Category Archives: Communication
Technically speaking, communication is the process of exchange of information between two or more communicating entities. It includes the sharing of views or opinions, conveying of information, and listening with the intent of understanding each other. At the root of communication is the human need of expression and good communication results in healthy exchange of ideas or information. Communicating is a daily activity; be it at home, with friends, socially, or in office; we are in communication with someone or the other, throughout the day.
The etiquette for communicating with friends is different from that followed in office. The communication with seniors, colleagues, or juniors in office, as well as that with business clients is of the formal type, whereas we can be informal when interacting socially. The setting and the people we are interacting with, are determinants of the way we communicate. This Buzzle article tells you what effective office communication means, and its importance in business.
Office communication includes that between employees, the employer-employee communication, that in management meetings and business talks, and that with the company’s clients. The interactions between co-workers influence the work environment and organizational culture. The communication with clients has a direct effect on the company’s business.
Office communication can be classified as verbal and non-verbal. The former includes telephonic talks and direct conversations between two or more people. The non-verbal type includes written communication; mostly done via emails. Be it of any type and using any medium, the bottom line is to make it effective. The clarity of thought and expression of the speaker, and the listening and grasping abilities of the receiver, contribute to making a communication effective. Here we look at two common ways of verbal and written office communication; telephone and email.
Communicating over the Telephone (Verbal)
While conversing on phone, remember to start the conversation by introducing yourself. Tell the receiver your name and the purpose of your call. Don’t forget that you are taking his time.
Keep your conversation brief and precise. Make your point without wasting time, which is to say come to the main topic quickly.
A conversation over the phone does not involve face-to-face communication because of which body language (hand gestures or facial expressions) do not support it. The exception to this is a video call where the people in conversation can see each other.
Respect the age and position of the person you are talking to. Even if you are not seeing each other, your tone and volume should reflect your respect.
And even when talking to someone younger or lower in position, you should not be rude.
Do not end a call abruptly. Make your point, give the person on the other side a chance to respond, and end the conversation with a suitable farewell. Thank him for giving you his time.
If the person you want to communicate with, isn’t reachable, leave him a message. Here again, be clear and crisp. If the point to be conveyed is small, include it in the message itself. But it is always better to request him to call you back. To make it easy for him to reply, leave your contact number in the message.
If you are on the receiver’s side, be prompt in replying to unattended calls. It could be something important or urgent. So ensure that all the unanswered calls are responded to.
Electronic Communication (Written)
In case of a phone call, there is immediate feedback and it’s almost like communicating face to face. Many find it easier to communicate verbally than in writing. Email communication lacks these attributes. Of course, it has the advantages of written communication and people sitting in different parts of the world (different time zones) can communicate easily through emails. Also, accent problems that may be faced in a telephonic communication are eliminated with emails.
Start the email with the right salutation. Considering the position and age of the receiver, refer to him or her as Sir/Madam. Ensure that you are spelling their name right.
Phone calls may or may not be recorded, but email communication is in the written form. Words may be misinterpreted, and there is no chance to explain what was perhaps misunderstood. For example, in a phone call, the person on the other side can ask you to explain your points in simpler words or quickly tell you if he is not getting your point. This does not happen in case of emails. There is a time lag, and it is when the other party replies to your email, that you know if he has understood your point or not.
For written communication to be clear, be precise and make a thoughtful use of words. If the email is long, give it a flow by distributing different ideas across paragraphs or in separate points.
Remember to run a spell-check and proofread your writing. Do not make grammatical mistakes. Errors in writing can spoil your impression.
Maintain a formal tone throughout the email. Be courteous in your writing.
End your email in the right way. Thank the receiver for reading it, and if you expect him to respond immediately or before a certain date, mention that in a polite way.
When replying to emails, the same rules should be followed. If the email needs you to respond within a certain time period, you should remember to reply in time.
The ‘forward’, ‘cc’, and ‘bcc’ options should be used carefully. If you need to keep someone in the loop about the communication, it is recommended that you send him/her a copy of your email.
This may sound basic, but it is important that the email is sent to the right people. The email address should be checked twice before sending the email.
Communication Within Office
Understand and accept the fact that people around you come from different educational and/or family backgrounds, and belong to different age groups. You might have to adopt different ways of communicating with each of them.
Your way and tone of communication impacts your relations with the co-workers. A healthy communication contributes to a positive office environment.
In assigning work and getting it done, you may have to tackle different people in different ways. Also, you will need to be clear about what work needs to be done by them and in how much time.
