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7 Ways to Ensure Effective Communication at Work

7 Ways to Ensure Effective Communication at Work

Sometimes spotting barriers to communication at work can be fairly easy. When miscommunication is left unaddressed, you may see it in the form of workplace conflict or decreased productivity. There’s a tendency for miscommunication to happen when there is little transparency. And sometimes this may be unintentional.

“Excellence is doing ordinary things extraordinarily well.” — John W. Gardner

Many people think they are effective communicators because they went to school or have a certain amount of work experience, but in reality they still struggle to influence others with their message. The result of ineffective communication is missed opportunity, lost time and wasted resources – all because they didn’t have high impact conversations.[1]

You may notice a number of factors influencing clear, effective, and transparent communication at work: personal characteristics, physical distance, the message itself, context, jargon used and culture. Below are 7 ways to ensure effective communication at work so that you can create an efficient, productive and inclusive work environment.

1. Know Your Audience Well

Understanding your audience is essential to effective communication at work. This applies to verbal and written communications, presentations, daily emails, company wide announcements or providing status updates on projects.

Whether or not your message will be effectively communicated or well received stems from understanding what your audience cares about.

  • Who are you targeting with your communication?
  • What is the intent of your message?
  • What do they need to know?
  • What do you need them to do?
  • What’s the best way to communicate the message to your audience?
  • How will your audience perceive or interpret the message?
  • How will your audience feel, think, and react when they receive your message?

In order to answer these questions, you’ll need to plan ahead, research, and observe the behaviors of your audience. For example, your approach to communication with your team or peers will likely be different from how you communicate to your leader because these groups have different interests.

2. Seek to Understand the Situation and Clarify

Take time to be thoughtful and intentional. Before communicating at work, it’s essential to pause, understand the situation, clarify, and have empathy. Here are some tips to help you communicate effectively at work:

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Be curious. Ask open ended questions starting with ‘what’ and ‘how’ to gather information. People will tend to be more descriptive with their responses. You can then ask open ended probing questions to gain more context. The more you understand, the more likely you’ll be able to tailor a suitable message that resonates with your audience.

Learn like a kid. Normally, kids have no prior knowledge about what they are about to learn. There’s a sense of humility to their learning approach. Take the same approach when you’re putting yourself in your audiences’ shoes as you seek to understand their situation. Be open, ready, and willing to see your audiences’ perspective.

Check your assumptions. Your breadth of experience may cloud your perceptions and judgements. Challenge the preconceived notions about your audience. Determine who you need to speak with or what research you need to conduct to check if your assumptions are true. Ensure that you create space for understanding before jumping to action.

Be inclusive. People want to belong, feel included and valued in the workplace. Be thoughtful to ensure that everyone’s ideas are captured. For example, if you are in a meeting asking for input, ensure that there is adequate time for everyone to share their response. If you run out of time, state in the meeting that you will connect with them later.

3. Listen on Multiple Levels

“Most people do not listen with the intent to understand; they listen with the intent to reply” — Stephen R. Covey

You’re likely familiar with these basic active listening tips. However, when we’re feeling overwhelmed meeting deadlines, prioritizing, or creating, it’s easy to be on autopilot and miss key messages that can help you effectively communicate at work. Below are reminders to keep practicing:

Paraphrase. Confirm your understanding of the message by repeating it or reframing it in your own words. If there are discrepancies among the parties, this is the time to clarify.

Probe. Ask questions if you feel there is information missing that you may need.

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Clarify. If you don’t completely understand something, ask.

Remember. Try to recall points that are important to your audience. This information can be used in the future and shows your audience that you cared and were actively listening.

Being an effective communicator at work means that you need to be attuned to your active listening skills. Remember to:

  • Have empathy.
  • Understand others’ perceptions, not just your own.
  • Gauge your emotions and reactions, and those of others’.
  • Know your values and beliefs, and those of others’.
  • Observe non-verbal communication signs like body language.

