Maybe sometimes the information seems redundant (About communication, again and again?), but probably most of us are interested in finding the right way to get to the heart and the mind of people around us.
Communication is an essential element in every segment of our life. It is difficult to think of a way in which this does not affect an organization, for example. From day-to-day discussions with colleagues to dealing with customers, effective communication is a must for the success of any business.
Older and newer ideas about communication
In its simplest form, communication is defined as the exchange of information between people, with all that this exchange entails: words, intonation, voice tone, facial expressions, and body language. All of these together send a certain message.
Because we are talking about workplace communication, messages can refer to conveying company goals, reinforcing values, sharing knowledge across the team, and managing conflicts, opinions, and solutions.
Regardless of whether communication skills are your strong point or not, there is always room for better and more efficiency:
Look for models
Is there a type of communication that you particularly like? Either inside or outside the organization? Connect with these people. Ask them for suggestions on how to improve your communication skills.
Note the strategies and resources they used and weave them into your efforts. See Tedx, tutorials, and articles.
There are many courses and training programs aimed at those who want to develop their communication skills. Long or short-term, available as workshops, seminars, or courses. Face to face or online. Individually or in a group. It is up to you.
Look for feedback
Ask trusted colleagues or even your manager to assess your communication skills. Start by asking them to rate your written and spoken communication, separately, on a scale of 1 to 10. Then ask these 3 questions about communication:
What should I continue to do in my communication?
What should I start doing to communicate better with you?
What should I stop doing in my communications with you?
What skill should I work on to improve my communication in this organization?
Don’t stumble into mistakes
You send an email and you are not satisfied with the wording used. You feel like you didn’t handle a phone call very well. You can’t control the redness of your cheeks during a presentation. It happens to the most experienced, don’t give up on the exercise.
Improving communication skills takes practice, and mistakes are an important part of learning and self-improvement in any human endeavor.
Take step by step and reward yourself for even small improvements or gains.
The right time
Have you ever been in a meeting where the boss encouraged everyone to open up? To say what’s on their mind? Great, but it rarely goes according to plan. That’s because the moment you choose to speak is often as important, or perhaps even more important, than what you say.
Choosing when to tell and when not to tell is not treacherous. It means being able to “catch” the moments when what you have to say will be received the way you want it to be. It means having the ability to use the fine tune between verbal and non-verbal communication.
Assume that what you have to say is potentially embarrassing to someone in the group. Might it be better to bring this up privately later rather than talking in front of everyone? Being considerate of others’ feelings can go a long way toward improving workplace relationships.
Or you may simply admit that you are too stressed or upset to communicate effectively. Give yourself time to clean your thoughts and calculate the impact of what you have to say. It could help you avoid some late regrets.
The right words
You can say anything to anyone. The important thing is how you do it without perverting the message and without hurting.
Avoiding sensitive topics comes at a cost. Initially, it might be a relief to avoid any topic that digs deeper. You also ask yourself a lot of questions: Is the topic worth addressing? How will it affect the other? How do I bring it up without hurting the other person’s feelings?
We’ve probably all been in a situation where we’ve started conversations we’d rather avoid. Simply because we don’t want to face the discomfort that follows.
However, research has shown that discussing sensitive topics can improve teamwork, productivity, and decision-making in the workplace. It can strengthen relationships. So maybe it’s worth the initial discomfort of starting awkward conversations.
One thing to do before speaking your mind is to spend a few minutes in self-reflection. Ask yourself what your reasons are. If you are well-intentioned and the information is necessary, then it is good to proceed. But if other factors like envy, and unfair competition interfere with your desire to say something, think twice.
Don’t be afraid to speak up
You don’t need to have the loudest voice, be the best or the most creative orator. It is enough to feel that you have an opinion or that you want to ask questions. Raise your hand. Tell others how you think the organization could increase customer retention, for example.
When you have to communicate in a language other than your native language and you feel that you do not have a very good knowledge of the specialized terms, no problem. Ask for help. The naturalness of I’m not sure how is correct is much more appreciated than clumsy improvisations.
What is successful communication in the organization?
Successful communication is one in which all parties understand the information in the same way. It does not mean that all parties agree with the message, only that the interpretation is unanimously accepted.
Let’s take a look at the reasons why it is good to invest in establishing effective communication in the organization:
Relationships are built and strengthened
Humans are inherently social. Forming good relationships at work makes people happier and certainly more productive.
Gallup research shows that, despite some established principles in recent years, having a “best friend” in the workplace enriches the employee experience.
It encourages collective innovation
In an organization, innovation is based on involving people in exploring new topics, accepting new ideas, and expressing opinions openly. Innovation is, in this case, a collaborative process. A group of people working together to innovate can be the core of any business’ growth.
Ideas improve as they are shared and revisited from different perspectives, so the team must communicate effectively for this process to happen.
Strengthen teams
Open communication is a concept that many companies claim to value. The reality shows that very few achieve it. When all parties are able and encouraged to express ideas and move away from the traditional top-down mode of communication, allowing all voices to be heard, we can consider that there are prerequisites for effective communication that contribute to team cohesion.
Open communication boosts employee morale. If employees are well-informed about the company’s vision and goals, they will feel secure in their roles.
Encourage employee engagement
To lead others, you must demonstrate effective communication skills.
Managers who can convey consistent and non-contradictory information will have teams where people know exactly what their responsibilities are and what is expected of them. Those same managers can develop good relationships with employees who, in turn, will not be afraid to provide constructive feedback in any situation.
Retain employees
Sometimes the difference between a good job and a bad one is the people you work with. Building positive relationships within the team benefits the company in many ways and is especially important as the business continues to grow.
Organizations where people understand they can express themselves courageously, creatively, yet disciplinedly, especially during times of economic challenge and change, are more effective in retaining employees and achieving the desired results.
Every year, communication tops the list of skills required by employers. There is a reason. Communication is what makes our professional and personal relationships improve. It is how we show that we care about others, that we are flexible, and that we can take responsibility for successes and failures alike.
