7 Powerful Reasons to Communicate at Work

To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others. ~ Anthony Robbins

Effective communication is essential to get things done at the workplace smoothly as planned with the expected outcome.  The following reasons support the importance of communication at work:   

1.       To inform: This is the way to update the staff and keep them well-informed of the happenings in and around the company. With the proper information, workers can improve customer services with reliable facts and figures.  Staff will get to understand the company better and be engaged. It is an effective way to build bonds and trust. To inform is to treat the workers as part of a family. 

2.       To clarify: Proper communication at the right time is crucial to avoid confusion and misunderstanding.  When changes are taking place in a company, communicate to reduce fear and conflict.  It is a good way to control the situation.

3.       To motivate: The most effective way to get a commitment from the staff is to motivate them.  Appreciate and value their contribution by expressing praise and compliment. Getting noticed for doing a good job is important to boost their enthusiasm and confidence at work.

4.       To teach: If you want others to get things done as envisaged, you have got to teach and educate them. Let people know what is expected.  Share stories of success to inspire the workers.

5.       To understand: To socialize with your staff better is to get to know them better. Talk to them and listen. It is a fruitful way to connect and improve relationships with fellow workers. It also demonstrates the importance of those people that you engage with.

6.       To ask: To communicate is also to obtain feedback and find out what the staff want and do the right things in the best interest of the staff and the company.

7.       To work as a team: When communication is aligned with actions, it is a powerful way to influence others to achieve goals collectively. When an austerity drive is initiated, senior staff responded with a pay cut, their action will encourage others to watch and trim expenses. 

 Communication works for those who work at it. ~John Powell

12 Effective Ways to Communicate Productively

Communicate

Your ability to communicate is an important tool in your pursuit of your goals, whether it is with your family, your co-workers, or your clients and customers. ~ Les Brown

There are 12 simple ways to communicate effectively and get things done, obtain what you want in life and gain the respect of others:


1. Ask for it: Do not be afraid to ask for what you want. You have to tell others clearly what you really want because others cannot read your mind. You may not get it, but without asking, you don’t stand a chance. It is even more so that you need to ask for your pay raise which you think you deserve. Do not keep inside your heart and regret later that you have not taken the courage to ask for what you want.

2. Acknowledge: Smile and greet people you meet. Say thank you to people who have served you. Write a thank-you note when someone has done something you have requested for. The most important thing is to acknowledge.

3. Clarify: When you are in doubt, seek clarification. Do not assume but be sure of what you are supposed to do. Do it once and for all.

4. Repeat: When you are taking an order, it is a good practice to repeat and confirm the order so that you get things done correctly the first time. You gain the respect of others because you are efficient and you don’t waste valuable time doing things all over again because you have got the wrong message.

5. Get to know: Do not be ashamed to ask when you do not know. How are you going to learn if you do not ask? When you don’t ask, it is assumed that you know and you are expected to get things done. When it is not done accordingly, you are only to be blamed.

6. Seek permission: Always seek consent to do something when you are not sure. It is also out of politeness that you ask for permission. People are delighted when you acknowledge and respect their presence.

7. Obtain feedback: It is good to ask for the opinion of others about your work. The only way to improve is to listen to constructive criticism and make changes for the better.

8. Admission: It takes great courage to admit that you are wrong. When you do so without giving excuses, you gain the respect of others. After all, to err is human.

9. To apologize: When you have done wrong to someone, the best thing you can do is to say sorry and ask for forgiveness because it is done without intention.

10. To motivate: Say a few kind words, provide positive feedback and offer constructive criticism to encourage and motivate others on the journey of life. You boost their confidence and they will try harder in what they do.

11. To console: Show your concern and offer sympathy and provide comfort when someone is in grief. This is the way to show your concerns for others.

12. To rejoice: Share and celebrate the success of others. Congratulate them and wish them all the best in what they do. You are happy because they are.


Communicate, communicate, and then communicate some more. ~Bob Nelson

Develop Effective Communication Skills

Effective communicating is a powerful tool to get the information you want, establish a closer relationship with someone and motivate others to take action. Here are ways to develop your communication skills

1.      Thoughts:  You have to be careful about what you think: 

Watch your thoughts, they become words.

Watch your words, they become actions.
Watch your actions, they become habits.
Watch your habits, they become your character.
Watch your character, it becomes your destiny.

Think precisely and carefully about what you want to convey before you say anything.

2.      Attitude: Smile and be friendly.  Be sincere in your words and be respectful to the people you talk to. While you are listening, be patient and do not interrupt.

3.      Listening (acknowledge, acceptance and appreciation): Listen carefully to understand and ask questions to clarify your doubts. Making eye contact is a way to show that you are paying attention and listening. Whenever necessary write things down. Be engaged and pay a compliment.

4.      Expressing: The important thing is to convey the message clearly, creatively, and effectively. When a message is not understood fully, things will not get done accordingly and it is a waste of time and effort.

