The productivity of any work environment is strongly impacted by the presence or absence of effective communication skills in the workplace. However, getting a message clearly communicated to others takes work and focus.
Work colleagues may have many different perspectives and preconceptions. Too often, we assume that everyone grasps and fully understands everything we tell them simply because we chose words to express ourselves. The problem is that words are not precise enough to communicate exactly what we intended to say. Instead, they are mere symbols or approximations for what we want to convey. How well those symbols are interpreted compared to what we intended to express defines whether our message is clear or not.
THE LINK BETWEEN PRODUCTIVITY AND GOOD COMMUNICATION SKILLS IN THE WORKPLACE
All businesses are concerned about the level of productivity of its workers. Productivity is essentially a measure of the amount of work a given group can accomplish in a given period of time. Maximizing productivity requires that all workers are focused on the same goals and objectives. This common purpose requires clear communication of those goals.
The smooth flow of communication also helps increase productivity by ensuring that everyone is properly informed about project details at all times. In a productive work environment, each individual clearly understands the scope of what they are expected to contribute. This clarity allows individuals to contribute and be proud of the role they play in accomplishing a given goal. Without this clarity, workers often find themselves frustrated and unable to accomplish the designated tasks effectively.
Communication remains a big obstacle for a lot of businesses. It is a fine art that can take time to learn but patience and perseverance are always rewarded. The following will help push things in the right direction:
HOW TO DEVELOP EFFECTIVE COMMUNICATION SKILLS IN THE WORKPLACE
1. PROVIDE CLEAR AND CONCISE INSTRUCTIONS
The first step in developing effective communication skills in the workplace is to accept that this effort has a purpose. It is important to first have a well-defined message that management wants to convey to its employees.
Once the message is defined, it must be communicated to all in a clear and effective manner. Then – and this is a crucial step – it is important to seek employee feedback. Each worker must be able to clearly understand and internalize not only the overall mission, but their role in bringing that mission to a successful conclusion.
People should be engaged in meaningful work instead of having to read emails all day. Make sure that information sent around the office is as brief as possible without losing important details. Directions should be of crystal clarity to avoid any confusion. After reading the memo or hearing the announcement, everyone should be on the same page. Encourage employees to ask questions for clarification.
2. SHOW RESPECT TO EVERY INDIVIDUAL
Every person has his or her own unique qualities, preferences, and ways of doing things. Diversity should be respected and celebrated as it creates a vibrant workplace where people can learn so much from each other. Management should use effective communication in the workplace to make employees feel valued. This will enhance their loyalty to the company, as well as inspire them to go above and beyond the call of duty.
3. USE DIPLOMACY WHEN DEALING WITH CONFLICTS
There will always be some form of friction when people are placed in stressful situations, and the corporate setting is plagued with stress. It is how managers handle these conflicts that determine whether they become disruptive or not. Use diplomacy to diffuse the situation and keep emotions in check. Be fair and sensitive to all the parties concerned yet firm regarding company policies.
4. LEARN TO LISTEN AND EMPATHIZE WITH OTHERS
Above all, a good leader must learn that effective communication in the workplace is a two-way street. While the final say must come from the top, the management should always keep an open ear to what employees have to say as they are the ones on the frontlines. There should be constant dialogue with concrete results to build trust and promote further cooperation.
THE ROLE OF MANAGEMENT IN PROMOTING EFFECTIVE COMMUNICATION SKILLS IN THE WORKPLACE
If management is successful in effectively communicating its expectations from the top, it will greatly facilitate the horizontal communications among staff as well. This is the essence of defining effective team work: each individual knows the collective goal and their individual part in the effort. In turn, this promises to lead to an increase in productivity.
Managers must continuously refine their communication skills so as to become better at their job. Learn2 can help in this process by providing high level training that can broaden their perspectives on the subject. Simulations, challenges, and other fun activities will be used in combination, all with the goal of enhancing effective communication in the workplace. If you want to enhance your and your entire team’s communication, we recommend our Communicate Naturally workshop.
DON’T TAKE EFFECTIVE COMMUNICATION SKILLS IN THE WORKPLACE FOR GRANTED
If there is any one overall lesson to remember about effective communication skills in the workplace, it is that they must not be taken for granted. In fact, it is safer to assume that miscommunication is the norm. Developing and maintaining professional communication skills in the workplace is the responsibility of an effective management team.
