People spend a third of their day at work, and employees are at their most productive when they are at a place that sufficiently challenges them. They would not mind the hours they must put in if they are engaged at the best level. Finding that range, though, is tricky. On the one hand, you want them to perform to their best capabilities. On the other, you don’t want them to burn out.
Keep employees productive by motivating and inspiring them. One way to ensure this is by promoting good communication in the office. Clear communication can help you set manageable goals, monitor when these are not being met, and repair missteps along the way. In this article, we give a few tips for improving workplace communication.
1. Be an active listener
This skill is highly underrated. Listening is one of the foundations of learning and is incredibly important in maintaining lines of communication in the office. People who can listen well are able to catch nuances, moods, and implications of words. Often, people think of listening as a passive activity. Real listening, as opposed to merely hearing, leads to remembering and taking note of information.
If you are not sure whether you are an active listener or not, you can train yourself. Start by paying close attention to what your colleague says and identify his main idea. When you are sure you have it, rephrase his statement in your own words, and ask him if you got it correctly. Paraphrasing does double duty; it helps you clarify what the other person means while training yourself to catch more information when it is relayed verbally.
2. Use the best words for the circumstance
Often, messages get muddled because people are careless with the words they use. Gossip starts this way; someone observes an event and talks to their friend about it. The next time the story is repeated, there will be a couple of words replaced. It goes on for as many times as the incident is retold until the last version is so far from the original. It is not only inaccurate but also potentially hurtful, especially if the incident is a sensitive issue to the ones involved.
Unlike in the first tip, there is no one to verify whether or not the statement is correct. It is good to strive for the most accurate delivery of a message. If you use the best words to describe a process, your managers will have a clearer picture of what you are trying to achieve. You will also convey accurate information to colleagues or subordinates.
3. Constantly keep people updated
Over-communicating is seen negatively, and it’s something to refrain from. For example, constantly checking in with your partner might be clingy, or telling your child what to do for all situations can be suffocating for them. Over-communication may be detrimental to social relationships.
At work, though, there is no such thing as over-communication. For example, human resource departments usually make company-wide announcements at the start of the month. These normally come in the form of rundowns or lists of upcoming dates to remember.
Rather than making one announcement and being done with it, make at least two more. Have one announcement a week before something is due, and another one on the day before. People forget things often; even if you have talked to them about something, you must keep reminding them.
4. Be aware of who you’re speaking with
Tailor your communications to fit your audience. That is not just for performers or storytellers. Even if all you are writing is a memo or a report, you must keep in mind who the readers will be. Knowing your audience helps you decide what to include in your work.
Awareness of your audience is even more important in verbal communication. The way you talk to your subordinates should be vastly different from how you talk to supervisors. Some work circumstances call for your assertiveness, others, your deference. Learn how to use both.
Conclusion
Maintaining good communication skills at work is about knowing what people need and when. If you prove that you are a good collaborator who can convey their ideas clearly, you become a valuable asset to your team. Therefore, you must constantly update your communication skills. Consider seeking out a mentor for this. If you’re more of a self-learner, an online course on communication strategies could be perfect. Plus, it’s something we offer!
If you are looking for a way to develop your soft skills at work, subscribe to Skill Builder Pro today. Our library of over 300 courses on workplace skills can certainly help make you a better colleague and employee. Check out the many courses we offer on our website to improve your communication skills today!
