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How to Effectively Voice What You Want at Work

How to Effectively Voice What You Want at Work

How you express yourself at work is a fascinating and complex area. Let us look at the various scenarios and see where you fit in. Are you quiet and withdrawn? Perhaps you talk too much and rarely match actions to words? The secret is to find the right balance and be consistent. This is easily the best and most effective way of expressing what you want at work.

When I was a manager, I hated meetings. Especially those where I had to represent my section. Being naturally shy, it took me ages to overcome my unease when twenty four eyes would swivel in my direction as I started to speak. How I envied the poised, cool colleagues who would speak concisely and intelligently. How I hated the loudmouths who were simply attention grabbers and ass lickers. Luckily, I conquered my inhibitions but it did not happen overnight.

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When you are too quiet at work.

If you decide to keep your head down and not voice your worries, wants, ideas and plans, there is a risk that you will never be noticed! Your work, talents and skills may lie hidden like un-mined gold. That is the great risk you are taking. If you think that by not rocking the boat your manager will appreciate it, you may be wrong. It is not easy though to communicate what you want at work.

If you neglect this area, you are missing out on establishing your own personal brand in the department. In addition, you risk being considered as lazy, uncooperative, sulky, and uncommunicative. Of course, you are not like that at all. Your colleagues and your line manager are getting the wrong vibes and that could well stand in your way when you might want promotion. You will end up being frustrated and unmotivated.

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Are you too talkative?

Maybe you fall into that category where you can express lots of ideas, opinions and project ideas fluently and with great ease. If you cannot match that flood of verbal noise with actions and completed tasks, then you risk being considered a loose cannon.  Not producing the goods could be a major obstacle when looking for promotion. Your verbal output needs to be matched with action and deadlines that are met.

Are you a good listener?

“Never miss a good chance to shut up”. – Will Rogers

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How prepared are you to listen to others as they state their ideas and projects? The art of being a good listener means that co- workers feel valued, their productivity increases and they are more liable to stay in the company. This is especially important when you are in a managerial or team leader role.

How do you know what others are feeling or what their perspectives are on a major issue affecting the company, if you are not listening to them? Being a good listener is the gold standard of effective workplace communication.

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As we have seen, the ideal combination is to be able to give voice to your wants and needs in the workplace while at the same time being a good listener. Getting the balance right may not be easy but here are 10 guidelines to help you be an effective communicator which is the key to promotion.

Communicating at work guidelines

  1. Focus on a solution, rather than a problem. You may have worries about falling sales. Try to elaborate a possible solution to that, rather than complaining about it.
  2. Tell your manager which skills set you are aiming to sharpen or develop. Ask if there are any opportunities within your remit which would match those.
  3. Be aware of your limitations. If a difficult request is going to derail your main objectives, do not be afraid to say so and give the reasons. Accepting tasks which you cannot fulfil will mark you as a loser. It is much better to be honest.
  4. If you have an opinion about possible problem areas, do not be afraid to give your views to your team or your boss. When you are a manager, always seek out views from the team. If you disagree, try asking an open type question such as ‘Can you tell us how that strategy worked with a similar project?’ Never say that something will not work!
  5. Don’t lie when asked if there are any problems. Admit there are problems but explain clearly what is wrong. Avoid virtual communication and go for face to face interaction.
  6. Never undermine or apologize about what you think. Classic phrases such as: ‘I’m just thinking aloud here… but’ or ‘I’d like to take a few minutes of your time’ give a negative impression.
  7. Aim to be concise. Avoid torrents of words. Think about pauses and shorter sentences.
  8. Pay attention to your body language. If the space you occupy is ever smaller, then there is something wrong. Expand your space, unfold your arms and improve your posture. It does wonders for your morale and people will notice you.
  9. Avoid giving advice to colleagues when they have not asked for it. Doing this can give the impression that you know better.
  10. When you listen to an employee who has a problem, make sure that it is all about them, rather than you or the company.

Follow these suggestions to improve your communication skills at work. You will be happier, more productive and positive. You will also be a much more likeable colleague or boss.