The right use of words is essential. Strictly, no personal comments should be made. During meetings too, discussions should be related to work, and not people.
If you are given the responsibility of conveying a management decision to the employees or your team members, you should be precise and leave no scope for doubt in their minds. You should be clear in the communication and also be ready to solve their queries.
Communication Outside Office
This mainly includes the communication with business clients, that during business negotiations or in contracts, and that with vendors. In all these, a third party is involved and you represent your organization.
Any communication involving a party outside office has to be handled carefully, as it can affect the impression of your organization or the business as a whole.
You may need to be extra-polite when dealing with clients, listen to their concerns, and show the preparedness to address them. You should be ready to listen to their complaints about your organization and keep your calm while doing so.
It should be remembered that you are communicating on behalf of your organization and that you should reflect the ethics and culture of your business.
Be it verbal or written, use of the right words and the right tone, coupled with clarity of expression, go on to make any communication effective.
In order for a process to work most efficiently, there should be proper communication within related entities of any system such as at the workplace. Basically, there are two types of concepts in the world of corporate communications namely, upward communication and downward communication. Owing to the significance of communication, the management is conducting specific training sessions on communication skills and strategies and encouraging employees to attend. If the management needs to determine the expectations of employees, they need to consider proper channels for communication up the hierarchy.
What is Upward Communication?
In a company, only passing orders from managers to subordinates is not important. There should also be a flow of information from employees to the top-level managers. Upward communication is termed as the flow of any kind of information from lower levels in the hierarchy to the upper ones in a company. So, the channels of information would typically be: Executive > Team Leader > Project Manager > Program Manager > Practice Director > Director > Board of Directors. A proper flow of information from ordinary employees to the higher management aids in clear communication, which is better for carrying out any task. In other words, healthy communication aids in bridging the communication gap between employees, managers, and the top management.
Upward Communication Barriers
Time and availability can be a major barrier in this type of communication. An employee may presume that his line manager or the top management won’t have time to address to his piece of information or be concerned due to a busy schedule. Another barrier to clear is modification of the actual information due to some reasons. Many a time it happens that the information from an employee is not clearly understood by his superior, who in turn misinterprets it to the management. This might happen due to a lack of attention, time, or using inappropriate means of communication.
Not able to provide feedback is also a barrier to effective communication up the hierarchy. In many cases, employees are not given a chance to provide feedback, which has a negative impact on productivity. Education and level of expertise might in some situations turn out to be a barrier. The sender of the messages might have a different educational background and lower expertise than the receiving entities, which might make receiving or understanding the information difficult.
Cultural differences also may be a reason for unclear communication with higher management. Employees may not communicate with their superiors and the management because of a difference in values, language and background, which is mostly found in cross-cultural teams in multinational companies.
Overcoming Upward Communication Barriers
To eliminate the barriers of good upward communication in the workplace, there are some considerations the management can focus on. The first one is that the management should make sure to ask feedback from employees present in the chain of communication. This will make employees feel that their feedback is being given importance to. This will eventually lead to better employee participation in project completion.
The management should increase the channels of communication for employees. Employees should be encouraged to participate in meetings with top officials for clarification. For employees to be open regarding their views, the manager should have a good relation with them. He should communicate with them on a regular basis which will create a sense of togetherness and openness. Managers should be trained to handle people from different cultural backgrounds. This will rule out the problems arising due to employees being from different cultures.
Corporate parties and team building activities are good methods of encouraging employee participation. Suggestion boxes and graffiti walls are another creative techniques of creating a clear line of upward communication. While addressing to the concerns of employees, managers need to ‘listen’ instead of ‘hear’. This will rule out the chances of the information being altered in any way.
There are many advantages of upward communication such as boosting employee morale to improve productivity, being aware of what employees expect, and improving decision-making processes. It is a proven fact that proper communication at all levels has reduced workplace conflicts and increased employee productivity considerably.
Effective communication is not only important in your personal life, but in your professional life as well. If you are currently employed, it’s very obvious that you spend a major part of your day in the office. To make sure you are doing your job properly at your workplace you have to communicate effectively to put your views and thoughts forward. Having effective communication skills is very important as it is the key to where you want to reach in your life. Communication has the power to build or destroy relationships; your words will have an impact wherever you go. This goes without saying that people who are good with talking always are the first ones to get noticed everywhere. This article on having good communication skills at work is especially for people who want to get out of their shell of shyness and want to speak effectively in front of an audience.
