Effective communication at the place of work is essential. How you communicate shows whether you’re an exceptional leader or a poor one. Being a good leader means that you are able to bring out the best in every team member, leveraging on each of their strengths. The key to great leadership is having excellent communication skills.
Communicating well with your team can eliminate any misunderstandings and result in a healthy and serene working environment. Open and efficient communication with your team will also ensure everyone works quickly and professionally.
When you keep the lines of communication open, you’ll find it easy to carry out projects and other tasks, and you’ll find it effortless to meet targets. So, if you want to communicate well with your team, you need to plan it out.
In this article, we’ll focus on the different ways you can use to communicate in your business office, how each method works and what you should take note of when using the technique.
1. Open Meetings
In an open meeting, everyone attends and participates. By inviting your staff to the meeting, you make it easy for everyone to hear what you say and also feel and see it. It allows energy and creativity to flow. It creates an opportunity for your team members to share their opinions and views. Great ideas are often generated through these.
2. One-on-one Meetings
Communication experts recommend one-on-one meetings where you invite one person to the office and talk with them. While some people may want to hide behind the opinions of others in a group meeting, a one-on-one engagement allows you to know someone’s thoughts and dispel any misconceptions they may have or correct them. It also makes each team member feel valued and gives them the chance to share their real thoughts. Remember to keep eye contact with the person so the message can sink home. These one-on-one meetings are commonly seen in startups and SMEs due to their smaller structure. MNCs are encouraged to do this as well and they can allow each department’s leader to take charge.
Email remains a potent way to communicate in official settings. It enables you to pass important information to your team without making them leave their workstations. Ensure you keep the email subject punchy and the message brief. Include a deadline and call to action where necessary.
4. Use Simple Words
Not everyone can be on the same page in terms of vocabulary. For effective communication with your team, use easy-to-understand words. Meetings with your team are opportunities to clarify and progress, not a place to flaunt your vocabulary. When you use ambiguous phrases, it’s easy to be misunderstood and you may have yourself to blame later when some people don’t do what you said in the meeting because they probably missed the point.
Whether you want your team to learn how to use new marketing software or want them to upgrade their skill-set, nothing beats training. Besides, when people know the training will make them better at what they do, they’re likely to take it seriously. That’s the right time to pass across crucial information to the team.
6. Be Confident And Serious
When holding an open meeting, sending an email or engaging in a one-on-one meeting, always exude confidence. It’s the only way to ensure no one takes you for granted. Often, when team members realize there’s levity or uncertainty in your communication, they may take your information with disregard or disdain.
7. Use Visuals
Studies show that the brain process visuals 600,000 times than text. Visuals help people to retain information much longer. So, you may want to incorporate the use of slide presentations in your training, for example. To put a point across, you can create a visual display and place it in a heavily trafficked area in the office.
8. Listen To Your Team Members Too
It’s easy to be carried away and do all the talking because you’re the leader, but communication is two-way, and so you should listen to your team as well. It takes both hands to clap. During meetings, encourage them to participate and air their views. It’ll make them feel valued, and they’ll deliver accordingly.
9. Use Body Language
It’s not all about the talking. Non-verbal cues are vital to communication, and you should employ them in your meetings be it video conferencing, open meetings or even one-on-one meetings. To keep your team interested in the meeting, nod when one of them is talking, smile, maintain eye contact, or sit up straight and use a firm handshake. These little gestures do matter.
10. Act Your Messages
Don’t just talk about it, do it too. Some of your team members might think what you’re telling them is impossible. So if you want them to remember every bit of your message, do what you’d like them to do, then sit and watch their excuses vanish through the air.
11. Don’t Repeat yourself Without A Reason
If you want your team members to take what you say seriously, don’t sound like broken recorder. Instead, tell them what you’d like them to do or know and ask if they’re clear about the same. If they aren’t, then you may want to repeat what you said.
12. Use Humor
Use friendly jokes when passing information to your team. This approach has been proven to be effective especially if you’d like to ease tension away. If you notice the atmosphere is intense or unfriendly, humor can do the trick. When using jokes, don’t overdo it or you may dilute the significance of your message.
Vary these communication approaches and you’ll start to see the impact in your organization. Above all, always be friendly but strict and watch your team’s productivity soar to great heights. There is always a need for order and efficiency but it won’t hurt to have some fun and humor in it.