Effectively communicating to your employees will follow in a more productive execution and will help perform the bottom-line objectives of any company, business, or basic interaction. As a manager, your transportation skill is needful in directing the actions of your employees. This basic managerial skill course in transportation will enable you to become a better manager for yourself, and for your organization. You will learn how to describe effectively, which will help you to maximize "work straight through others" to get the job done.
There are many components to communication. Consider verbal transportation skills, listening skills, written memorandums/email, telephone skills and non-verbal communication. Also, reflect upon all the habitancy we describe to: subordinates, peers, supervisors, customers, and groups of people. In addition, ponder some of the reasons, why we communicate: to get and give information, to discipline subordinates, to make assignments, and so on.
We will not be able to discover every facet and component of communication. Rather, we will focus on the general law of productive transportation that apply to most situations and we will point out important things to remember for some definite situations. We will use only as much "theory" as needed to gain basic insight of transportation problems. Primarily, we will discuss what you can do to become an productive communicator.
Our Objectives
Upon completion, you will be capable of:
1) Recognizing transportation problems and barriers.
2) Implementing techniques to conclude transportation problems and barriers.
3) Demonstrating the basic general rules of productive communication.
4) Using special techniques in definite transportation situations.
This is designed to do more than just give you facts on communicating. Rather, it is set up to teach you skills which you can apply in your day to day routine.
What is Communication?
Communication is plainly the sending of a message to another person. The someone sending the message first needs to formulate the message in his head. This involves determining the meaning that the sender intends to carry to the other person. To formulate the meaning of the message, the sender regularly draws upon his background attitudes, perceptions, emotions, opinions, education, and experience.
The message is then sent to the listener straight through both verbal talking and non-verbal gestures. The someone receiving this message then interprets its meaning. To do this, the listener uses his background, attitudes, perceptions, emotions, opinions, education, and experience.
Effective transportation exists in the middle of two persons when the someone receiving the message interprets it in the same way as the sender intended it. Sounds precisely straightforward doesn't it? Well, it can be.
Who is Responsible for Communicating Effectively?
Managers share the responsibility in communicating effectively with the private employees themselves. The manager is 100% responsible for communicating effectively with their employees.
This includes establishing an open and trusting climate for communication, as well as demonstrating good transportation techniques to their employees. The employee is 100% responsible for taking advantage of the "climate for communication" to express what is important and relevant. For example,it is startling that a manager will ask "are there any questions?" after giving an employee an assignment, but it is also startling that an employee will say, "I have a question", if one should occur to the employee, without waiting for the manager to ask.
Why Managers Need to be productive Communicators?
o transportation is used so often that "we cannot afford to do it poorly".
o transportation has a special power: to originate interest, stimulate action, perform agreement, sustain enthusiasm.
o transportation is the traditional recipe that managers use to direct their employee's behavior.
o transportation is the basis for approximately all other managerial skills. It is complicated in delegating duties to subordinates, motivating employees, demonstrating leadership abilities, training new policies and programs, and counseling execution problems, etc.
Barriers to productive Communication
o Supervisor inaccessible.
o Supervisor buried in work.
o Supervisor always in a hurry.
o Supervisor maintains a pre-occupied expression; little eye-contact with employees.
o Supervisor only informal with his peers or boss (never with subordinates).
o Supervisor tells employees to "write it up" instead of promoting discussion.
o Supervisor never asks, "How's it going?".
Where do Difficulties in transportation Arise?
The basic source of misunderstanding in the middle of two persons are transportation failures that occur when the receiver understands the meaning of a message differently than it was intended. We do not always describe what we intend.
Communication failures arise when there is a gap in the middle of what the sender meant and what the receiver opinion the sender meant.
Communication failure can be caused by:
o Being so preoccupied that you do not listen to what other are saying.
o Being so concerned in what you have to say that you listen only to find an opening to work your way into the conversation.
o Being so sure that you know what the other someone is going to say that you distort what you hear to match your expectation.
o Evaluating and judging the speakers, which makes the speaker guarded and defensive.
o Not being able to "see past the words" and get the emotional message of the sender.
o Not trusting the speaker and becoming suspicious of what is being said.