4. Review How You Receive Feedback

How you receive feedback impacts how you react, and influences how effectively you communicate back to other parties. Being open to feedback and criticism is easier said than done.[2] We’re human. When you’re distracted with life events or if you’re feeling pressured at work, you may get defensive at the slightest of comments that come your way.

Sheila Heen and Douglas Stone provide approaches to improve your ability to absorb feedback, take what’s useful and know how to get rid of what’s unhelpful for you to learn and move forward.[3]

Some of these strategies include the following:

  • Know, understand and manage your triggers and responses to feedback.
  • Separate the message from ‘who’ it came from.
  • Listen for the advice rather than the judgement.
  • Breakdown the feedback into digestible pieces.
  • When you seek feedback proactively, be specific and ask for one thing.
  • Take small steps to test out what was suggested to you.

You have the ability to learn from the feedback and grow from it. Breaking down the feedback into bite-sized pieces can help you better process the message and be less reactive in your response.

5. Provide Objective and Observable Feedback

This is one of the most difficult things to do because you may not want to offend others, you may want to avoid conflict, you’re not entirely sure how to, you aren’t emotionally ready, or are clouded by your assumptions.

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The Situation, Behavior, Impact (SBI) Model[4] can help you provide clear and specific feedback:

  • Situation. Provide the context. Ask yourself what happened, where, and when.
  • Behavior. Describe the behavior. This is the most difficult part because you need to check your assumptions. For example, saying “you were rude” (subjective) versus “you interrupted me” (observable behaviour) changes the tone of the feedback. Being “rude” can have multiple interpretations while you can see when someone has interrupted you.
  • Impact. Use “I” statements to describe the results of the behaviour.
  • Move Forward. Keep the conversation going to seek understanding by asking them to reflect. What was their perspective? What was going on for them? What did they realize? How can they grow from here?

Example 1:[5]

“During yesterday morning’s team meeting, when you gave your presentation (Situation), you were uncertain about two of the slides and your sales calculations were incorrect (Behaviour). I felt embarrassed because the entire board was there. I’m worried that this has affected the reputation of our team (Impact).”

Example 2:[6]

“At the client meeting on Monday afternoon, you ensured that the meeting started on time and that everyone had handouts in advance (Situation). All of your research was correct, and each of the client’s questions were answered (Behaviour). I’m proud that you did such an excellent job and put the organization in a good light. I feel confident that we’ll get the account, thanks to your hard work (Impact).”

Knowing how to provide clear, specific, and observable feedback is an essential skill to being an effective communicator at work.

6. Follow-up, Confirm and Create Accountability

Effective communication at work is not a one time event. You’ll need to continuously monitor progress and provide ongoing support. Don’t forget to acknowledge the progress of your peers, teams or leaders!

Use the following questions to help you evaluate the effectiveness of ongoing communication at work:

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  • What opportunities do you see?
  • How can you adjust?
  • What decisions need to be made?
  • What support can you provide?
  • What do you need to do to ensure that the accurate message was received?

7. Use the 7C’s of Communication

For any medium of communication at work, keep the 7C’s of communication in mind to fine tune your message:[7]

  • Clear. What’s the purpose? Is the message easy to understand?
  • Concise. What can you delete? Is it to the point?
  • Concrete. What are the facts?
  • Correct. Is the message free of errors? Is it suitable for your audience?
  • Coherent. Is there a logical flow? Is the message consistent?
  • Complete. Is relevant information provided and is there a call to action?
  • Courteous. What’s the tone of your message?

Learn more about the 7Cs here: Effective Communication: How Not to Be Misunderstood

Summing Up

Ways to ensure effective communication at work takes practice and time.

Keep these 7 strategies top of mind to enhance your communications at work so that your messages are clear and transparent.

