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The Behaviors that Destroy Communication in Workplace (and How to Avoid Them)

The Behaviors that Destroy Communication in Workplace (and How to Avoid Them)

I’m going to kick this article off by giving you examples of two kinds of people: these are generalizations of course, but the idea here is for you to get a clear picture in your head of these people and see how that makes you feel. Who knows—maybe you’ll see yourself in one of these examples, as self-reflection often comes in unexpected places, and realize that there are a few things you could work on. Then again, let’s not get too lofty.

The Worst Guy 1:

Heather storms into your office (or cubicle or what have you), and says “Please tell me you’re ready for the meeting this afternoon. I hope you are, because I haven’t had time to get any of the work done. I’ve been so slammed with this extra project that Jack gave me, you know Jack right, the head of marketing? Well, he gave me this project to work on and I just haven’t had time to prepare for this meeting, so you’d better be on the ball because we don’t want to look stupid do we? Anyways, it’s not like you’ve been busy have you, I mean, what do you make thirty two a year…?”

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As you can imagine, it goes on for a bit longer, and you don’t manage to get maybe one or two words in, if you’re lucky. Heather, in this example, is far too aggressive. She barges in and starts yapping without any regard to what you may have been working on or what you may have been doing. Not only that, she is completely unprepared for a meeting and expects you to carry her. To add icing to the aggressive/annoying/obnoxious cake that she has brought into your office, she says that the reason that she isn’t prepared is because she was given this extra project and, in a way, is implying that she is special for having been chosen to do it.

Basically everything about this approach to communicating in the workplace is wrong.

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The Worst Guy 2:

You’re at the machine in the copy room, making sure there are enough flyers advertising the softball team to go around (keep in mind that these are just examples and it doesn’t matter whether there is a softball team, or if you work in a real office, at all). Gary walks in and stands behind you. He hasn’t announced himself yet, or tapped you on the shoulder, but you know he’s there. You also know that he’s the shy sort and likely won’t announce himself, so you turn around. “Heya, Gary” you say. “Oh. Hey, you” he responds. “So. I know that we have the end of quarter analysis coming up and that we’re all going to be busy, but, I don’t know, do you think that you could hurry up with that spreadsheet? I mean, you don’t have to. I guess. I could do it. It’s only, you know, I have this vacation coming up and, well, I did kind of want to take it before the next quarter. I guess I don’t have to, go on vacation I mean, it’s just that…”

This isn’t as bad as Heather, for sure, but nearly. Gary, in this case, is much too passive. In fact, he’s well beyond passive and bordering on milquetoast. For those of you who don’t know what a milquetoast is, it’s the perfect way to describe people like Gary: wishy-washy pushovers who don’t seem to be able to stand up for themselves, but also can’t help but play the victim.

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Again, the examples were drastic, but the point was to get the type across. When dealing with office relationships you can’t come off as too aggressive (it never pays to be on everyone’s “people to kill” list), and passive doesn’t work either because you’ll never get the respect that you deserve.

There is a fragile balance in the workplace where communication is concerned, especially at modern shared workspaces where you may not be speaking to someone in the same company.

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Here are some short-but-helpful tips to keep in mind when it comes to coworker communication:

  1. Get to know your coworkers—taking the time to befriend the people you work with is time well spent, believe me. It’s always nice to have someone on your side, and a friendly work environment is more productive.
  2. Look for the positive—everyone has faults, but it’s often the case that someone’s faults can become positive attributes, when focused through the right lens.
  3. Goals are the key to a successful business relationship—this goes for clients as well as coworkers. If you find yourself having difficulty communicating with someone, approach them and try to find a common goal you can both work towards. You’ll be surprised how quickly the differences between you fade.
  4. Stand up for yourself—there always comes a point, unfortunately, when looking for positive traits, and commons goals just doesn’t work. It’s then that you have to stand up for yourself. Don’t submit to the Heathers of the world who expect you to do their work for them.
  5. 5. Keep the dialogue open—this goes for everyone. Whether you are having a phenomenal time with Heather, or are about to nudge Gary out of an open window, the lines of communication must be open; between you, your coworkers, and your boss. This is easier said than done, I know, but well worth the effort in the end.

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Last Updated on November 19, 2019

Work Smarter, Not Harder: 12 Ways to Work Smart

Work Smarter, Not Harder: 12 Ways to Work Smart

I imagine that like me, you say that you never have enough time and that you just cannot cope with 60 dozen things all at once.

How on earth do you get out of that spiral?

Many people never sit down and look at how to work smarter, rather than harder and even longer hours. But not you, you’re smart enough to try to learn effective ways to work.

So how to work smarter not harder? Here are 12 smart ways you should be following:

1. Improve Your Time Management Skills

Easier said than done? Well, no actually, because there are a few simple rules that can really help you to manage time better.

For example, when setting up a top priority task, you need to switch off the phone and ignore your email first. Then you need to abandon any ideas of multitasking as that will slow you down and ruin your focus.

Finally, set a reasonable deadline and do everything in your power to meet it.