Setting the Stage for productive Communication
Even before the first word is uttered, assorted factors are already at work that can sway the success or failure of our communications. Let's discover these factors to see what role they play.
Communicator's Appearance
Before we ever say a word, others have been receiving messages from us. We describe to others just by the way we dress and groom. In the book Dressing for Success, the author notes that other habitancy end about 17 distinct things about us just on the basis of how we appear.
Many businesses utilize a dress code to guide habitancy to the acceptable type of attire. It use to be traditional within the firm world for men to wear a coat and tie. This conveys to others that we are professionals. In addition, conservative colors are beloved to more outspoken colors. This communicates seriousness, stability, and a "down-to-business" attitude. recent changes have occurred in this area, just always remember that habitancy do make conclusions about you based on your appearance. Understand the prospect as it relates to dress code and insure you are in tune with the firm position.
Communicator's Past Conversations
Communication experts tell us that the credibility of the communicator, as thought about by past conversations, is a needful factor in productive communication. Credibility refers to the attitude the listener has toward the truthfulness and trustworthiness of the sender's statements. When a listener views the sender as dependable, knowledgeable, reliable, warm and friendly, emphatic, and non-selfish, the message that is sent will be more likely to be received. Unless we seem credible to the receiver. Our message will be discounted and we will not be able to describe effectively with him.
Communicator's Personality
The personality of the communicator plays a part in both the formulation of the message and in how the message is communicated. Each individuals beliefs, opinions, prejudices, feelings, biases, and personal experiences enter into the amelioration of a message. Most of the time this happens quickly, automatically, and out of habit. In expanding to influencing what we think and say, our personalities also play a role in how we say the message. You may know of an instance where two managers sound fully distinct in conveying the same exact message to a listener. For example a follow oriented manager may talk in short, concise, action-oriented sentences, while another manager may end up in a long discourse including many details and side points.
The transportation Situation
The situation and circumstances surrounding our transportation plays a part in determining its success or failure. Although many types of situations sway the messages we send, one singular type that can precisely distort our messages is transportation under stress. Stress, by its very nature, makes it difficult for us to "think clearly". In a stress situation, the meaning of the message can be distorted; subtle shades of meaning can be confused; pieces of facts can be forgotten; minor points may seem more important than major points. In addition, the wording of the transportation may suffer. Uncertainty, nervousness, and blurring can creep into the speaker's voice, resulting in a less assertive statement.
Communicating Effectively - Verbal Communication
Verbal transportation means talking. The goal in communicating verbally is to carry a message to another someone so that the other someone understands it exactly as the someone talking intended it. A well communicated message is one which the other someone can accurately repeat back in his own words. Verbal transportation can be made more productive by:
o Talking about definite rather than general situations.
o Using concrete language, e.g., "merchandise" rather than "stuff".
o Using words well-known to employees; explaining unfamiliar words.
o including an example to explain the point.
o Giving enough detail to carry the point.
o Giving details slowly and in order.
o production it a custom to address the five "W" questions in the topic (if applicable).
Who is involved?
What is the situation; how did it begin?
When will it occur?
Where is it taking place? What you think, believe, feel?
Why will it happen? Why is this important?
Nonverbal Communication
Nonverbal transportation refers to the gestures and body positions that accompany ones speaking. All habitancy display clear gestures or lack of them when talking. It is important to be aware of your nonverbal communication, for it plays a big role in production your total transportation effective.
Effective transportation occurs when a person's verbal message and nonverbal message both "say the same thing". Problems in transportation occur when the speaker's words say one thing, but his gestures and body language says something else.
Types of Nonverbal Communication
All of the following "says something". In the definite context, they should correspond and reinforce the spoken message.
o Eye contact.
o Position of our arms and legs.
o The length we stand from others when talking to them.
o Where we sit at a table or in relation to others.
o Smiling.
o Nodding or other head movements.