How have you managed to voice what you want at work? Let us know in the comments below

Featured photo credit: Manager for a day / FTTUB Federation of Transport Trade Unions in Bulgaria via flickr.com

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Robert Locke

Author of Ziger the Tiger Stories, a health enthusiast specializing in relationships, life improvement and mental health.

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Published on January 7, 2021

How To Train Yourself When You Lack Attention To Details

How To Train Yourself When You Lack Attention To Details

Some people see the trees for the forest, and some see only the forest, meaning they lack strong attention to detail. But even if you’re one of the people who take a macro rather than a micro view, true professionalism requires balancing both.

If focusing on the fine points is not your forte, you will benefit from training yourself to pay attention to details. You will profit by saving yourself time, effort, money, and credibility.

Why Training Yourself in Attention to Details Pays Off

You add value to your organization when you make the effort to ensure that you performed your work thoroughly and effectively. This is why job postings often list “attention to details” among the required skills.

When you present your supervisor or client with well-completed, high-quality work the first time, it maximizes your value and minimizes wasted time. Detail-oriented people are also more adept at catching mistakes that could lead to costly blunders.

Moreover, attention to detail is an indicator of possessing other in-demand employee qualities, such as organization, thoroughness, and focus. In some professions, such as accounting, engineering, medical research, and more, you can only excel if you have trained yourself to pay attention to details.

In other professions, possessing strong attention to detail is the very quality that will get you promoted to a position where you will be asked to consider the big picture.

Finally, if you are the “go-to” details person, everyone else on the team can relax a bit. They know the project is in good hands and will likely throw you more projects as a reward. This will ultimately lead to your advancement.

3 Important Aspects of Becoming More Detail-Oriented

Here are the 3 important things you need to learn if you want to remedy your lack of attention to detail:

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  1. Respect deadlines
  2. Understand the work-flow plan
  3. Build in time to mess up

1. Respect Deadlines

Deadlines lend all projects a finish line. One smart idea is to take the given deadline and work backward from it, calculating when your piece of the project is due. Then, if you stick to the proscribed schedule for completing the mini-projects that you have, you will never miss a deadline.

One important note on this: It is smarter to stick to the deadline and turn in work that merits a “B+” than to blow the deadline with “A” work. Chances are, through revision and suggested changes from others on the team, you can bring up your B+ work to an A later. But if you disregard deadlines, you will lose the respect of your boss and fellow teammates.

2. Understand the Work-Flow Plan

Your team is developing work in conjunction with other teams who have projects and deadlines of their own. When you grasp the whole work-flow plan, you may be able to either add insight to the greater project or to your own smaller piece of it that others at the firm will consider valuable.

3. Build in Time to Mess Up

You can expect that “what can go wrong will go wrong.” Don’t overpromise on deadlines. Something likely will mess up, but when it does if you built in the time to fix it, those around you won’t freak out.

Chances are, you already give your attention to several details. Take heart. You can do this! You can overcome your lack of attention to detail and become more detail-oriented.

For starters, consider this: Most people take the time and put in extra effort into the activities or undertakings that matter to them most. Training yourself to become more detail-oriented can mean adopting a similar pattern of behavior.

Apply the same attention you give to your appearance. Are you a meticulous dresser? Do you pay attention to how you pair patterns and colors, and how you accessorize a particular outfit?

This is the same system to use when you lack attention to detail with your work. Give every item careful consideration so that each one contributes to the perfectly pieced-together whole.

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Assemble the ingredients the way you do when you cook. Cooking and baking from scratch require close attention to details as you measure and add each ingredient in sequence, and you time everything so that the meal comes together at the same time.

Similarly, your work product requires you to gauge whether all the ingredients have been added and that your final product is delivered on time.

Organize your business network like you do your social contacts. If you follow a broad base of friends and acquaintances on social media, you can apply similar skills to stay up-to-date on details associated with business acquaintances.

When you meet somebody who could be influential to your career or a resource for improving your skills, follow that person on social media. Respond to their posts to keep the lines of communication flowing.

12 Tips to Help You if You Lack Attention to Detail

Teaching yourself to take note of important details involves sharpening your perceptions and thinking ahead. The following tips will help you adopt these practices. Master these habits when training yourself to become detail-oriented.