“When you’re born, you’re born with 30,000 days. That’s it. The best strategic planning I can give to you is to think about that.” — Sir Ray Avery

2. Speed up Your Typing and Use Shortcuts

These days we’re all keyboard slaves. So why not speed up your typing and try to get rid of the two finger syndrome. In fact, when you save 21 days per year just by typing fast!

This is exactly what I am doing now, so I cannot honestly say I am practicing what I preach!

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But help is at hand. Try some of these apps and games to help you type fast: 8 Most Effective Games and Apps to Learn to Type Fast

Using shortcuts on the keyboard is another time saver and can speed up your work.

For example, press F2 to rename a selected file, while CTRL + I will put selected text in italics.

There are so many of these. If you make the effort to learn them, they really can be helpful.

3. Learn How to Use Productivity Tools

It is well worth downloading all the useful tools and apps that can highly boost your productivity. Take a look at these 18 Best Time Management Apps and Tools and install whatever fits your needs.

Now that is really a great way of working smarter, not harder.

4. Use Your Phone Wisely

Instead of writing emails, sometimes it’s better to pick up the phone and talk to the person responsible. It saves time, especially for important or urgent discussions.

If that colleague works in the same office, it is even better to go and talk to him or her. It gives you a break, you get some exercise and you actually make human contact which is becoming quite rare in this electronic world.

5. Keep a Tab on Your Tabs

If you are like me, you might well find that you have a ton of tabs open at the top of your browser.

In order to find the one you want, you have to search for them as they are off screen. Having all these tabs open slows down your browser too.

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One solution is to use OneTab which can keep a neat list on the screen of all these tabs when you want to quickly get to one of them or you want to remind yourself which ones you have open.

6. Use a “To Don’t” List

We all know about to do lists and I find that they are generally great. They give me a great sense of achievement as I cross off the tasks done.

But often, I find that we are doing non-essential tasks or ones that can easily be postponed. That is why many people recommend the to don’t list.[1]

Some people prefer to savagely prune the to do list while others prefer to have two separate lists, to do and to don’t. You just have to work out what works best for you when you are trying to save precious time to become more productive.

7. Expect Failure and Fight Paranoia

When failure rears its ugly head, some people get a bit paranoid and fear that this may become a trend.

Projects will go wrong and failure should be expected rather than feared. Learning lessons from failure and analyzing what went wrong is the best way forward.

“Do not be embarrassed by your failures, learn from them and start again.” — Richard Branson

And here you can find 10 Great Lessons Highly Successful People Have Learned From Failure.

8. Be Concise

Rambling on at meetings, in emails and even when introducing yourself to new clients can waste a lot of people’s time.

One way is to practice and sharpen your “elevator speech,”[2] which tells people in 30 seconds or less why they need your skills and how they can benefit from doing business with you.

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Just think of the many situations where this could be useful:

  • Making new contacts
  • Talking about yourself at a job interview
  • Meeting people at conferences or parties
  • Phone calls to new clients

9. Ask the Right Questions

“You can tell whether a man is clever by his answers. You can tell whether a man is wise by his questions.” — Naguib Mahfouz

How do you get feedback? The secret is to ask the right questions at the right time.

When you do this, you are gathering the information you need to help in decision making. This will save you time and you will be able to cut meetings to a minimum.

Forbes magazine reports on research that they carried out on asking the right questions.[3] When that happens, the positive effects are increased by 400%. There are also other benefits in staff motivation and a positive impact on the company’s bottom line.

Lifehack’s CEO Leon has shared about how to ask for feedback to learn faster: How to Learn Quickly And Master Any Skill You Want

10. Learn as Much as You Can

You should always be on a steep learning curve. Look at your skills profile and determine where you need to fill a gap. Talk to important connections and network in your niche.

Keep up to date on trends and developments. It is a fact-changing world. When an opportunity arises, you will be the best equipped to seize it because you have never stopped learning. Just another way of working smarter.

“Live as if you were to die tomorrow. Learn as if you were to live forever.” — Mahatma Gandhi

11. Look After Your Greatest Resource

No, your greatest resource is not time. It is YOU.

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If you do not get enough sleep, exercise and relaxation, you find that you become less and less productive. You begin to work longer and longer hours, which is the exact opposite of what you want.

What you should be doing is making sure you are in the best shape. It is useful to remember that you need a break of 15 minutes after every one and a half hours of work.[4]

Taking breaks and getting fresh air and exercise is one of the best ways of working smarter, not harder.

12. Don’t Fall into the Trap of Working Smarter and Harder

As a society, we are obsessed with doing everything smarter so we are more efficient and we save time all around.[5]

But the most important thing to remember is to accept when we are ready to switch off that computer and not fill up the time with even more work!

The Bottom Line

The key to greater productivity is to work smarter, not harder. Working smarter saves precious time and energy for the things that really matter — your life goals, your personal growth, your health and your relationships.

Stop working for more hours and start working smarter!

More About Working Smart

Featured photo credit: Unsplash via unsplash.com

Reference

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