Improving Communication Skills at Work
Having effective communication skills at work is very important to establish a healthy relationship with your co-workers, subordinates and superiors. People who know how to talk know how to work things in their favor most of the time, this doesn’t mean that being shy is a crime. People can be shy for various reasons, some have a withdrawn personality, some are just insecure, most of us think that we are not good at socializing and some just find it very hard to express their feelings. The sad part is that being shy means being left; if you don’t open up, don’t talk, don’t share your ideas and be antisocial your communication skills will suffer. You’ll always be the last guy/girl at everything. If you don’t want end up like that let’s know how to have good communication skills at work.
If you really want to have good workplace communication skills, you need to have clarity. Be very clear about what you want to convey with your words or sentences. Using ambiguous words and statements can create a lot of confusion and mess up the situation. While having a conversation, it is very important to know what are you saying and how your talk is affecting the opposite person. The conversations that you have with your co-workers and your clients has to be very different.
Say What You Want to Say
Don’t beat around the bush while you’re conversing with someone. This is a professional environment and people have no time for such casual attitude, be direct with what you want to say. Your clients, your superiors and the people working with you will be very appreciative if you could be direct and concise. If you say too much or add some points which are not necessary there’s a chance that the listener will miss out on the most important points.
Maintain Good Eye Contact
Many people are scared to look in the eye while conversing, this is actually wrong and such kiddish behavior should be avoided. While conversing with anyone, it is very necessary that you have good eye contact with your audience, whether it’s a group or one person. You don’t have to scare them with your eyes, use them to convey your opinion and to show how serious you are about the topic.
Avoid Being Personal
As I’ve mentioned before its good to be direct and to the point, although you should be careful of not being rude and impersonal. Remember that you’re talking to breathing people and don’t forget that they have feelings. While conversing with anyone in a professional environment, it’s good to be passionate about the job and let the opposite person understand how important this is for you.
Try to Listen
It’s really hard for most of us but a good conversationalist also knows how to listen and understand what others have to say. Communication is never a one way street, even when you speak you need feedback to see how well has the opposite personality has understood your viewpoint. Listen and don’t just nod your head; understand and get involved in the conversation.
I hope the above given points will help you understand how to have good communication skills at work. Its’ good to speak when you want to as the ultimate beneficiary is you in the end, in this race of life it’s not good to be shy always. Speak up well so that people know you exist.
With the number of high profile corporations that function today, and the increased levels of competitiveness in the market, it is important to find ways to keep employees motivated and to keep their morale up at the workplace. To enable coordination and cooperation between various employees, communication takes added importance. Passing messages amongst the people in the office, maintaining effective chains of command, and also keeping track of what’s happening in the lives of fellow employees, are some of its most obvious advantages.
The forms of communication today have transformed from what it used to be in earlier times, due to the advent of plenty of electronic mediums. Despite all these changes though, its significance still remains the same as it ever was.
Importance of Workplace Communication
So, why exactly is it important at the workplace? The answer to this is known to almost everyone, but many people can’t find the right words to express it. It becomes clearer when you understand that every workplace must rely on teamwork and cooperation in order to carry out their work properly. The employees must also stay motivated. Disgruntled employees will never work efficiently, I think almost everyone is aware of that. It is proper communication that encourages and upholds this spirit of teamwork and cooperation amongst the employees. If the employees are friends with each other, obviously they will work better with each other.
This is the kind that stems from necessity, rather than choice. Instructions, orders, guidelines, feedback, and appraisals provided to employees by the employer comprise this . Reporting, feedback, complaints, and sanctioning of leave are the components of communication from the employee to the employer. These channels are necessary for the proper functioning of any office, and if they are not followed in the right manner, the office will be unable to get any work accomplished.
This is the kind takes place between employees, or between the employee and the employer in an informal manner, and about unofficial things. This implies a sense of friendship between the various parties involved. Too much of an informal approach can be harmful to a workplace, but it is true that some informal relationships need to be formed as well. This makes the people comfortable with each other, and produces a sense of camaraderie between the many employees of the workplace. This type also has some drawbacks, as many people choose to gossip a lot and spread rumors about other people. This is known as the ‘grapevine’.
The skill to communicate effectively in the workplace needs mastery over a period of time. This is not something that can be learned overnight. It requires tact, diplomacy, and a little bit of humility as well. If you find yourself lacking any of these qualities, maybe you need to reassess your personality and stop assuming that everyone listens to you by choice. Here are some tips that may help you improve some formal and informal relationships with fellow employees and even your employer.
