10 Tips for Communicating Better in the Office
The modern workplace has more options for communication than ever before and yet still people misunderstand each other. In fact, many companies are hampered by information overload, leading to lost productivity and innovation. With these simple tips, you can ensure effective communication.
1. Meet Face-to-face
Talking to someone face-to-face is the most basic, and still the most effective, means to assure mutual understanding. Body language and voice inflection cannot be judged through e-communication, so if there’s someone with whom you often have communication issues, try meeting in person. Face-to-face check-ins actually strengthen relationships and make digital communication even more effective.
2. Listen
People tend to speak and then think about their next statement, rather than listening to responses. This creates a situation ripe for miscommunication. Make sure to be an active listener. Try asking questions and restating the other person’s meaning in your own words to ensure you understand.
3. Common Ground
If there is a difference of opinion, focus on the common ground, those areas where you can reach agreement. This will make for more productive problem-solving, rather than a divisive argument.
4. Reason over Emotion
When people do disagree, emotion can make communication even more difficult. If people are angry, others automatically get defensive and nothing will be accomplished. Try to keep some emotional distance from the situation, especially if the other party lashes out. Remember not to take this personally. The emotion likely stems from frustration or fear, not necessarily from you.
5. Use Technology Wisely
Everyone has sent an e-mail they wish they hadn’t. When e-mailing, people tend to lose inhibitions and get into conflicts much more easily. Those conflicts can quickly spiral out of control. Technology is an essential tool in today’s workplace, but remember to consider the people with whom you’re communicating. Don’t overwhelm them with lots of e-mails or interrupt with instant messages if you don’t get an immediate response. Above all, remember to be clear and concise. Use technology to confirm simple facts; have sensitive discussions in person.
6. E-mail Clarity
When sending an e-mail, keep it focused on one topic, issue, or question. Make sure the subject line clearly reflects this. Recognize the recipient can’t read your mind, so supply necessary details. Re-read everything.
7. Reply-all
Use reply-all sparingly. Workers get an average of 200 e-mails a day, in addition to all other forms of communication, so getting buried is easy. Make sure to check the recipient line before you hit send on any e-mail.
8. Instant Messaging
Instant messaging is instantaneous, but it also easily creates misunderstandings. Don’t become impatient if people don’t answer immediately. And try not to be abrupt. IMs don’t have conversational cues like face-to-face talks.
9. Acknowledge Mistakes
Make sure to acknowledge mistakes, but don’t be accusatory. Treat mistakes as learning experiences. They are inevitable and being upfront about them will foster a more productive environment.
10. Quality over Quantity
More communication does not mean effective communication. Focus on clarity and conciseness. Your coworkers will thank you for it.