How Do You Communicate?

Too often we think of communicating as someone telling someone something...when in fact that is just talking!  If there isn't someone on the other end of that talking who is listening and responding we are just sending our words into the black hole of nothingness.

We've heard it said that two-way communication is paramount to success and nothing is more true than that statement when it comes to succeeding in business.  We laugh at the cartoon above but how often has someone asked us to do something and then when it doesn't get done we say..."well... I did ask you about...".   Too often we are quick to blame someone else for a dropped ball.

Good communication is both giving and receiving until the cycle is complete and the end goal has been either accomplished or changed.  In addition to exchanging information it's also about understanding that information.  I can sit and listen to a man speak German to me for an hour and I can respond in English and he can then respond in German and we can go back and forth but unless both of us are bi-lingual there will be no understanding and therefore no real communication.

In today's society there is no greater opportunity for miscommunication than right now.  We email, we text, we instant message, we do everything but walk down the hall or across the room to communicate with our co-workers.  But one of the greatest tools we have and what separates us from the rest of the crazy animals in the zoo is the ability to speak and to be understood.  

Effective communication is vital to the success of a business. It helps build trust and creates an environment where creative ideas and problem-solving are welcomed and encouraged. When there is no open communication, miscommunication or misunderstanding is often the result, causing conflict and frustration among team members. Heads of organizations need to understand that good communication and leadership is tied closely together. In this age of real-time data, we process a lot of information on a daily basis. The messages that are being sent through text messaging, emails, instant messaging and even social media platforms cannot be the only form of communication that we have in our teams.

Effective Communication Starts with Listening

Listening is an important skill to master. It's not just hearing the words that are being said but also understanding and connecting with what the person is saying. If you want to create an atmosphere where your co-workers feel valued and inspired to freely share ideas, then you will need to hone your listening skills in order to fully connect.

·         When conducting meetings, you must create an environment in which your team feels safe to freely express their ideas and opinions whether they agree or disagree with you. Make it a forum where each person can resolve issues in a creative way.

·         Do not interrupt team members when they are speaking. When team members are airing their ideas and you don't agree with what is being said, instead of thinking about your response, really listen to what is being said.

·         Focus fully on who is speaking. In this age where it is so easy to be looking down at our smartphones or checking emails during online meetings, we tend to miss out on important details of what is being said.

Sharpen Email Skills

Let’s face it.  Email is the most used form of communication when it comes to running a business.  As a leader in your organization, you will need to be able to manage your inbox in an efficient manner and train those around you to answer emails promptly especially regarding any customer related issues.

·         Train everyone to reply to emails in a clear and concise manner. Make sure to address the important key points in your reply to avoid unnecessary back and forth.

·         If you cannot act on a message or a request by a team member right away, send a quick note letting them know you will get back to them soon. Don't leave them hanging.

·         If there are documents that need revisions and team collaboration, use tools that can be accessed by the team instead of sending it as an attachment.

·         If a communication issue cannot be resolved by email, pick up the phone to make sure the message is clear and nothing is left to chance.

Manage Stress for Effective Communication

Being overly stressed can lead to poor communication especially when most of your communication is accomplished over email. Poorly written messages can easily be misinterpreted and tend to send misleading signals which can disrupt your capacity to think clearly and communicate creatively and effectively. Postpone communication or sending emails when you are stressed. Take time to calm down before engaging with your clients and team.

Remove Barriers In Communication

Effective communication can only become easier when team members get to know each other better.  Touch base once a week to discuss where you are, how you’re doing and what’s about to take place.  Share your ups and downs and share your challenges so that others around you can have the opportunity to listen and to advise (if needed).   For those employees that can’t always be on site hold meetings via SKYPE or FACETIME. 

Meetings don't have to be lengthy. Make it a priority to discuss goals achieved for the week and team objectives for next week. Encourage your team to call you directly when urgent matters needs to be discussed so that workflow is not unnecessarily disrupted. This practice is something that I found quite useful. It allows for fast turnaround in problem solving and creative discussion in real time.

Great communication won’t solve ALL of your team problems, but it does go a loooong way in helping to bridge the gap.  Ask yourself how you can improve your own communication style and then hop to it!!

Best of Luck,

Sarah