Be polite and civil with everybody. Don’t be rude or emotional.
Respect the time and space of other people.
Learn to listen, instead of constantly running your mouth.
Be open and flexible, and do not keep a closed mind.
Learn to say no, it will save you from a lot of trouble occasionally.
Don’t get involved in conflicts unnecessarily.
Don’t complain too much, focus on the good parts instead. If you hate your workplace too much, just quit instead of increasing the unpleasantness by complaining.
If you have to meet your superiors, be on time.
Get to know your fellow employees.
Try not to mix personal and professional relationships.
Learn to compromise, and build a network of sorts.
Interaction between men and women requires slightly more diplomacy and tact. The ideal scenario is not to mix your personal and professional commitments, but this is something that cannot be avoided sometimes. There have been many cases where women have also accused men of sexual harassment, when in fact the man was just trying to make conversation. So make sure you get your signals right, and don’t make lewd comments or get personal with the women at your workplace. Learn to treat them with respect and dignity.
Sooner or later, you will begin to see the importance of good communication. You will get to know more people, improve your network of contacts, have a more stable and pleasant experience at work, and also make many new friends along the way.
Delivering an oral presentation is always unnerving, even for the best speaker in the world. Standing in front of an audience and trying to deliver a message through a presentation is what people tend to shy away from, for the fear that the audience may not receive you well. However, so that this doesn’t happen, it pays to know your audience well. Apart from this small tip, there are several other skills that you should acquire if you are required to make presentations often. Whether your audience is large or small, your job is to ensure that they have thoroughly comprehended what you have spoken for the specified time duration, and that they don’t go back with any questions or doubts. Think you can master the art? Of course you can! Here’s how you can develop some very effective oral presentation skills.
What Skills are Necessary to Deliver an Effective Oral Presentation?
An oral presentation requires you to possess some very necessary skills so that it is appreciated and remembered by your audience. Here’s a checklist that you can keep at hand when preparing and delivering any presentation.
Prior preparation is the key to delivering a good oral presentation. How do your prepare? You prepare by following this checklist:
Thoroughly understand the subject of the presentation.
Understand who your audience is going to be: age group, gender, work background, small/large, interest, etc.
Keep small notes to guide you through the presentation.
Determine the length and duration of the presentation.
Keep a minimum duration per slide of the presentation (which should ideally not exceed one minute).
Rehearse the presentation at least once before giving it.
Take deep breaths to tackle nervousness and let confidence radiate through your mind.
Importance of Visual Aids
Providing visual aids with any presentation is essential because it helps tackle several issues at once. A visual aid is important because:
It helps retain the attention of the audience.
It provides a reference to the speaker.
It helps generate interest if supporting images and comprehensible diagrams or graphs are used.
In order to develop a good visual aid, there are some tips you should follow:
It should only have the key points mentioned in bulleted points. Avoid putting long paragraphs on it.
Use a large but simple font so that it is legible.
Don’t use too many unnecessary words.
Use color to distinguish between different types of text and images.
Provide supporting images or diagrams with text, wherever possible or necessary.
Ensure that each slide makes a smooth transition from the previous to the next.
Now it’s time to actually go up there and speak in front of your audience; how do you handle that? Here’s how:
Feel confident and walk in with a warm smile to greet your audience.
Greet them with a ‘Good Morning’ or ‘Good Evening Ladies and Gentlemen’.
When giving your presentation, ensure that you are audible to everyone.
Make eye contact with your audience. It reflects great confidence.
State the theme of your presentation right at the beginning, and keep it concise.
Ask questions to keep them involved. Try to include rhetorical questions for greater effect.
Talk to your audience. Don’t read from notes; only use them for reference.
Body language has a very important role to play in delivery of oral presentations. You can use hand gestures to point out facts on the visuals you are providing, you can walk and talk, and you can be slightly animated for effect. Don’t go overboard with the hand gestures though.
Control the tone and pitch of your voice. Raise the tone when you have to make a significant point or statement. Pause after making such a significant statement, for the sake of emphasis. Tone it down when you are stating general facts. There should be a rise and fall in your tone of voice so that your audience is engaged. Just don’t shout or get very excited while talking.
Talk slow and breathe normally. Voice modulation requires that you breathe properly so that you don’t run out of breath while talking.
