First of all, there’s just something about communications that’s harder than it should be. Of all the skills we develop as leaders and professionals, communicating is one that we’ve been practicing since birth. And yet it often gets in our way, causes stress, and leaves us at a loss. I found extremely useful advicefrom Guy Farmer blog. We too frequently miscommunicate, obfuscate the point, cause an unintended reaction, or avoid a messy discussion altogether.
As kids, we played the game of telephone and thought it was funny to hear how the original message changed as it was passed along from one person to another. In business, no one laughs when communication fails, and projects and teams fall apart as a result. Direct and clear communication is the key to success.
It’s much easier to understand what other people are saying when you’re not talking, thinking of the next thing you’re going to say or how you’re going to defend yourself. It’s very difficult to accurately grasp what other people are saying if you’re talking at the same time they are.
Most common mistakes ever
We make assumptions. This is a big mistake that we are all guilty of at times. We assume we know the way someone else thinks or feels, and therefore, we don’t bother to fully explain or to ask questions to find out their opinion. We end up jumping to conclusions that can result in miscommunication, hurt feelings, and distrust. I have witnessed this contribute to lost sales and relationships.
We don’t listen. Listening is paramount for good communication. If we are talking just to hear ourselves talk, that’s a monologue not a conversation. Active listening requires a focused effort to hear what the other person is saying and perhaps what they are not saying.
We rely on email, chat or tweets when face to face communication is appropriate. There are some conversations that must be held face to face. Sending an email or tweet to someone in hopes that they will understand your message and intent is not productive and can often lead to misunderstanding.
Presenting without complete understanding. Many employees report that their managers and executives present information and ideas that are either extraneous or irrelevant, because they don’t really understand their circumstances.
We don’t think before we respond. How many times have we said something we later regretted because it was an emotional response and we did not give ourselves the time to calm down? Quick emotional reactions are usually a mistake especially in the business environment. The purpose of the communication gets lost and what we end up remembering are the emotional consequences.
Effective communication is an amazing tool that can help us create wonderful workplaces where people actually get along and work together more smoothly. Imagine getting more done by saying less and connecting with people in ways that make everyone happier. Effective communication helps us not only relate better to each other, it also helps us do more with less effort.
Effective Communication Tips
Practice excellent conflict resolution skills. Brainstorm with the other person to get some ideas on how to deal with the issue at hand and agree on a solution that works for both of you.
Set up an atmosphere for communicating. Everyone gets to say what they want, nobody is punished, everyone is safe to say what they want with no fear of retribution.
Listen First, Speak Second. Every presentation, every conversation, and virtually every other interpersonal communication should begin with questions that enhance the speakers understanding of the other person (or group). Admittedly, this rarely happens. Most speakers and presenters are so focused on THEIR message that they forget the real priority is the other person.
Listen actively (and listen again). It’s amazing what you learn when you are not talking.
Keep it simple. Say what you mean, say it briefly and constructively.
References:
1. Encourage Open Communication:
- Create an environment where team members feel safe expressing their ideas, concerns, and feedback.
- Implement regular team meetings and one-on-one check-ins to open lines of communication.
2. Use Clear and Concise Language:
- Avoid jargon and overly complex terminology unless necessary.
- Be direct and to the point while remaining polite and professional.
3. Active Listening:
- Practice active listening by paying full attention to the speaker, acknowledging their message, and responding thoughtfully.
- Avoid interrupting and ensure you understand the message before responding.
4. Feedback Culture:
- Foster a culture where constructive feedback is encouraged and accepted.
- Provide feedback in a respectful and helpful manner, and be open to receiving feedback as well.
5. Leverage Technology:
- Utilize collaboration tools and platforms that facilitate clear and efficient communication.
- Ensure everyone is trained and comfortable with the communication tools being used.
6. Clarify and Confirm:
- Repeat or paraphrase important points to ensure understanding.
- Confirm action items and next steps at the end of meetings or conversations.
7. Non-Verbal Communication:
- Be mindful of body language and non-verbal cues, as they can significantly impact how messages are received.
- Ensure your non-verbal communication aligns with your verbal messages.
8. Written Communication Skills:
- Proofread emails and written documents to avoid misunderstandings.
- Use bullet points and headings to make written communications clear and easy to follow.
9. Cultural Sensitivity:
- Be aware of and respect cultural differences that may affect communication styles.
- Adapt your communication approach as needed to ensure inclusivity and understanding.
10. Conflict Resolution:
- Address conflicts promptly and constructively, focusing on the issue rather than the person.
- Seek to understand all sides of the issue and work collaboratively towards a resolution.
11. Training and Development:
- Offer training sessions on communication skills and teamwork.
- Encourage employees to participate in workshops and seminars to improve their communication abilities.
12. Establish Communication Protocols:
- Define clear protocols for different types of communication, such as when to use email vs. instant messaging vs. meetings.
- Establish guidelines for response times, information sharing, and meeting conduct.
13. Lead by Example:
- Demonstrate effective communication practices in your own behavior.
- Leaders should model the communication standards they expect from their team.
14. Regular Feedback and Adjustments:
- Regularly solicit feedback on communication practices and make adjustments as needed.
- Acknowledge and celebrate improvements in communication within the team.
By implementing these strategies, you can work towards building a more communicative and collaborative workplace environment. Remember, improving communication is an ongoing process that requires commitment from all team members.
Summary:
Last, but not least, our employees (and other professionals) evaluate us much in the same way our clients do. How we communicate says a lot to the outside world about the way we do things. Your first exposure to these ideas may seem a little overwhelming at first, but you’ll find that if you focus on them one at a time, letting yourself improve your communication efforts gradually, you’ll eventually develop an exceptional ability to communicate in a clear, concise and relevant manner you can be proud of.