The manager can use nonverbal behaviors in two ways. First, when speaking, he can monitor his own nonverbal behavior and try to make sure it corresponds and emphasizes what he is verbally saying.
For example:
o When taking payment of a situation, the manager should have good eye feel with his subordinates, stand in a level posture, use a firm but not overbearing voice,and point to what he wants done.
o Upon noticing customers, the employee should smile to indicate friendliness, make eye feel to retort the customer's presence, tun his body in the direction of the buyer to indicate his willingness to help if needed.
The other way a manager can use nonverbal behavior is in "listening to what others are precisely saying". If the manager notices the employee saying one thing verbally but another thing non verbally, then the manager should theorize that the verbal message being said may be somewhat "incomplete".
Active listening skills is what separates the good from the great. Learn to listen with your ears, eyes and perception paying concentration to both the verbal and nonverbal communication.
For example:
An employee who says that he would feel comfortable doing a task but who exhibits folded arms, crossed legs, and tensed neck muscles might not be feeling as comfortable as he thinks. The manager who suspects this might need to keep his eye on this situation.
Written Communication
In written communication, the simpler, shorter, and more direct the better. This can be remembered by the equation:
Effectiveness = Conciseness = Completeness
Try the following tips for achieving brief and complete communication.
o Use straightforward words; your goal is not to impress your reader with your vocabulary, it is to get the point across.
o Make sure the words exactly express the thought; distinct words can slant the whole message of your point.
o Make the sentence structure clear; poor grammar, run on sentences, etc., can distort the point you want to make.
o Use a distinct paragraph for each complete unit of thought.
o Make sure all of the needful facts is included.
o Anticipate questions and comprise the answers in your message.
o Use only needful words and phrases.
o Make sure your facts, dates, times, etc., are correct.
o Consider the tone of the memorandum. Make sure it doesn't comprise antagonism or preaching. I extremely propose that if you are upset about something, it is Ok to write out your thoughts and ideas for production the situation better. Then make sure you do not send it, until you read it the next day. You will find in most cases that what you want to say does not change, but how you say it will change dramatically once you are over the emotions you attached to it.
o Make sure it is neat in appearance.
Remember all written memorandums have a dual purpose: you want the reader to receive your message and you want to do it the shortest, quickest way inherent without leaving out needful information.
All memorandums written in this way will be a good reflection upon you.
Phone Conversations
Talking on the phone lies in the middle of face-to-face transportation and written transportation in regard to facts we can receive from the other person. Phone conversations do not give us entrance to the body language of the other person, hence, we miss the nonverbal cues with the words. On the other hand, phone transportation does allow us to take into inventory the tone of voice the other someone is using, unlike written communication/email.
Voice tone can be used in two ways. First, we can vary our voice tone to reinforce what we are saying verbally. Managers can carry competence, sincerity, and trust straight through the tone of their voice when talking to customers or employees.
Secondly, we can pay concentration to other people's tone of voice, much like nonverbal behavior, to check on unspoken feelings and thoughts. To do this accurately, custom listening to both the words and the tone of the voice that carries the words.
When talking to someone you have spoken to before, pay concentration to changes in their usual voice qualities. Some habitancy speak slow, loud, or clear. When these habitancy change their general voice qualities, they are communicating something extra to us. It is up to us to look for cues to detect what these changes in customary
voice tones mean. Remember, you can't talk to someone on the phone and someone in front of you both at the same time and do justice to either party.
Communicating to a Group
Communicating to a group can be as straightforward as production an declaration r as complicated as running a training program requiring much group participation. Much of what has been presented in this training applies to communicating to a group. Pre-communication factors, such as your appearance, credibility, and the specifics of the situation plays large part in establishing a victorious presentation. Talking effectively and using nonverbal body language to correspond to the spoken words can all be used in group settings. A particularly skillful speaker can even "read" the nonverbal cues of the group as a whole and use this facts to adjust his talk.
