If we learn to effectively communicate in our work we better serve all those impacted by our organization. Here are a few strategies to reflect on regarding your own communication skills and how well you use them at work.
1. Give Your Undivided Attention. Whether you're in a group meeting or with one colleague, offering your complete focus to those you're with will greatly improve how you're received. How often have you been in a conversation with someone who kept looking at their smartphone or elsewhere while talking or listening to you? Lack of focus devalues the conversation causing people to tune out. Maintain eye contact during conversations and meetings, and put all other things aside to visually convey your focus and encourage each individual to stay present.
2. Take Time to Listen. Don't monopolize the conversation. After a while, people will start tuning you out and your message will be lost. Be frugal with your words, avoiding fluff and fillers. Pause after important points to take questions or check for understanding. This will help your staff members feel that they play an active role in the conversation.
3. Be Mindful of How You're Communicating. Your words are only a fraction of the message you relay to people at work. Your body language and tone influence how you are perceived and contribute toward the effectiveness with which your communication is received. Maintain a relaxed stance and facial expression while speaking with co-workers. Rest your arms by your sides rather than crossing them over your chest as this is a defensive posture. Make eye contact, smile when it's appropriate and nod your head affirmatively while listening.
Remember that social media is never an appropriate venue for voicing concerns about the workplace or your co-workers. All concerns should be addressed in person with individuals in a professional manner.
4. Follow Up in Writing. No matter how compelling your meeting was, it's probable that those in attendance will not remember everything that was shared. Prior to the meeting, designate a person to take notes. Assimilate this information into a bullet-pointed email to send to your team as a follow-up and refresher. Short, concise notes will keep important information fresh in people's minds.
5. Inform and Inspire. Communication is a form of information exchange. Explaining and clarifying your thoughts and ideas is important. Communication efforts can also inspire your team as much as they educate them. Plan ahead for meetings and conversations so you can effectively mix information and inspiration. The more everyone on the team feels that their words and work are valued the more the team can collaborate successfully.
