The single biggest problem in communication is the illusion that it has taken place.
– George Bernard Shaw
Working on a project with a diverse group of people is like cooking soup – each member has a unique role to play. Communication is a crucial part of a member’s role. In the professional space, it’s very important to maintain decorum while speaking. Your tone, vocal inflection, all of it matters, whether you’re talking to your colleagues, interns or your boss. We have already read about how communication is the spaceship that guides you through the galaxy of personal relationships. The words you use can also make or break professional relationships.
We have all been taught by teachers to “use our words” for communication – but exactly how many words should be used? What does one do when they suddenly find themselves in an office after years of talking to their friends however they want?
Here are some tips that could help:
Clarity of Message
Mind-reading isn’t a job requirement! Even if your message isn’t detailed, it has to have very specific tasks, needs and timelines. Imagine if your boss tells you: “I want this data to be handed in by next week.” There would be utter confusion in the team. Clarity is key: “The deadline to hand in the data is next Friday, at 6 PM. Please ensure all deliverables are completed by that time.” Your message should answer all the WH questions by itself – what, when, where, why, whom, how – when relevant.
Be Professional
There’s a certain flair and appeal to politeness in communication – it shows competence and respect. While speaking, use formal words, and keep your tone very respectful. The more you do it, the better at it you’ll get. Be professional in your emails too. I used to Google “formal synonyms of ___ word” every time I didn’t know what word to use in professional emails. Written communication needs more careful consideration, so proofread often. It really makes an impact.
Work as a Team
Teamwork makes the dream work, and clear team goals make the team work. It’s not always about completing your own work on time, it’s also about coming together and working as a team. Setting clear goals for the team gives clarity to all members. Encourage everyone to share their ideas and include everyone in the team’s achievements. Hearing a simple “We achieved this sales target because of all of our efforts!” makes the efforts worth it.
Collaborate Effectively
When it’s your time to share ideas with the team, have a clear structure. Focus on the topic at hand and offer evidence to the rest of the members – nothing makes a meeting better than a bunch of numbers for everyone to calculate. Using visual aids like presentations also goes a long way in clarifying your message. Your words shouldn’t get lost in translation – so be concise.
Identify and Overcome Communication Barriers
Ever had a colleague lightly snore beside you while the manager gives a presentation? Next time, wake them up – overcome the barriers to effective communication. Let nothing stand in the way of your understanding the message, or in the way of your delivering it. Ensure to simplify language, practise active listening and use different methods of communication. When different cultures are involved, do your research first so that you’re respectful to everyone.
Your team members shouldn’t need a crystal ball to understand you – communication in professional spaces is the bridge between confusion and clarity. With the above tips, your next day at office will hopefully be a little easier. Read this interesting article on How Great Leaders Communicate to improve on your skills.
Go forth, be polite, and structure your message with such clarity that even the office plants understand it!
