6 WAYS TO MASTER COMMUNICATION AT WORK
Communication is a topic that’s always discussed in the world of sales and customer service, but how about in the workplace?
Are you developing your internal communication skills just as much as your external ones? If not, are the speed, efficiency and success of your projects being hindered because of it?
Communication is more than just having the gift of the gab — it's active listening, collaboration and empathy. It essentially comes down to whether building relationships with those around you is a priority or not.
It's not limited to customer-facing roles; it's essential for everyone who works in an organisation. Every single day you interact with different colleagues, teams and departments, and how you communicate with them can dictate the success of your work.
THE BENEFITS OF GOOD COMMUNICATION
Good communication reaps the benefits of:
IMPROVED EFFICIENCY
Tasks and instructions will be understood correctly which reduces errors and wasted time.
ENHANCED COLLABORATION
You’ll create opportunities for teamwork and collaboration, leading to better problem-solving and innovation.
STRONGER RELATIONSHIPS
Trust, respect, and rapport will come as a result which creates a positive and supportive culture
INCREASED PRODUCTIVITY
When communication flows smoothly, information is shared promptly, decisions are made efficiently, and projects are moved forward without unnecessary delays.
BETTER CONFLICT RESOLUTION
Good communication allows for open and honest conversations, enabling conflicts to be addressed and resolved constructively, minimizing disruptions to workflow and relationships.
CLEAR EXPECTATIONS
When communication is clear, employees have a better understanding of their roles, responsibilities, and goals, which leads to improved performance and accountability.
ENHANCED FEEDBACK
Good communication invites helpful feedback, whilst giving you the ability to give it to others. This won’t just help your growth but the growth of the whole team.
IMPROVE YOUR ACTIVE LISTENING
Listening is a vital component of communication.
The first way to implement this is by simply not interrupting.
When someone is speaking, let them get their point across. Not only will this show you’re paying attention, but it will help you pay attention. So when it comes to your chance to respond, you’ve had time to process what they’re saying and construct a response that is empathetic, relevant and leads to an effective end to the conversation.
You can also:
Pay attention to both verbal and non-verbal cues
Ask questions to ensure clarification
CHOOSE THE RIGHT COMMUNICATION CHANNELS
Not everything needs to be a meeting.
Different situations call for different communication methods. If it’s a quick question, drop a message. If you need to say something very particular, or it contains important information, write it in an email. If you need a back-and-forth conversation, give them a call or chat in person. If it’s a complex or sensitive topic, definitely set up a meeting.
This may vary depending on your relationship with the person, as well as if the request is urgent or not, but always think these things through.
BE MINDFUL OF YOUR TONE AND BODY LANGUAGE
The way you deliver your message can impact how it is received.
Maintain a calm and professional tone, keep patient and refrain from snapping back. And also be aware of your body language. Keep eye contact and have an open posture.
People will remember whether you were distracted, aggressive, or standoffish in a conversation. You’ll be far less approachable to team members and this will lead to a clear disconnect when trying to collaborate or receive information from them.
FOLLOW UP ON CONVERSATIONS
Never assume that you’ve been fully understood.
After discussions where points or instructions were made, follow up with a summary email. It’s never a bad thing to put stuff in writing. It’ll help the person you’re speaking to gain clarity, whilst giving you something to refer back to later.
If needs be, arrange a quick check-in to see if the person understands anything or has any questions or concerns.
TAILOR YOUR COMMUNICATION STYLE
Not everyone communicates the same.
To build true relationships with those around you, you have to be able to read their personality and adapt your communication accordingly. Some colleagues may prefer (or respond better) direct and concise communication, while others may appreciate more context and detail.
Not to mention, as you develop relationships with people, it’s natural to become more informal with your approach. Of course, you don’t want to get too comfortable to the point of being unprofessional, but building bonds builds trust and respect with others – something that can make an impact on communication.
IMPROVE EMOTIONAL INTELLIGENCE
Without emotional intelligence (EI), you’ll struggle to not just build, but maintain relationships with your colleagues. EI is broken down into 5 components:
1. SELF-AWARENESS – you’re aware of your emotions and how they impact others
2. SELF-REGULATION – you control your emotions
3. MOTIVATION – you’re motivated and you motivate others
4. EMPATHY – you put yourself into other people’s shoes
5. SOCIAL SKILLS – you communicate well and build rapport
Empathy is one of the biggest aspects of this. Communicating with empathy gives you the ability to understand different perspectives and emotions, so when it comes to speaking with people, you’ll know how to phrase things, as well as what actions to take.
If it’s clear a team member is struggling with a heavy workload, don’t add to their stress. Offer support and reassurance instead. This won’t just help people feel valued, but it’ll encourage teamwork and delegation of tasks to ensure everyone is working efficiently.
- Written by Oliver Howson
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