  1. Know Your Audience Well
  2. Seek to Understand the Situation and Clarify
  3. Listen on Multiple Levels
  4. Review How You Receive Feedback
  5. Provide Objective and Observable Feedback
  6. Follow-up, Confirm and Create Accountability
  7. Use the 7 C’s of Communication

Continue to grow and fine-tune your skills!

What is one thing you can work on this month to enhance your communication at work?

Be specific and challenge yourself by setting a SMART goal for workplace communication — Specific, Measurable, Attainable, Relevant, Time-bound!

More About Workplace Communication

Featured photo credit: Brooke Cagle via unsplash.com

Reference

More by this author

Ami Au-Yeung

Workplace Strategist | Career Coach | Workshop Facilitator | Writer | Speaker | Past Business Professor

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Published on May 4, 2021

How To Spot Fake People (And Ways To Deal With Them)

How To Spot Fake People (And Ways To Deal With Them)

They say we are the average of the five persons we spend the most time with. For a minute, consider the people around you. Are they truly who your “tribe” should be or who you aspire to become in the future? Are they really genuine people who want to see you succeed? Or are they fake people who don’t really want to see you happy?

In this article, I’ll review why it is important to surround yourself with genuine individuals—the ones who care, bring something to our table, and first and foremost, who leave all fakeness behind.

How to Spot Fake People?

When you’ve been working in the helping professions for a while, spotting fake people gets a bit easier. There are some very clear signs that the person you are looking at is hiding something, acting somehow, or simply wanting to get somewhere. Most often, there is a secondary gain—perhaps attention, sympathy, or even a promotion.

Whatever it is, you’re better off working their true agenda and staying the hell away. Here are some things you should look out for to help spot fake people.

1. Full of Themselves

Fake people like to show off. They love looking at themselves in the mirror. They collect photos and videos of every single achievement they had and every part of their body and claim to be the “best at what they do.”

Most of these people are actually not that good in real life. But they act like they are and ensure that they appear better than the next person. The issue for you is that you may find yourself always feeling “beneath” them and irritated at their constant need to be in the spotlight.

2. Murky in Expressing Their Emotions

Have you ever tried having a deep and meaningful conversation with a fake person? It’s almost impossible. It’s because they have limited emotional intelligence and don’t know how they truly feel deep down—and partly because they don’t want to have their true emotions exposed, no matter how normal these might be.

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It’s much harder to say “I’m the best at what I do” while simultaneously sharing “average” emotions with “equal” people.

3. Zero Self-Reflection

To grow, we must accept feedback from others. We must be open to our strengths and to our weaknesses. We must accept that we all come in different shapes and can always improve.

Self-reflection requires us to think, forgive, admit fault, and learn from our mistakes. But to do that, we have to be able to adopt a level of genuineness and depth that fake people don’t routinely have. A fake person generally never apologizes, but when they do, it is often followed with a “but” in the next breath.

4. Unrealistic Perceptions

Fake people most often have an unrealistic perception of the world—things that they want to portray to others (pseudo achievements, materialistic gains, or a made-up sense of happiness) or simply how they genuinely regard life outside themselves.

A lot of fake people hide pain, shame, and other underlying reasons in their behavior. This could explain why they can’t be authentic and/or have difficulties seeing their environment for the way it objectively is (both good and bad).

5. Love Attention

As I mentioned earlier, the biggest sign that something isn’t quite right with someone’s behavior can be established by how much they love attention. Are you being interrupted every time you speak by someone who wants to make sure that the spotlight gets reverted back to them? Is the focus always on them, no matter the topic? If yes, you’re probably dealing with a fake person.

6. People Pleaser

Appreciation feels nice but having everyone like you is even better. While it is completely unrealistic for most people to please everyone all the time, fake people seem to always say yes in pursuit of constant approval.

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Now, this is a problem for two reasons. Firstly, these people are simply saying yes to things for their own satisfaction. Secondly, they often end up changing their minds or retracting their offer for one reason or another (“I would have loved to, but my grandmother suddenly fell ill.”), leaving you in the lurch for the 100th time this year.

