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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 August 16, 2018

    10 Ways To Step Out Of Your Comfort Zone And Enjoy Taking Risks

    10 Ways To Step Out Of Your Comfort Zone And Enjoy Taking Risks

    The ability to take risks by stepping outside your comfort zone is the primary way by which we grow. But we are often afraid to take that first step.

    In truth, comfort zones are not really about comfort, they are about fear. Break the chains of fear to get outside. Once you do, you will learn to enjoy the process of taking risks and growing in the process.

    Here are 10 ways to help you step out of your comfort zone and get closer to success:

    1. Become aware of what’s outside of your comfort zone

    What are the things that you believe are worth doing but are afraid of doing yourself because of the potential for disappointment or failure?

    Draw a circle and write those things down outside the circle. This process will not only allow you to clearly identify your discomforts, but your comforts. Write identified comforts inside the circle.

    2. Become clear about what you are aiming to overcome

    Take the list of discomforts and go deeper. Remember, the primary emotion you are trying to overcome is fear.

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    How does this fear apply uniquely to each situation? Be very specific.

    Are you afraid of walking up to people and introducing yourself in social situations? Why? Is it because you are insecure about the sound of your voice? Are you insecure about your looks?

    Or, are you afraid of being ignored?

    3. Get comfortable with discomfort

    One way to get outside of your comfort zone is to literally expand it. Make it a goal to avoid running away from discomfort.

    Let’s stay with the theme of meeting people in social settings. If you start feeling a little panicked when talking to someone you’ve just met, try to stay with it a little longer than you normally would before retreating to comfort. If you stay long enough and practice often enough, it will start to become less uncomfortable.

    4. See failure as a teacher

    Many of us are so afraid of failure that we would rather do nothing than take a shot at our dreams.

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    Begin to treat failure as a teacher. What did you learn from the experience? How can you take that lesson to your next adventure to increase your chance of success?

    Many highly successful people failed plenty of times before they succeeded. Here’re some examples:

    10 Famous Failures to Success Stories That Will Inspire You to Carry On

    5. Take baby steps

    Don’t try to jump outside your comfort zone, you will likely become overwhelmed and jump right back in.

    Take small steps toward the fear you are trying to overcome. If you want to do public speaking, start by taking every opportunity to speak to small groups of people. You can even practice with family and friends.

    Take a look at this article on how you can start taking baby steps:

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    The Number One Secret to Life Success: Baby Steps

    6. Hang out with risk takers

    There is no substitute for this step. If you want to become better at something, you must start hanging out with the people who are doing what you want to do and start emulating them. (Here’re 8 Reasons Why Risk Takers Are More Likely To Be Successful).

    Almost inevitably, their influence will start have an effect on your behavior.

    7. Be honest with yourself when you are trying to make excuses

    Don’t say “Oh, I just don’t have the time for this right now.” Instead, be honest and say “I am afraid to do this.”

    Don’t make excuses, just be honest. You will be in a better place to confront what is truly bothering you and increase your chance of moving forward.

    8. Identify how stepping out will benefit you

    What will the ability to engage in public speaking do for your personal and professional growth? Keep these potential benefits in mind as motivations to push through fear.

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    9. Don’t take yourself too seriously

    Learn to laugh at yourself when you make mistakes. Risk taking will inevitably involve failure and setbacks that will sometimes make you look foolish to others. Be happy to roll with the punches when others poke fun.

    If you aren’t convinced yet, check out these 6 Reasons Not to Take Life So Seriously.

    10. Focus on the fun

    Enjoy the process of stepping outside your safe boundaries. Enjoy the fun of discovering things about yourself that you may not have been aware of previously.

    Featured photo credit: Unsplash via unsplash.com

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