Listening
Why you Should Listen to Your Employees
o Employees might have helpful ideas.
o Employees might know causes of problems in the workplace.
o Employees might be able to warn me about inherent problems I haven't yet recognized.
o How employees feel about things can be a tip-of hereafter problems.
Ways of Not Listening
o Signing routine papers.
o Sorting papers.
o Allowing long telephone interruptions.
o Sneaking looks at the time.
o Gazing out of the window, or at distractions passing by.
o Maintaining pre-occupied facial expressions.
o Calling orders to other employees in in the middle of sentences.
o Fidgeting nervously, shaking foot, playing with gadgets, coffee cup, etc.
Inhibiting transportation from Your Employees
Avoid the following to forestall cutting off hereafter transportation from your employees:
o Blaming the employee who gave you bad news.
o Getting angry.
o "Falling apart".
o Demanding the employee to explain work that is reported to be not going well.
How should you react to news:
React to bad news by remaining objective; keep your emotions under control; switch to a "problem-solving", "let's get this situation corrected" approach. retort to good news with praise, acknowledgment and appreciation.
Active Listening
Active listening is comprised of three detach and important skills: concentration skills, following skills, and responding skills. concentration skills are those actions you take to put the talker at ease, to non verbally show you are listening, and to best "pay concentration to" what the other someone is trying to say. Maintaining eye contact, eliminating distractions, and concentrating on both the verbal and nonverbal are examples of concentration skills.
Following Skills
These are the skills we use to encourage the conversation along; to get the point the someone is making. Nodding our heads, saying "uh-huh", "I see", and "go on" are following skills. Asking acceptable questions to bring out the point is a following skill as is allowing silences without jumping in. All following skills serve two purposes: to indicate to the speaker that you are "with him" and to help him get the point across.
Responding Skills
This is where we conclude if we received and interpreted the message as the speaker intended it. Say something like, "If I understand correctly, you are saying ... " and go on to paraphrase that we understand, using our own words. Check out the facts and ideas, the main point of what the speaker said. It is only after we are sure that we understood the message as intended, can we then evaluate, judge, take action, or furnish an retort or comment.
Communicating on the Job - Who We describe To
Before the message is formulated and communicated, we become aware of who we will be sending it to. How and what we describe can change depending upon who is the intended audience.
Upward Communication
If we will be communicating to our immediate supervisor, our message might be prepared, formulated, and presented in a definite manner. For example, if we need to seek assistance from our supervisor, Asking an open-ended interrogate will follow in more facts than a interrogate that can be answered yes or no.
Peer Communication
If the transportation is intended for a peer, the message might be less "formally" ready and presented. For example, less background facts might need to be given since the peer can "easily relate" to the situation to be described.
Downward Communication
The manager who is communicating to his subordinate may need to do so in a distinct way than to others. Clear, concise, directions might be the format for much of the messages the manager gives to his employees. In addition, the manager may follow-up many of his messages with, "Do you have any questions?".
Checking For Understanding
When communicating with employees, it is always a good idea to check for understanding. plainly take a second and ask " recap for me what I have asked you to do." By doing this, you can clear up any missed transportation that may have taken place. This step is helpful for both parties as it allows them to describe back to you that they heard and understood your direction. This is a needful step in delegation of tasks.
Communicating With Customers
Communicating to a buyer also affects how the message is formulated and delivered. Messages conveyed to customers need to be totally literal, and delivered in a professional and amiable manner.
Purpose of the Communication
When we talk to someone, we regularly have a purpose. The purpose of the transportation differs depending on the situation and who we are addressing. A manager may describe for any of the following reasons:
o To motivate employees.
o To teach, instruct, or explain a task.
o To counsel an employee.
o To seek facts or assistance.
o To literal, an employee's behavior.
o To be persuasive.
o To socialize.
With each of these purposes, the transportation changes in order to perform our goal.
One of my favorite leaders use to say, that you will have become a master of transportation when you are able to tell someone where to go and to have them looking forward to the trip!
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