1. Learn to Listen Well

You will pick up relevant information and needed nuance when you apply the skills of active listening. In conversations, train yourself to make eye contact, give your undivided attention to the speaker, and ask pertinent follow-up questions.

Training yourself to pay better attention to details in conversations includes learning to fully concentrate on what others have to say. If you find it hard, there’s no harm in taking notes on what they say.

2. Pay Attention to Social Cues

Make a point of noticing body language and facial expressions that provide insights into how others perceive a situation. Social cues offer details that give you an understanding of how words and actions impact others. The infamous character Michael Scott of the television show “The Office” epitomizes the consequences of not paying attention to others’ body language.[1]

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3. Follow Rules

Rules and protocols usually come about from lessons learned and are put in place to avoid further mishaps—whether from a safety or efficiency standpoint. If you’re given step-by-step procedures to follow, check them off as you go. Also, return to the rules at the project’s end just to make sure you adhered to them all.

4. Take Notes

Note-taking is a way to boost your retention and gives you something to refer back to when you need to keep track of pertinent details. You will also heighten your focus as you listen for relevant information. Review your notes shortly after the meeting or conversation and highlight the content that you intend to apply.

5. Prioritize What Needs Your Attention Now

When you have a full slate of work that demands your attention, take a few moments to sort assignments from most to least urgent. Keep a calendar, spreadsheet, or project planning software up-to-date with schedules and deadlines to help you stay organized.

As you tackle each urgent assignment, give it your full attention so no details are missed. Give yourself ample time—especially if you tend to be someone who waits until the last minute—as rushing can make you overlook important details.

6. Have a Detail-Oriented Assistant Check Your Work

If you lack attention to detail, then it makes sense to seek help from someone detail-oriented. If you have this option, take advantage of it. Two sets of eyes are better than one. Just be sure to credit your assistant for their help once the project is completed.

7. Learn the Rules of Writing Well

English is a difficult language, and grammar, punctuation, and spelling can all sabotage you unless you pay attention to detail. When in doubt, look it up. Free to use website services such as Grammarly can help.

8. Proofread Before You Hit Send

Nothing is perfect in its first draft. If you lack attention to detail, then put in the extra effort before submitting things. Before you send off any written work, check carefully not only for misspellings and incomplete sentences but also for improper tone, inappropriate colloquialisms, and inconsistent formatting. When your written communications are error-free, they will have their intended impact.

9. Minimize Distractions

It is impossible to stay focused when colleagues carry on conversations nearby or your mobile notifications ding you throughout the day. Do your best to limit distractions.

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If you are working where there is a lot of noise or side activity, try wearing noise-canceling headphones or seeking out a quiet corner. Disable your notifications when you need to focus, and resolve to only check them after you have completed your assignment.

10. Take Breaks

It may sound counter-intuitive to stop and take a walk, but it’s necessary. Walk away from the screen. Moving from one task to the next across the span of your workday is a recipe for brain fatigue. Give your brain a recess time when you come to a natural stopping place or after you complete one project and before you start the next. These short pauses are necessary for sorting through all the details needed for coming up with successful solutions.

11. Make Time for Reflection

At the end of a workday, take a few minutes to go over the day’s events in your mind. What was said or relayed in conversations? What is the status of the projects you worked on? What else occurred that you should pay attention to? Could there have been any details you might have missed that you should address tomorrow?

12. Keep a Detailed To-Do List

This simple organizational tool is your best ally for getting your work done on time and for paying attention to the details. If you are pressed for time (and who isn’t?), write your list to coordinate with dayparts.

Allot a certain number of hours to complete each task, do it, and then check it off. Nothing feels more rewarding than completing all the tasks on your list. But if you can’t finish them, then carry them over to the following day.

Final Thoughts

Details may seem small, but they can become a lot larger when they are overlooked. If you know you lack attention to detail, commit to training yourself to embrace the many facets that can help you consistently excel in the tasks you set out to accomplish.

When you begin to catch your mistakes in advance or apply the tidbits of information you gathered from paying close attention, you will know that you have trained yourself in the fundamentals of becoming detail-oriented. After that, you should start hearing the phrase “Great job!” more often.

More Tips on Boosting Your Attention to Detail

Featured photo credit: Cristina Gottardi via unsplash.com

Reference

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