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Enhancing Productivity By Communicating Effectively

Enhancing Productivity By Communicating Effectively

    Untold hours of productivity are lost every month due to simple misunderstandings and communication breakdowns. For some reason, many people seem to have a tough time organizing their thoughts and communicating their desires to their co-workers and employees.

    I’m constantly amazed at the number of people who seem to have forgotten the basics of composing a written thought. Even some college grads have no grasp on how to speak/write in a way that moves a project forward.

    If you are looking for a way to increase productivity and decrease stress, learning to communicate effectively can be the first step towards smoother workflows, faster turnaround times, and fatter bottom lines. Here are a handful of tips that will get you started.

    1. Use clear, concise sentences.

    Your goal, whether speaking aloud or composing an email, should be to make yourself instantly and completely understood. To that end, you should avoid using big words, steer clear of run-on sentences, and avoid any unclear phrasing.

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    You don’t need to use fancy vocab, Latin phrases, corporate buzzwords, or business acronyms to impress your colleagues…and nine times out of ten, using words like that won’t make you any friends. If a smaller, shorter word will do, then by all means, use that instead of whatever $5 word you just looked up in your thesaurus.

    Avoid long sentences with multiple clauses and herds of commas. The longer a sentence is, the more confusing it becomes. Always keep that in mind when writing directions or project details for a colleague.

    And for the love of God, make sure your phrasing is clear. There’s nothing worse than getting an email from a co-worker that’s so vaguely worded you have no idea what you’re supposed to do with it. If you aren’t sure that an email is clearly worded, step away from your computer for five minutes, and then look it over with a fresh perspective.

    2. Keep a written record

    Sometimes communicating effectively involves reminding people of what they’ve already told you, and when. Having a written record of all conversations related to a current or past account can be very helpful.

    This is easy with email: just make sure never to delete old emails, and use filters for effortless organization. For meetings/calls, make sure you keep clean, easy to read notes that also include the time and date. Audio recording is also an option.

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    3. Make every comment actionable

    Inevitably, there is a time in every person’s career where they get together with a group of colleagues to discuss a project or proposal, and give feedback as a group. It’s important that when you give feedback on a project, you give actionable directions…particularly you are at the top of the foodchain. Otherwise, the project can stagnate and people on your team can lose momentum.

    It’s the difference between

    “Someone needs to speak with our design team about using a new font.”

    and

    “Marcy, could you touch base with Jim in Design about our font preferences?”

    This ties in with my next point…

    4. Make all criticism constructive

    “Constructive criticism” is one of those feel-good buzzwords we learn to loathe after high school English class. Nevertheless, learning to give helpful feedback to a colleague will not only improve your interpersonal relations, but also will help to improve the quality of your work.

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    Constructive criticism is more than just a nicer way of talking to people. By giving clear, focused feedback instead of vague, general notes, people you speak with can really learn to improve their methods and practices in the future.

    It’s the difference between:

    “This website is a disgrace.”

    and

    “I see a number of issues here, including the dark green background that makes the text hard to read, and punctuation issues in the first two paragraphs.”

    5. Make sure you’re using the right word

    Take a moment and review this list of commonly misused words and phrases.

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    See anything on there that relates to you? If so, you’re not alone.

    So consider this: if you’ve been using the wrong words in your personal and business communications, how can you expect anyone to know what you really want? Spell check, grammar check, and the dictionary are your friends.

    When in doubt, use them. If you aren’t in doubt, use them anyway.

    Conclusion

    Communication can be daunting. Many people are afraid of public speaking, for example, showing a link between fear of speech and ineffective communication. However, if you make a conscious effort to put some of these basic principles into practice, I’m sure you will see results very quickly.

    So the next time you are crafting an email or preparing for a status meeting with your team, make sure that you are doing your utmost to communicate clearly and effectively. When everyone can understand what you are trying to say, you will find that your working life goes a lot more smoothly.

    More by this author

    The Productivity Paradox: What Is It And How Can We Move Beyond It? The Pomodoro Technique: Is It Right for You to Boost Productivity? How to Diagnose the “Phantom Cursor” Issue on Your Mac Extreme Minimalism: Andrew Hyde and the 15-Item Lifestyle 6 Easy Tips for Living with 100 Items or Less

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    Last Updated on February 18, 2019

    Why It’s Never Too Late To Redefine Yourself

    Why It’s Never Too Late To Redefine Yourself

    The ability to reinvent and redefine yourself is a bold, daring and purposeful choice. It doesn’t just happen. You have to make a conscious, intentional choice and then follow through.

    If the thought of forging a new path, changing habits, thought patterns and your inner circle of friends scares you – you’re not alone. Change can be a very scary thing. It takes courage, fortitude and a bit of faith to decide to shed your old self and don a new persona. However, it is one of the most critical processes one must repeatedly endure in the pursuit of destiny. Change unlocks new levels of potential.

    The Need for Change

    Everyday when we wake up, we make a decision. We decide to follow our routine or we decide to go off script and shake things up a bit. For those who are creatures of habit, routine is comfortable, easy and produces very little stress. The problem with this is, after a while you stop growing.

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    We all reinvent ourselves at some point in our lives. It is absolutely necessary to achieve certain levels of success.

    Reflect back on who you were as a teenager and then who you were at 25. Those are two very different people. Most of us are completely different. Your thought patterns changed, your appearance, job, level of education and even your friends– changed. We like to refer to this as “growing up” or maturing and consider it to be one of life’s natural progressions. However the changes you made were purposeful and deliberate.

    This process must be a lifelong and continuous cycle. You are never too old to refresh yourself.

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    Happy_old_man

      Signs It’s Time to Redefine

      “Just as established products and brands need updating to stay alive and vibrant, you periodically need to refresh or reinvent yourself.”– Mireille Guiliano

      So how do you know when it’s time for a system upgrade? There are signs along the way that alert you that it is time for an overhaul. The first sign is the feeling of being stuck. If you feel like you are in a rut, you’re bored with life or you need some newness and excitement, a self reinvention may be in order. Re-evaluate your life vision and your goals. Is that vision still valid and are your goals consistent with your vision and–are they achievable? If you are off course, it’s time for a change. If you are not moving forward and making progress, it’s time for a change.

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      In life, there’s no such thing as neutrality–you’re either moving forward or you are moving backward. Time constantly moves forward and if you are standing still, you are actually losing ground. No matter your age or stage in life– there is always room for improvement.

      “You’re never too old to set another goal or dream a new dream.” ~C. S. Lewis

      The second sign that you are due for a change is the occurrence of major life events in which change is forced upon you. Getting married, starting a new job, being promoted, ending a relationship, becoming a parenting or relocating are all prime opportunities to completely overhaul your life.

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      When these major shifts occur in your life–you have to shift with them. You can’t have a single mentality and have a successful marriage. You can’t remain selfish and irresponsible, and raise a healthy, well-adjusted child. You can’t be promoted to a supervisory position and keep the same subordinate attitude. Each level of success requires something different from you.

      Aronld in Predator

        Consider, for a moment, Arnold Schwarzenegger. People may have different opinions about his character and some of his life choices, but he is a master at reinventing himself. He achieved the ultimate success as a professional body builder by earning the title “Mr. Universe” three times. He then earned a tremendous amount of fame and fortune in the entertainment industry making action/adventure films. And in his latest role, he served two terms as the Governor of California. He succeeded as a professional body builder, a film star and a politician. Each role required massive amounts of change, commitment, strength and hard work.

        And if Arnold can do it…so can you!

        Featured photo credit: BK via flickr.com

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