Leave room for questions. After every slide, ask the audience questions such as, ‘May we proceed?’ or ‘Any questions?’ These show that you care about whether your audience has actually got the message and are not just in a hurry to wrap up the presentation.
Once you are done with your presentation, clarify your audience’s doubts and make sure you have answered all their questions.
Nothing is more important than practice to make sure that you give a good presentation every time. Also, an evaluation of your performance, the audience’s reaction, and your abilities as a presenter should be made by you yourself after every presentation. This will help you improve on key aspects of your oral communication skills to give better presentations the next time.
Communication has to be the crux of all relations – professional or personal. Don’t you think? Unless you are able to communicate your point of view well enough for the other person to understand, how else will it lead to any action? And though this point seems simple enough, we still find that there are several problems being brought to the fore because people don’t communicate effectively. That is why, there is a need to reiterate exactly what these communication skills involve and to understand how to improve them. Even though a person might be of the firm belief that he/she can communicate effectively, it is still advisable to go through these communication skills in the workplace so that the facts become reiterated. In this following section, we will concentrate on the ways in which good communication skills at work can be brought into the picture.
Improving Your Communication Skills at Work
There are certain key pointers in the list of communication skills which when followed well, will lead to an improvement in the person’s communication skills. Let us review some of the ways of improving communication skills in the workplace in the following paragraphs.
Listen, then Listen Some More
How important is it that you listen, and listen well enough? Really important. Listening allows you to understand the other person’s point of view and what they are saying effectively well. When you listen, you are respecting that person and showing them that what they say is important and that their opinion matters. But when you listen, listen to understand. Repeat and recall what they’ve said so that you know that you really are listening. Do not interrupt the other person when they speak because there is nothing more irritating than that. This is the most important factor when it comes to improving one’s communication skills.
Another effective tip is to try to understand what the other person is going through by empathizing with him/her. When you and him have different positions or different natures of jobs, it can become easy to not consider what the other person is going through. Do not make this mistake. If the other person has done something that you haven’t liked, first try and imagine yourself in that situation and speak to them calmly about what they could’ve done instead.
Talk the Talk
How you speak is also an art. Many times, what you want to say is lost in translation only because it has not been formulated well. So, formulate what you want to say with clarity – think what you need to convey and then form the message in the best possible manner so that it can be understood. Change the pitch and the way in which you talk to make it less monotonous and more interesting. All these techniques definitely help in making the message more clear and there are less chances of miscommunication.
Concentrate on Body Language
..Theirs and yours. Body language is an important factor that you need to factor in. You need to learn how to read their body language so that you know what they are saying, and then you also need to concentrate on your body language so that you can make your speech more effective and strong.
Careful when Criticizing
There are bound to be mistakes when it comes to the workplace, but the ability to understand how to handle that situation with maturity is what matters. Instead of being harsh and criticizing a person for their mistakes, try and tone it down. Criticism can be very difficult to take and if you are harsh about it, the attention gets taken away from the mistakes of the other person to the way in which you spoke to them. Thus, the scope for improvement gets compromised. One useful tip is to use ‘I’ (I really don’t like it when this happens) instead of pointing fingers at them and using ‘You’ (You always bungle up like this).
Own up to Things
Another very important factor is to understand how important it is to own up to things that have gone wrong at your end. This means that you take cognizance of things and admit to the mistakes that you’ve made. This shows your character, and the respect for you will naturally follow, which then leads to an improvement in the communication skills.
Encourage Communication in all Sectors
It is important that the employees are comfortable with each other and are able to communicate with each other on a daily basis. If they aren’t, one cannot hope that they will be able to communicate about other problems as well. When proper communication channels are open to people, it will then transcend to include communication in the workplace. When there is effective communication in the workplace, the varied problems in the different sectors will also come to the fore. One way in which this can be done is to undertake several communication exercises that concentrate on improving the communication styles.
Conflicts and Silence
Sometimes, there can be conflicts which can get to be very ugly. Hurtful things can be said in the heat of the moment which can cause for souring of professional relationships and will thus have an adverse effect on the quality of work. One has to develop the skills to handle a situation well enough, to know what is right and what is wrong. Sometimes, taking a break and keeping silent is the smartest thing to do. One has to learn to distinguish the requirements of each situation and what will work when.
When you work on these and understand how to master them to make the most effect, the results will be clear in the way your relations with the others improve and the positive results that they bring forth. Do not underestimate them at all.
