Improve Workplace Communication
by Laurie Wilhelm
Misunderstandings at work seem to be a common problem. Is it because we’re too busy to bother communicating well? Is it because we make too many assumptions about what people mean? Is it because we don’t take the time to listen?
Much time and money are lost due to repairing situations and recovering from mistakes that resulted from miscommunication. Workplace conflicts increases and relationships sour when we’re not careful with our communication.
Here are a few suggestions to consider implementing on a regular basis so you can work towards your goals and not have to waste your time on damage control.
1. Stop and Listen
When someone’s speaking to you, one-on-one or in a meeting, stop what you’re doing, focus and listen. We can miss quite a lot of information when we’re doing two things at once and in some cases, all we have to do is miss one sentence and the misunderstandings begin. Don’t rummage through your briefcase. Put away cell phone. Stay away from checking your email on your PDA. Stop and listen. Then repeat what you’ve heard so you’re sure you know what was said and what is required of you.
2. Watch how your message is being received
Is the person you’re speaking with crinkling her forehead and squinting her eyes? Chances are that means she’s not understanding you. Even this is not the case and she appears to be hanging on your every word and understanding your idea better than you do, double check to make sure she really is understanding you.
However, don’t look at her and ask, “Do you understand me?” – that’s condescending. But you could ask her, “What do you think of that plan?” “Would this way of proceeding fit into your work schedule?” “How does that sound to you?” Also, ask her if she has any questions and if she’s not sure of anything that you’ve said. Encourage her to contact you if she runs in to problems or if she finds that something that needs clarification.
3. As soon as you see the slightest evidence of misunderstanding, go in and clear it up.
Don’t wait for the ceiling to fall in before you approach a misunderstanding. Check in occasionally with your colleagues or staff to find out if there’s something they require from you or want to ask you. Sometimes, people don’t want to bother others with what they think are “silly questions” but just the act of going to them to make sure everything is running smoothly is all it takes for them to say, “Well, actually, I was wondering about…”
The easiest way to resolve a misunderstanding is to do whatever you can to make sure it doesn’t start. More attention and awareness from the beginning can do a lot to decrease workplace misunderstandings and allow everyone to focus their energy effectively on their work.
©iStockphoto.com/MichaelDeLeon
I don’t think point number one can be over emphasised. Nothing makes a speaker feel like they are actually being listened to more than your devoted attention.
Two options; either stop and pay attention or politely tell them that now isn’t a good time.