Isn’t it annoying when you have to waste valuable time repeating yourself before your colleagues? Experts believe that over 90% of employees find it bothersome to reiterate a piece of information within the organization. Many workers complain about having lost files that have been shared with others. Similarly, many people have missed an important message from colleagues because they were away from their desks at that time.
Cleavages in communication harm a company’s productivity and decrease the overall competence of the entire organization. Here are some suggestions for removing hurdles to effective communication and promoting dialogue and communication among the workers.
Recommendations to improve workplace communication
Effective dialogue doesn’t just involve the successful transmission of messages but its impactful delivery as well. Statistics show that over 250 billion emails are sent daily, but employees only open less than one-fourth of these messages. And the way business meetings are conducted doesn’t differ much from their The Office mimicries since some workers sleep through them while others engage in irrelevant activities. These unopened emails and tedious office gatherings make employees feel unfulfilled at work. This feeling leads to frustration and often results in people seeking other employment opportunities. That’s why organizations should work on promoting healthy communication at the workplace.
1. Learn to listen
If you wish to be heard, first learn to listen to others’ opinions. And don’t just hear them out but listen to your colleagues carefully. Employees often complain that the manager doesn’t listen to them, and their valuable ideas go unheard. Failure to listen leads to the demise of effective communication in the workplace. It makes your subordinates/colleagues think that you just wish to impose your will upon them. A conflict seldom arrives due to reasons other than a lack of the ability to listen. Pay attention to what the other person has to say. Don’t interrupt while the speaker utters their piece and then ask questions to ensure that you’ve understood their perspective.
2. Use modern communication tools
The technological advancements of the 21st century have surpassed ancient means of communication, such as email. Apps have enabled coworkers to connect and network irrespective of the physical distance between them. Then we have VoIP (voice over internet protocol) technology that allows people to make phone calls via the internet. You can expect GetVoIP to provide you quality connection, 24/7 support, and reliable maintenance. This method has become popular for lower costs, better accessibility, and fantastic portability. The pandemic-ridden business world can benefit from efficient business phone systems and such technological marvels in 2021 and beyond.
Another modern marvel is presentation templates. Presentations form the backbone of business communication, especially in remote working. Using visually engaging PowerPoint Templates can help you create impactful presentations and save the time and effort that goes into making one from scratch. They also help you communicate your ideas effectively ensuring you’re always on top of your presentation game.
3. Avoid controversial discussions
Offices aren’t ideal places to discuss controversial topics or mention offensive subjects. That’s why coworkers must avoid any political, religious, or ideological conversation. Such conversations violate the neutral atmosphere of a workplace where people’s beliefs or leanings aren’t any discussion’s subject matter. Similarly, refrain from offending someone with your destructive criticism. Nobody dislikes criticism if it’s meaningful and constructive. So, ensure that your feedback is always positive and encouraging. It opens the gateway to effective communication and makes employees react more favorably to your remarks. Positivity is the key to enhance business communication.
4. Look for nonverbal signal
You can’t become an effective communicator if you can’t understand gestures and people’s body language. Look for the signs of agitation and frustration in your coworkers. Folded arms and clenched jaws are nonverbal signals of anger and disappointment. These messages help you understand the behavior of colleagues. You can also respond with nonverbal cues. Nodding your head and maintaining an open body posture assist you in conveying your message to the people.
5. Refrain from assumptions
Colleagues often fashion some unspoken principles they have no problem understanding. But such assumptions may prove dangerous to business relations at some point. Conjectures often lead to misunderstandings that hinder the pathway to effective communication. That’s why employees should refrain from supposing their coworker’s intentions and prevent confusion from escalating. Adopt the behavior of honest dialogue and prepare beforehand to inhibit troubles.
6. Ask questions when confused
We’ve mentioned how it bothers some employees when coworkers need to be told about a matter twice. Well, it doesn’t mean that you should abandon asking for clarifications if you’re confused. Miscommunication has one cure that lies in asking. Feel free to ask questions if you require more information or if you haven’t understood the other person’s viewpoint. It will help you come up with better ideas, and you can make well-informed business decisions.
7. Modify your email settings
If you don’t receive email messages sent by customers/colleagues, try lifting the spam filter. In the modern-day business world, failure to open an email message may have disastrous consequences. Or you can make it a habit to check your spam folder every once in a while. And back up your emails since you don’t know when this information will become relevant again. It also prevents you from accidentally deleting an important email and regretting it later.
8. Refine your diplomatic skills
The institution of diplomacy doesn’t produce wonders only in international relations. But business organizations can also experiment with diplomatic tactics to diminish miscommunications and resolve workplace conflicts. Peacekeeping methods help prevent pointless resentments, bitterness among coworkers, and decline of productivity. Worthless arguments can expand into bitter disputes, so colleagues must interfere with mediation techniques beforehand. Diplomacy involves listening to both sides, responding with open-mindedness, and abstaining from personal attacks. That’s how you can help the contenders reach an agreed-upon decision.
9. Be trustworthy
Subordinates have a trust issue with their superiors. This isn’t just an assumption but a fact attested by the American Psychological Association. A 2014 survey revealed that 1 in 4 American employees didn’t trust their employers. That’s why managers must prove themselves trustworthy and work to win their coworkers’ respect. How can you gain someone’s trust? Take a genuine interest in the affairs of the office people. Make them feel respected and listened to instead of ignoring their contributions. Research published last year shows that over 50% of English employees believed their bosses neglected them. So, don’t forget to appreciate people’s efforts.
10. Prefer face-to-face dialogue
Technology enables us to convey our messages faster to distant locations. But 95% of professionals still prefer face-to-face communication to create long-lasting connections since it’s easier to convince people when you speak with them naturally by understanding non-verbal gestures. Such interactions also promote a human touch with your colleagues/subordinates. Some experts believe that organizations can excel at problem-solving more effectively with in-person dialogues. These problems are difficult to solve via email or Skype calls. So, don’t forget to visit your coworkers whenever you encounter a serious dilemma that can’t be handled online.
Advancing communication creates a positive environment in your company where innovation is welcome, and information is shared. On the other hand, communication barriers produce disengaged employees who can cost companies over $450-550 billion every year. A lack of collaboration and ineffective communication are two major reasons behind workplace inefficiency and business setbacks. That’s why enhancing an atmosphere of dialogue reduces misunderstandings and empowers employees to become more productive. The technology has facilitated businesses to increase organization-wide connectivity and enabled companies to maintain a continuous streak of communication.
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