Business communication can be written and oral. But, as we have all learned in grade school, it has to be formal. However, grapevine is a very common style of alternate communication, as well. Here are a few tips that one can follow to maintain efficient communication skills in a corporate. While these tips may be commonly known, seldom do people follow them effectively.
In any business, everything has to be legitimate; it’s a fact. Hence, it is very important to maintain written proof of all communication and correspondence. For instance, in case you are planning on ordering a few sample pieces of a certain commodity, you need to make sure that you send in a written request for it. Often, in the corporate world, simply oral requests work wonders; however, the written words act as an empirical proof. As such, even though the deal was cracked in person orally, it is essential that you send a formal written confirmation of it, as well.
Listening is very important in business. One needs to know the difference between hearing and listening. You need to listen, pay attention, and retain each word and expression that the opposite person may express. Do not be biased while listening; this gravely hinders the conversation. Be attentive and observant. This can be advantageous when you need to remind a person of the interest he had shown earlier or something similar that may work for your benefit. Be a good listener. If you give attention to another’s word, they will respect you for it, hold you in high esteem, and listen to what you have to say with a positive mind.
When you are trying to show a positive response, don’t fret over being direct. It is better to let the person know that you agree before they think that you don’t. However, don’t react till you are completely sure of your answer. If you are undecided about agreeing to certain terms and conditions, then you can avoid giving a response until you are sure. This will not only help you to make better and more informed decisions but also indirectly convey the other person that you cannot make impulsive decisions. Vulnerability can be a major reason for downfall in today’s turbulent times; however, others’ awareness of this vulnerability is more threatening comparatively. So, make sure that you react when you are sure; do not let trivialities allow you to change your mind.
When engaging in written communication with a certain party, stick to unambiguous and definite language. Keep the same policy for conversations, too. Avoid using ambiguous terms, and make sure that you are definite in what you are saying. Also, make sure that you use easy language. Business communication thrives on good interpersonal skills and not good vocabulary. Avoid the use of bombastic words, and stick to simple and everyday terms. This way you don’t intimidate the recipient into having a negative feedback about you. In fact, you make him feel comfortable. This will make you more endearing to him.
Use the industry grapevine to your advantage; every industry has it. It is the source for confidential and timely information. You can plant a few of your own people in the grapevine. This can help you to stay updated with the latest news and whereabouts in the industry in general. More so, you can keep an eye out for possible business, market conditions, and several other details that one cannot control otherwise. Another way to use it to your advantage is to spread the word that you wish to spread. If you wish to let the market believe that you are going for a massive expansion, spread the word through it. It is indeed faster and much more profitable. Another way of having a controlling hand on the grapevine is that in case someone is bothering to spread negative rumors about your business, you can know about it before it spreads too far and wide. You can take preventive and controlling measures in time this way.
Apart from the aforementioned points, there’s a cheat code that can help you to be more perfect than others. All are aware regarding the standards such as Be formal, All telephone conversations should be confirmed via email, etc. These five simple-to-follow tips will help you to gain control over the effectiveness of your business communication.
Communication in the workplace and its importance has been discussed a lot lately, and rightly so, as the advantages are for everyone to see. Communication and its effective use can work wonders in an organization and for this reason, it’s very important that the managers first implement effective communication themselves so others can follow. Managers communicate with varied people in a workplace, and mostly act as a connection between the employees and the employer. In any organization, managers are responsible to get most of the work done and this makes it important for them to communicate properly in order to get work done in time and efficiently. Mentioned below are a few good communication tips for managers that will help them in increasing the quality of their communication and will also help the employees to reciprocate properly.
Useful Communication Tips for Managers
All managers should be confident when they communicate with their employees so that they come across as people who know what they do, and do things right. Confidence will also help in being sure of yourself and your decisions. Managers who are confident don’t mumble or stammer when they talk, and have their answers ready at all times. When you’re asked a question, you should be confident while giving the answer so that the other person is assured that what you’re saying is right.
Being a manager, it’s important that you talk in an authoritative manner so that you sound more commanding and the employees respect you. While communicating with your employees, you have to understand that your authority shouldn’t be misunderstood. A person with authority can be gauged immediately, from the way he/she talks and holds himself/herself. For example, when you speak, start your sentences with I want this to be or Get that thing done.
Knowledge of Skills
To be efficient in your communication with employees, it’s important that you have complete knowledge of all the methods and styles of communication. A manager should always be more informed about everything, as this will also do justice to his position. You should know how to communicate verbally, and also in written. You should know the etiquette of formal and informal communication. If you don’t, you need to learn them as soon as possible.
