effevtive workplace communication

Communication (from Latin commūnicāre, meaning "to share”)

the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else

Merriam - Webster

In order to communicate properly one needs to know who to communicate with and how.

So, who is a stakeholder?

‘one who holds the beef’“Newlog Write”

A person or an organization with a legitimate interest in a given situation, action or enterprise.

CustomerA person who engages in some sort of interaction with others.

It creates a common understanding of an idea, expectation or an opinion in order to get things done (and done properly).

Effective communication is the tool that builds understanding, reduces opposition based on ‘fear of the unknown’ and generates a framework for success*

Different “languages” are used by different people within and outside an organization, at different managerial

levels and with different responsibilities

Communicating effectively is a skilled art that needs practice and you need to speak in the language of the

listener to achieve the greatest effect. *

Understanding who are the key stakeholders at ‘Every point in time’ that you need to influence;

Understanding their needs and the best way to communicate with them;

Communicating the appropriate amount of information in a way that can be understood by the stakeholder;

Taking the time to help the person reach a proper understanding.

Understanding how often you need to communicate with whom

1. Conceptualizing your Message with Clarity:

2. Understand the Other’s Paradigm3. Recognize Barriers to Communication4. Communication is a Partnership5. Communicate Clearly, Concisely and Coherently6. Appropriate use of Tone and Body Language7. Conviction & Passion Persuades8. Eliciting Feedback9. Reflecting on the Feedback10.Effective Listening11.Awareness of Cultural Diversity12.Silence.

Conceptualizing your Message with Clarity:

Every time you have to communicate to a

stakeholder or your colleagues, ask yourself if you are

clear about the message you want to

communicate. Remember, your message does not

involve just words, it includes feelings and emotions

surrounding the situation about which you are

communicating. Proactively choose the emotion

you want to convey through your message.

Understand the Other’s Paradigm:

The objective of effective communication,

especially in a workplace, is to ensure that the

receiver perceives the message the way you

intend. So, if the onus is on the

communicator, then it is imperative that the

communicator understands the receiver’s

world. The more you understand their

paradigm, the easier it is to communicate the

message in a fashion they understand.

Recognize Barriers to Communication:

In today’s globalized work scenario, there is a

mélange of barriers that impedes effective

communication. Top most on this list, is

the cultural barrier. It is impossible to

understand another’s culture totally but you

can strive to understand the receiver’s world.

Understand how your communication needs

to be altered to get the desired result.

Communication is a Partnership:

Establishing trust and rapport positively impacts the

effectiveness of communication as it permits the

communicators to be relaxed and comfortable. While

communicating ‘Make eye contact’, observe closely the

other person’s body language and mirror it by altering

your own. When you are the listener, encourage the

speaker with positive body language that expresses

interest.

Communicate Clearly, Concisely & Coherently:

Avoid ambiguous words and phrases and ensure

clear diction and inflection. Avoid slang, be

brief, be precise, and know when to repeat

yourself.

Resist the temptation to say or write more.

Information overload is a sure recipe for

miscommunication and confusion. Stick to the

central theme of your message.

Appropriate use of Tone and Body Language:

Be sure your facial expressions, gestures and other non-

verbal cues suggest the appropriate emotion that you want

to convey. The most important aspect of the non-verbal

cue is your tone of voice. Not what you say, but how you

say it! Be aware of the pitch and rate of speech that can

determine the emotions you convey through your voice. In

written communication, choice of words determines the

tone of the message. Be sensitive to how the reader may

perceive your message.

Conviction & Passion Persuades:

Messages that require people to take action,

especially when it is against what the listener

believes in, are fueled by the conviction and

passion with which your message is

communicated. Here usage of appropriate

metaphors can, not just add beauty to your

speech but also can be persuasive. Infect your

receiver with the desired feeling…

Eliciting Feedback:

Ensure your communication includes requests for

feedback. Inquire to finds out if you were able to

get your message across authentically. Here, the

objective of feedback is primarily to check

their understanding of your message. If they

did not understand you, you can alter your

communication to establish complete

comprehension. Don’t assume you were

understood…

Effective Listening:

Listening plays a more significant role in communication

than spoken communication. Always listen with an open

mind. You do not have to agree to what is being said

but it is important to understand what is being said.

Active listening includes questioning, paraphrasing and

summarizing the message. While listening to messages

with high emotional content, practice reflective listening.

This enhances the relationship as you display empathy

when using reflective listening.

Reflecting on the Feedback:

Your success in workplace communication hinges

on the whole-hearted attempts you make on

establishing win-win outcomes. This is only possible

when you reflect on the feedback you receive from the

other person.

Do not allow critical feedback and criticisms,

which are just part and parcel of any working

environment, to affect you negatively. Always look

at the bigger picture.

If you have to convey a critical feedback, ensure it

addresses the issue and not the person.

We need to recognise that people come from a variety of backgrounds and cultures and with them they bring a variety of different values, attitudes and beliefs.

All staff need to be non judgemental, respectful and tolerant of each other’s differences.

When communicating with people from other backgrounds care needs to be taken to ensure that cultural differences in both verbal and nonverbal communication are considered.

Tips for Effective Workplace Communication-11

Silence can be an effective communication tool.

What can silence be use for?

To enhance messages

To draw listener’s attention to what you will say next

To express astonishment or disgust when giving feedback

To replace the “um”s and “ah”s in your train of thought

Tips for Effective Workplace Communication-12

Treat all fellow workers with respect and dignity

Follow workplace protocol and regulations

Consider your body language when dealing with others

Know what is the best way to deliver a message (verbal ornon verbal)

questions???

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