Effective Communication Starts with You
By Lee Polevoi
What happens in a workplace where there’s poor or little communication? It’s not a pretty picture. Projects go uncompleted, performance suffers, the needs of your clients are unmet, and little innovation occurs. What’s more, poor communication feeds on itself. If team members sense you’re unreceptive to their attempts to communicate, they will likely stop trying altogether.
But in an atmosphere that encourages effective communication, team members feel confident enough to share information and take proactive steps to address situations and concerns so you don’t have to.
Effective communication starts with you, the manager, and the tone you set in the workplace. It may require some time and effort to get it right, but you’ll see the benefits in outstanding performance and support.
Be an active listener
Chances are, your employees have a good feel for what’s happening in the company. Given proper encouragement, they will feel free to share information that helps you to make key decisions. So when an employee is speaking with you, refrain from interrupting or otherwise taking control. Don’t think about your own response until the other person has finished talking. And don’t multi-task by reading email or text messages. You want this individual to be a productive member of the team, so it’s important to respect and listen to him or her.
Express yourself clearly
We all perform better when we understand what’s being asked of us. Before addressing an important issue with a team member, take time to organize your thoughts and choose the best wording to express yourself. Don’t talk above (or below) an individual. And be concise. If you go on too long, you risk losing the other person’s attention.
Review and discuss
When you’re busy, it may seem impractical to take additional time to review tasks with your assistant or team leader. But the result—the two of you both on the same page with a clear understanding of tomorrow’s priorities and assignments—means more work will get done.
Practice good nonverbal communication
Body language plays an important role in all human interactions, but perhaps nowhere as importantly as communication between managers and team members. Remember, you’re always sending a message by the way you sit, stand, hold your arms and make eye contact. Frowning, looking away or assuming an aggressive stance only intimidates people, drastically reducing the chances that either side is getting through.
Communicate your expectations
No matter how efficient your employees may be, they can’t read your mind. Don’t make them guess what you want them to do (or not do). Offer specific information about responsibilities, actions you want taken and deadlines for getting things done.
Encourage opposing views
It’s OK when a team member has a different take on how to complete a task or achieve a specific objective. By showing that you’re open to debate, you won’t end up working in a vacuum, without the benefit of fresh perspectives. When the time comes to make a decision, incorporate what you’ve heard, and when others contribute to a good outcome, give credit where credit is due.
Address shortcomings and praise work well done
When things aren’t done the way you like, don’t evade the conversation or wait until you’re too angry for a rational discussion. Be specific about your expectations. If something falls through the cracks, bring it to the team member’s attention in a respectful and constructive way.
When a worker excels at a task, praise him or her. This not only builds morale, but it also encourages independent action and extra initiative when you need it most.
In an environment where everyone on the team converses openly and respect¬fully, things get done. Your success as a manager depends on effective communication. It keeps the group on target and motivated, with everyone committed to the same goals and outcomes.
