structure visually if your team is larger or has lots of roles. A simple chart or list can do wonders. But even in a small team, a verbal walk-through at the start of a project helps set expectations and avoid crossed wires later on.

Encourage open communication, but with structure. You might say: “You’re always welcome to come to me with ideas—but for day-to-day issues, please speak to your supervisor first so we keep things flowing smoothly.” This gives permission without creating chaos.

And remember—communication isn’t just top-down. Ask your team how they prefer to receive information too. Weekly emails? Quick daily check-ins? An online messaging board? When people feel heard, they’re more likely to engage.

Lastly, check in from time to time. Are people clear on who to speak to? Are authority levels understood? If not, explain again—patiently and positively. Clarity saves time, reduces stress, and helps your team feel secure in their roles.

In short: be clear, be kind, and don’t assume people already know the structure. A well-informed team is a confident team—and that’s when the best work happens.

This post assists completion of the following unit criteria:

301/ML11 3.1 Explain to Team Members the lines of communication and authority levels