Work place communication is an important aspect for a successful career. Whether you are communicating with your junior level employees or with your seniors, it is a must that you follow effective communication guidelines to make sure that the information is passed on accurately. Effective communication will help you get your job done in the required manner and will also make sure that you communicate your needs properly to your boss. Thus to attain a successful career, it is a must that you master the skills related to communication.
Communication is a two way process, especially when you need to convey the right message. There are many kinds of communication - written, oral, verbal, electronic and non-verbal forms. Though all these forms can be used at workplace it is must that you use the right one at the right place in an effective manner.
Preparation is the key to an effective communication process. Whether you are communicating to your boss or to your team, it is a must that you prepare beforehand what is to be conveyed.
A preparation-less communication will tend to make you miss out important points and salient topics. Sometimes you might also tend to forget points and lose your confidence level in between the communication session. Hence be prepared for your session and accompany it with all kinds of documentary evidence required. It is required that you are prepared to answer all questions and answers regarding the message conveyed.
In case you are not sure of the answer for any of the question, inform them that you would get back and do not forget to keep up your word.
Plan your communication session in advance and book your time beforehand to avoid last minute hassles. If you are communicating with your boss, choose a time when he is in a pleasant mood and in a relaxed state.
If you are communicating with your team, find a time when the entire team is available for a session. Normally productivity is low in the afternoons and thus communicating at those time will ensure that work is not affected to a serious extend. Make sure that you plan your meeting in advance so as to avoid last minute absentees.
Learn to display a firm body language and clear facial expressions. A hunchbacked posture or a serious look can provide a lack of confidence look. Also the posture of your hands tells the listener a lot about your intention with regards to the communicated message. Hands folded near the front may look like you lack openness and the listener might find it difficult to create confidence on you.
Also hands that are busy fiddling with pen or watch might distract the listener and will reduce efficiency of the communicated message. Your body language is a strong resource and make sure that you use it to enhance your communication skills. Try to keep your hands along the sides of your body or you can involve them in noting down points during the meeting. Try to maintain a firm eye contact but do not stare at the listener which might make them uncomfortable.
It is mandatory that you listen to the reaction of your audience and modulate your communication skills based on it. Based on the body language exhibited, you can figure out if the session is boring or not. You also need to make sure that the listener is involved in the discussion.
Thus a two way communication is often very helpful in sending across the message effectively. Use your skills to frame your communication in open ended questions. Open ended questions like, “how do you think we can help” or “What is your opinion on this”, will help the listener to open up and involve in the conversation.
Taking feedback is also an important method of part of effective communication. Make sure that you are open to comments and opinions from your audience. Such a kind of open communication will ensure that your listener grasps the main crux of your whole communication.
Express your expectations in the right manner beforehand instead of waiting till the year end to convey it. Whether you are a team leader or a team member, talk to your team and your boss on your short term and long term goals and expectations. This will help resolve disappointments in future.