Good Body Language
A manager’s body language speaks a lot about him and thus, it’s important you maintain a perfect one. Body language is capable of communication, a lot without your knowledge at times. This makes it important that when you’re in office you dress in proper formal attire and your body language too, is never casual. A casual body language will be perceived in a totally different light by your subordinates or colleague which would eventually affect the communication between both.
Importance of Communication Skills
The list of good communication tips for managers will not be complete without the mention of this tip. As a manager, you need to understand the importance of communication skills from everyone’s perspective and not only yours. Once you understand this, you will be able to communicate even more properly than before. This will also help you to make optimum usage of your communication skills. If you don’t know the importance of these skills and use them only because you need to, it’s going to affect badly on your position and authority.
Now that you know these good communication tips for managers, start implementing them in your communication with employees. After you do that, you will certainly understand the advantages of effective communication skills and how they can help any organization, big or small. Communication is highly underestimated in the professional world today but this picture is soon changing. Make sure you’re ready for it, when it does.
Studies reveal that most of the employees who give an exit interview after resigning, state that the reason behind their leaving the current company is a ‘bad boss’! Now if you ask yourself the question as to who exactly is a bad boss, your answer will definitely include, ‘a person who has no sense of communicating in a nice manner’ or ‘a person whose body language and vibes are demoralizing’. Of course, there would be a billion other reasons as to why you dislike your boss, but one of the main reasons would be poor workplace communication. Although leaving the company is too big a step, even for people who are working in an organization, poor communication in the workplace can lead to a lot of misunderstandings and delays which can prove to be a barrier in the overall growth and achievement of the company. Which is why it is very important for the management to emphasize on the importance of effective communication within the management and the employees.
Tips for Good Communication in the Workplace
Believe it or not, a healthy workplace environment in an organization is possible only when it has incorporated some effective tips of healthy and clear communication in the workplace. This is only possible if the management takes some necessary steps towards developing a cordial and friendly atmosphere in the organization through proper techniques of effective corporate communication. Some useful tips are mentioned below.
Approachable Body Language
The reason why most of the subordinates find it difficult to approach their employers or bosses is because they get a negative or unapproachable body language from them. Communication is a two way process, so if you don’t give friendly vibes through your body language, there will always be this sense of hesitation and gap when it comes to clearing doubts and concerns through communication. Therefore, it is very important to have a body language that makes the employees feel comfortable.
Call a Face-to-Face Meeting for Important Matters
Another classic example of poor workplace communication resulting into poor outcomes and results is conveying important messages through e-mails or in other ways. What if there are concerns and doubts regarding the same? What if someone missed on getting the message? Another point to keep in mind is that if you need to praise someone for their contribution, sending an email centrally or putting it on a notice board is a great idea as it encourages the employees. On the other hand if it is a sensitive matter that needs to be addressed, especially to a single employee, then calling a face to face meeting is a better option. This gives the employee an idea that you respect his/her privacy.
Give Ear to Employee Concerns and Feedback
Communication is a process wherein just receiving information isn’t enough, one must also be opened to receiving a valid reply or feedback assuring that the message is received in the same sense as it was intended. Therefore, if the management has the right to send across information, even the management should be open to receive the feedback, doubts and related concerns of the employees. This means it is also important to be a good listener rather than just putting across one’s orders.
Build a Personal Rapport with Your Employees
You all would agree to the fact that we tend to give our 100% and tend to feel more comfortable in an organization wherein there is a personal comfort and a sense of belonging! In order to develop that sense of belonging, it is important to build a personal rapport with the employees which can be done through talking about personal goals and objectives, or may be arranging informal events so that the management and the employees can spend some time on a personal level.
Involve them in Important Meetings and Organizational Events
Make the employees feel that you consider them to be an important part of the management so that they in turn can feel emotionally connected with the organization. This can be done by involving them in some of the important meetings and discussions and take their opinions and advises into consideration. You can also give due recognition to employees that have come across some revolutionary idea that has proved to be important in the organization.
Be a Guide, Help, Motivator and a Friend
Many a time a simple line of motivation by your boss becomes an instant boost, while a demoralizing word can completely shatter all your enthusiasm. Therefore, in order to establish a healthy and effective two way communication, it is important to be open in your body language and words and send across a message that you are there to help the employees, to motivate them and to be there as a friend and a support. You need to build a trust so that the employees can rely on a trustworthy employer when it comes to their overall growth.