5.      Body language: According to Allan Pease, author of the book “Body Language”, you are perceptive or intuitive when you are able to know, say, someone is telling a lie because his or her body language and their spoken words do not agree. When a person is totally open and honest, he or she will hold one or both palms out to the other person.  When you cross your arms with eyebrows slightly turn down, it means you disapprove of the other person and are not interested in the conversation.

6.      Assertiveness: Tell the person and say what is in your mind because if you don’t speak up nobody will know what you want.  Do not beat around the bush but go right to the point.  Say succinctly how you feel and be ready to say no and not just to please someone. Don’t keep things to yourself because it doesn’t do anyone any good.

7.      Right time, right place, right mood: Choose the right place and the right time for effective and meaningful communication. In business, such as in a hotel setting, morning is briefing time in the general manager‘s office. What is the mood of the person that you wish to communicate with? Go ahead if he or she is in the right frame of mind. Back off if the person is in a foul mood.  

8.      Negotiation: Negotiate to create a win-win situation so that everyone is happy. Find out the needs of each other by asking questions so that an amicable solution can be reached and accepted by all.

9.      Communication at home: The key is to listen more and talk less. Silence is the key to avoid an argument because nobody wins in it. Listen more to your children as they just want to tell and feel better.

10.  Asking questions: There is a lot to gain by asking relevant questions. When you ask you get the information you want. You establish a better relationship with the other person when you find out about his or her interests. When you ask the right questions you are more likely to persuade or motivate others to get things done effectively.

Good communication does not mean that you have to speak in perfectly formed sentences and paragraphs. It isn't about slickness. Simple and clear go a long way.

John Kotter

Effective Communication

Communication

“WISE MEN TALK BECAUSE THEY HAVE SOMETHING TO SAY; FOOLS, BECAUSE THEY HAVE TO SAY SOMETHING” ~ PLATO

Communication is not just about talking. It is two-way traffic involving expressing yourself and listening to others. It is a dialogue and not a monologue. However, communication is more than just a verbal exchange of words but in written form as well. Even if you are silent your facial expression and body language are able to reveal your feelings vividly. The point is to express yourself clearly and precisely and listen carefully to understand others fully


Verbal communication

Speaking

• Speak slowly
• Say loud enough to be heard
• Express Clearly
• Be precise
• Use short and simple sentences
• Go straight to the point without beating around the bush
• Repeat complicated or highly technical ideas
• Get feedback on the spot to confirm listeners understand your message


Listening

• Be attentive, there is a difference between hearing and listening
• Maintain eye contact
• Repeat the speaker’s words to make sure you understand the message fully
• Listen patiently
• Active listening by nodding your head or gesture your speaker to continue
• Display an appropriate posture and an approachable stance such as arms relaxed at your sides. Arms crossed and shoulders hunched suggest disinterest in conversation or unwillingness to communicate.


Written communication

Outgoing

• Know the purpose of writing and write what you want to say
• Use the right format such as an email, a memo, a formal letter or a report.
• Write the way you talk
• Using simple words in short paragraphs
• Write just enough to put the message across
• Use bullet points
• Edit, proofread and check to spell
• Follow up

Incoming

• Read carefully to understand fully before taking action
• Seek clarification whenever necessary
• Respond promptly as requested

Success in communication means to peak or write to be understood and listen or read to understand.

Communicating With Your Staff - 3 Top tips

Communicating with your staff

It is vitally important to keep the staff posted about things that affect them, their department, or their company- good or bad. A free flow of information will improve morale and productivity. Here are the 3 tips to improve communications:

 1. Communicate clearly, fully, and regularly: It is always good to talk to the staff face to face clearly and fully about an issue so that you can get immediate feedback from the staff on the spot. Communication is a two-way process that involves listening and responding to messages as well as giving them. 

 2. Giving order: Giving orders are not as simple as it sounds because it may not be carried out correctly. It is good to ask the people to repeat your instructions in their own words. It is also important to encourage them to ask questions. The other aspect is about the way you give the orders. The best way to give an order is to ask the person to do something rather than telling him. It's an order anyway but it is more pleasant to the order taker. It’s a good habit to offer a brief explanation when you want something done. When the instruction is fully understood the chances of making mistakes are greatly reduced. It is also necessary for you to follow up to see that it is done accordingly. It is better to correct a small problem than a big problem later. When the instruction is carried out remember to show your appreciation as soon as possible. 

 3. Effective writing: When it is necessary for you to communicate in writing take note of the following points: 

 • You must have a very clear idea about the subject to write.

 • Get to the point quickly with a very short introduction.

 • Keep your sentences and paragraphs short and use simple words.

 • Try as far as possible to put them in bullet points. 

• Write naturally like the way you talk to someone in front of you. It’s friendlier. 

 As you move up the corporate ladder your ability to communicate clearly, precisely, and briefly in spoken and written words is one of the most important skills.

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