Become a GOOD COMMUNICATOR – Rolling On – Management Tip 87

You will please more people by listening to them than talking to them.

          Learn to ask basic questions – shut up,  and listen hard to their responses.

          Effective communication must a two way affair.    

A Handful of tips to improve your communication skills

* For an organisation to prosper

        It’s essential to have an active, honest dialog between employees, their clients and top management for a company to prosper.

          Leaders must make the hard decisions but to do so it is essential to obtain the honest views of as many people as possible.

* Use simple language

       Today we tend to have a diverse and a global workforce therefore all messages should be written in a simple language such as Basic English.

          Use words that are understood by all.

Try to use the simplest words to convey the right message – don’t clutter your messages with surplus or large words that some people may not fully understand.     

          Use short sentences and try not to give too many instructions at one time. Keep instructions simple. If possible back up spoken recommendations  in writing

          There is no substitute for asking brief questions like ‘Why?’, ‘When?’ Where?’

‘How?’ and  ‘How much?‘

* Don’t take things for granted

           Many technical messages written by  professionals needs simplification to be understood and fully appreciated.

          People’s interests become so real and important to them that they take too much for granted, especially dealing with other people.

          People leaders need to stress the importance of listening, questioning and simple clear communication.

* Confused area of responsibility

          Unless leaders know what is going on at all times and unless the employees know what is expected of them your organisation is in trouble.

          Trying to co-ordinate the problems of different teams and organisations can cause communication problems. They often become problems only because of confused areas of responsibility.

          Make sure all teams have clear instructions both verbally and in writing so they can often refer back to them. If changes are made all people must be informed as soon as possible.

* Check it before you send it

          Always try to make time to reread and edit all your work to make sure your message is correct and clear. A little time spent checking can save much anguish and miss- communication.

          Don’t send off angry messages – a good rule is to delay your message until you have had a night’s sleep. 

          Because of work pressures often a message is sent using the wrong channel.

          It’s quick and easy to send off an e-mail when we should have talked to a person.

           Face to face is still the best way to explain a confused situation.

          What can we do about these communication problems? No, what can YOU do about them? It’s your responsibility now you are a people leader.

Geoffrey Moss (mossassociates.co.nz)

“A desk is a dangerous place from which to view your employers and clients. GET OUT From Behind Your Desk  AND TAlK TO THEM.”

 Source: “Survival Skills for New Managers” first published in New Zealand and in England by Kogan Page, in China by Yale Management, in Singapore by the Singapore Institute of Management, in Australia by CCH, and in South Africa by Francolin Publishers.

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