7. Sarcasm and Cynicism

Behind the chronic pasted smile, fake people are well known for brewing resentment, jealousy, or anger. This is because, behind the postcard life, they are often unhappy. Sarcasm and cynicism are well known to act as a defense mechanism, sometimes even a diversion—anything so they can remain feeling on top of the world, whether it is through boosting themselves or bringing people down.

8. Crappy friend

Fake people are bad friends. They don’t listen to you, your feelings, and whatever news you might have to share. In fact, you might find yourself migrating away from them when you have exciting or bad news to share, knowing that it will always end up one way—their way. In addition, you might find that they’re not available when you truly need them or worse, cancel plans at the last minute.

It’s not unusual to hear that a fake person talks constantly behind people’s backs. Let’s be honest, if they do it to others, they’re doing it to you too. If your “friend” makes you feel bad constantly, trust me, they’re not achieving their purpose, and they’re simply not a good person to have around.

The sooner you learn to spot these fake people, the sooner you can meet meaningful individuals again.

How to Cope With Fake People Moving Forward?

It is important to remind yourself that you deserve more than what you’re getting. You are worthy, valuable, precious, and just as important as the next person.

There are many ways to manage fake people. Here are some tips on how to deal with them.

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1. Boundaries

Keep your boundaries very clear. As explained in the book Unlock Your Resilience, boundaries are what keep you sane when the world tries to suffocate you. When fake people become emotional vampires, make sure to keep your distances, limit contact, and simply replace them with more valuable interactions.

2. Don’t Take Their Behavior Personally

Sadly, they most likely have behaved this way before they knew you and will continue much longer after you have moved on. It isn’t about you. It is about their inner need to meet a void that you are not responsible for. And in all honesty, unless you are a trained professional, you are unlikely to improve it anyway.

3. Be Upfront and Honest About How You Feel

If your “friend” has been hurtful or engaged in behaviors you struggle with, let them know—nicely, firmly, however you want, but let them know that they are affecting you. If it works, great. If it doesn’t, you’ll feel better and when you’re ready to move on, you’ll know you tried to reach out. Your conscience is clear.

4. Ask for Advice

If you’re unsure about what you’re seeing or feeling, ask for advice. Perhaps a relative, a good friend, or a colleague might have some input as to whether you are overreacting or seeing some genuine concerns.

Now, don’t confuse asking for advice with gossiping behind the fake person’s back because, in the end, you don’t want to stoop down to their level. However, a little reminder as to how to stay on your own wellness track can never hurt.

5. Dig Deeper

Now, this one, I offer with caution. If you are emotionally strong, up to it, guaranteed you won’t get sucked into it, and have the skills to manage, perhaps you could dig into the reasons a fake person is acting the way they do.

Have they suffered recent trauma? Have they been rejected all their lives? Is their self-esteem so low that they must resort to making themselves feel good in any way they can? Sometimes, having an understanding of a person’s behavior can help in processing it.

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6. Practice Self-Care!

Clearly, putting some distance between the fake person and yourself is probably the way to go. However, sometimes, it takes time to get there. In the meantime, make sure to practice self-care, be gentle with yourself, and compensate with lots of positives!

Self-care can be as simple as taking a hot shower after talking to them or declining an invitation when you’re not feeling up to the challenge.

Spotting fake people isn’t too hard. They generally glow with wanna-be vibes. However, most often, there are reasons as to why they are like this. Calling their behavior might be the first step. Providing them with support might be the second. But if these don’t work, it’s time to stay away and surround yourself with the positivity that you deserve.

Final Thoughts

Remember that life is a rollercoaster. It has good moments, tough moments, and moments you wouldn’t change for the world. So, look around and make sure that you take the time to choose the right people to share it all with.

We are the average of the five people we spend the most time with, so take a good look around and choose wisely!

More Tips on Dealing With Fake People

Featured photo credit: Priscilla Du Preez via unsplash.com

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