It is only through these tips that one can eliminate unnecessary hurdles and barriers towards the smooth functioning and growth of the organization. So make sure that you start communicating effectively right from the beginning to achieve success in building relationships and a successful workplace environment.
We send and receive innumerable emails and letters. Gone are the days when we would take time to sit down and write a letter. Besides phones; emails, text messages, social media, etc., are some of the quick ways of communication that have replaced the letters. Still, there are instances when you need to draft a letter or an official email. In today’s modern world, where people don’t have time, we use shortcuts. However, we cannot take these shortcuts all the time, at least when writing official letters. It could cost us our jobs. Hence, the nervousness while drafting a letter.
Letter writing is one of the various forms of communication that you use. For whatever reasons letters or emails are written, the purpose is to either provide some information, to document a fact, or to request something. If the reader does not understand the reason of your letter, there will be no effective communication. The purpose of communication will be lost. Many times you write a letter to a person, like a prospective customer, whom you want to close a deal with and have not yet met. It is very important that you write it well so as to make a positive first impression. There are certain points that you need to remember and mentioned below is a guide which will definitely help you in writing.
The audience is the person(s) to whom the letter is written. It could be your manager, friend, client, or a prospective client. Depending on who will read the letter, you will need to decide its tone. With your manager and your clients, prospective or existing, you will use a formal tone. If you are writing to your friend or family, naturally you will use a relaxed and friendly tone. The format will be formal for official letters and casual for unofficial ones. It is very important that you use the correct language for official letters. You should also use the appropriate greetings and sign-offs.
Remember that it is only you who knows the reason for writing the letter. The audience may not know why you have written it, until they read it. Hence, it is essential that you be very clear about the topic. One of the essential good communication skills is clarity. Write it in a simple language and in simple words. Just because you know big words and jargons, don’t use them as they might confuse the reader. Keep it simple and easy to understand. Avoid alliteration and using vague words and loose sentences. Also, do not include quotations in a formal letter.
It makes sense to write a letter that makes sense. But you will be surprised to know that when we start writing, we often go off the track and the reader gets confused. Logic is one of those skills, that you cannot compromise on. It is of vital importance that there be a logical flow in a letter. Whatever the subject, maintain a logical flow of ideas in the corresponding paragraphs. You will find that writing logically also helps you to think logically and you may remember points that you missed out on earlier.
One of the best written communication tip is that less is more. Writing a letter to the point is not very difficult. It is easily achieved by sticking to the main subject and avoiding fillers. There is also no need to write long sentences. If a short letter can convey your ideas, avoid complicating it by beating around the bush. Cover all the facts related to your subject in as small and simple sentences as possible. One of the business communication skills is to never combine two ideas in a single sentence.
Concrete and Correct
The information that you intend to pass on or the subject matter meant to be conveyed to the reader, needs to be concrete and correct. You can’t put across wrong or incorrect information. If you write a letter based on assumptions, it leads to miscommunication. Use specific words and don’t exaggerate. Also be careful and double-check any statistical data that you might want to add. Credibility of the information is necessary.
Complete the sentences in the letter. One of the effective communication skills in business is not to keep the reader guessing about what you want to say. He needs to understand the subject of the letter. Avoid using vague sentences. Follow the subject – verb – object rule. Do not use rhetorical questions in your letter. Use effective sentences and punctuate them wherever necessary.
Considerate and Courteous
Give respect to the reader by applying a human touch to the letter. The tone of the letter should also match the occasion, e.g., if you are congratulating the reader, sound cheerful and vice versa while writing a condolence letter. Never write a letter when you are in angry mood; you may not realize this but your anger can be reflected in the letter through its tone. Use appropriate greetings and sign offs.
For communicating effectively, concentrate on what you are writing. Don’t drift off the subject. Read all the previous correspondence before writing the email or letter. Anticipate obvious questions and answer them.
Never send the letter before proofreading it. Check for spelling mistakes, punctuation errors, and grammatical errors. Re-read it from the reader’s perspective. Correct the tone if required. Read it aloud so that the mistakes can be spotted easily. Read one sentence at a time. One of the secrets is to read the letter or a document from the last sentence, gradually going upwards. This helps to concentrate on the errors and not on the content. You can even ask someone else to read it for you.
Another written communication instruction is to practice it more. Use templates if needed to begin with. Graduate to own techniques as time passes. Understanding the content first and then forming the method to be used is a good strategy to follow. Consider the above tips and you can write good and effective letters.