Effective Workplace Communication
by Laurie Wilhelm
Ever notice that much of the conflict we encounter is due to something that is said or something that is not said? At times, communicating well can be complex and difficult for both the speaker and the listener. Many problems that we face are the result of poor communication; alternatively, many successes that we achieve are created by good communication.
Effective workplace communication and improved team work communication creates a better workplace environment. Benefits of improving communication skills include:
- less errors due to miscommunication
- greater workplace satisfaction because there are less interpersonal conflicts
- fewer grievances
- more creative problem-solving ideas
- improved working interpersonal relationships
- more effective workplace conflict resolution
Here are three communication skills tips to be aware of when you want to have your message heard:
Empathy
There are three things we need to be clear about when discussing empathy in the workplace.
- Empathy isn’t about coddling and pampering employees.
- Empathy is an understand of another’s attitudes, thoughts and feelings.
- Once we have an understanding of another’s attitudes, thoughts and feeling, we are better able to communicate to him or her in a way that the communication will be better received and understood.
The effectiveness of communication is dependent on the degree to which the communication was understood. If the message wasn’t understood, the communication has failed.
Being empathetic leads the speaker to the best method of communication including choice of words, location of the communication, tone of voice and body language for that individual or group.
Clarity
Many times, our words lack clarity. In fact, we frequently phrase what we want by saying what we don’t want.
Consider the following statements:
You say, “I don’t want you to leave out these documents.” when you really mean “I’d these documents included.”
You say, “I don’t want him to take this.” when you really mean “I want this left here.”
Stating what it is that you don’t want creates two unnecessary situations:
1. It adds a negative tone to the request. “Don’t” can be considered reprimanding lead to a negative response:
“I don’t want you to leave out these documents.”
“Of course I won’t leave them out – I’m not stupid.”
Saying what you want sets up the conversation positively:
“I’d like these documents included.”
“Sure. I was thinking of that also.”
2. By saying what you don’t want causes the listener do some mental gymnastics to figure out what it is that you do want. The listener hears, “I don’t want you to leave out these documents” so she has to go through the step of understanding what you don’t want then infer what you do want – that the documents be included.
“I don’t want him to take this.”
The listener now has to process the statement to understand that first, the speaker doesn’t want him to take it and second, that she wants it left here (which is the real point of her statement).
Stating for what you don’t want leads to negativity and possible confusion. Knowing what it is that you want and communicating it clearly helps the listener understand what is outcome you’d like and she doesn’t have to guess what that may be.
Wordless Signals
Nonverbal signals, such as facial expressions, body language, voice inflections, communicate as much, and in some cases more, than our words. Reinforce your verbal communication with appropriate nonverbal signals so that what you say is stronger and carries greater impact.
When your nonverbal signals contradict or don’t match your statement, they weaken your message.
Saying that you want a project completed by Friday while having direct eye contact with the receiver has greater impact than saying that you want the project completed by Friday while looking at the floor. The former communicates as definitive deadline; the latter subtly communicates that there may be some leeway in the deadline.
Being able to communicate effectively takes time and effort. However, the time spent is more than worthwhile considering the level of success you can achieve through effective communication skills.
photo©iStockphoto.com/monkeybusinessimages
