Effective Communication in the Workplace

Have you found that your communication skills seem to fall flat in the workplace? Do your motivational speeches end up boring your audience-or worse, scaring them? Here are some quick tips to help you facilitate better communication between you and your co-workers or employees:

First, be careful when using metaphors with clients or co-workers. You may think using them helps you relate better to your audience, but too many employers like to use metaphors involving "conquering the enemy", an aggressive tactic that can backfire if your audience is interested in expanding a product line more than warfare. Such language enforces an image that may seem bloated and self-serving, two things you don't want connected to your company. When in doubt, use clear, positive language and sincerity to get your message across and relate to your audience.

Next, always try to follow up on your promises, lest they become seen as empty and meaningless. This will foster negative feelings towards you from others in the workplace. Fulfill your promise as best you can, or else explain why you attempted and failed. Simply making a promise, then doing nothing will ensure that no one takes you seriously.

Realize that it's okay to be frank about the possibility of failure, fine-tuning of projects that may need to be completed, or other problems the company needs to work on. Let your employees know that mistakes are human, and will be inevitable but not insurmountable. When undergoing a transition, let everyone know what it's going to mean for the company and why you've made the decisions you have.

Perhaps the most important part of being an effective communicator is being an effective listener. Good listening is an art not enough people pay attention to anymore in today's self-absorbed world. Listen to what the person who's talking is saying, and try to keep an open mind to ideas that you may disagree with. Show your understanding of the person's point by trying to repeat the major points of what they said.

To handle any conflicts that may arise in the workplace, hold small group discussions so individuals can vent their frustrations with a project or co-worker. Let everyone know in advance why you called the meeting. Set the ground rules that will create a safe haven for dialogue. Use neutral language with words like "perception" and "maybe". Make it clear that personal attacks and blame will not be tolerated, nor are they constructive. Identify any common ground or goals, and focus on areas of agreement. Realize that it's okay for everyone to "agree to disagree", as long as they don't take retaliate aggressively.
Try to avoid reacting to something negative someone says, and respond in a more pro-active, positive manner. Responding carefully instead of reacting emotionally takes a lot of discipline, but ultimately allows us to communicate more effectively. You have a responsibility to be an example in your company. Figure out what actions or words press your buttons, and make a strategy to help you stay calm when others push them.

Too many people soften feedback in order to avoid confrontation. While it's important to be respectful of the person you're giving feedback to, it's also important to give specific examples that illustrate your critique. Explaining what the person did wrong rather than just telling them they messed up will go a long way in correcting the problem. Also, don't forget about positive feedback. Far too often employers are quick to give negative feedback, but forget to tell they employee what they've been doing right.

Periodically hold meetings including employees from different areas, and encourage contributions from everyone. Be sure to ask employees to e-mail you with ideas for doing things more effectively, and respond to any questions they might have. A wall designated specifically for the free exchange of ideas and issues will encourage active participation in the workplace, and will ensure that the top of the company ladder and the bottom are communicating more effectively.

Lastly, let your employees know how their efforts are holding up to their performance goals, and how those efforts are supporting the total picture of the company. You need to be honest in this situation, so you and the employee both can benefit from the communication. If the employee doesn't see you every day or have regular contact with you, it's up to you to create the opportunity to do so. Sincerity and personal interaction is preferable, as it gives more meaning behind the more impersonal forms of communication such as phone or e-mail.