10 TIPS ON EFFECTIVE COMMUNICATION SKILLS AT WORKPLACE

Having effective communication skills in this 21st century is of paramount importance in other to run a successful business and lack of it may attract some legal consequences and even some fines.

Hence, the aim of this article is to remind us of some useful tips, that can enable us to work efficiently and as a “TEAM” through effective communication, so paddle your canoe and sail along ~:

TIP ONE: AUTHENCITY OF THE MESSAGE:

It is important that you first clarify and read carefully the authenticity of the message before you divulge the message to your colleagues in the office.

 As a professional, avoid being gullible to any information that comes your way or that you surf on the internet, always check if the message had been transmitted from a reliable source or was it something that you just read in the newspapers?  So, effective communication skills will enable your words to be more accurate, credible and reliable – but it is as good as the contents of your message.

TIP TWO: Avoid Altering the Message:

Some people are fond of providing their personal input about a message. Problems will arise if the receiver unknowingly accepts the message with the input as the “total package”. This may cause confusion and misunderstanding in the workplace.

 TIP THREE: BE FOCUS

 It is always advisable to always go straight to the point so as to avoid distraction, confusion and unnecessary tautology.

A similar point is to keep the message short. It is good to provide bulleted headings and paragraphing if the message is long and detailed.

TIP FIVE: AVOID OPEN-ENDED QUESTIONS:

As many workplaces are fast-paced and activity driven, it is important that you communicate with your colleagues in a constructive and responsible manner by avoiding open-ended conversation or Yes/No answers. Always communicate in an understanding and polite manner. An example of this scenario is when you say; ” There will be a meeting on Saturday.” will you like to attend? Instead, you can say, “there will be a meeting on some important issues on, how we can work effectively as a team and on how we can create a cordial work relationship and environment, hence it shall be highly appreciated if everyone can attend please respond through text, email or phone call If you can attend”.

Hence courtesy and politeness are very paramount when communicating to professionals especially in the workplace.

TIP SIX: Sensitive to the environment:

If you have an important message for the receiver who happens to be making a speech in front of VIPs, how will you communicate? Will you interrupt him in mid-speech by shouting the message across the conference room? This method is definitely not recommended. Instead, you should write out the message and hand it to him without distracting the audience. Most poor communicators are not sensitive to the working environment and place high importance in transmitting the message. So, it is very important to be sensitive to the environment, the speaker and the audience at large, when divulging an important message in public.

TIP SEVEN: TONALITY: The tone of your voice whether warm or cold, friendly or harsh can be of a great benefit when communicating to your colleagues at work, considering the fact that you are all working under constant pressure and deadlines. We all have our “off days”. Thus it is important to be sensitive with your tone and mood to your colleagues, especially if he/she is your junior colleague and the content of the message is not a palatable one. Let your colleagues know that you care for them more rather than admitting their roles as an employee and always use a warm and friendly tone, not mean or harsh tone.

TIP EIGHT: Effective use of email

It is good practice to send an email if you are unable to contact your colleagues. The advantages are obvious; you are able to send an email attachment with your message and there is a proof that you have done your part (unless his email account is over-quota!).

TIP NINE: Effective use of SMS:

As most people have mobile phones, you should consider using SMS to enhance effective communication in your workplace. Though lots of discretion is needed when disclosing information through this means due to the confidentiality that comes with it, for instance, some will prefer to hide their phone numbers to protect their privacy as a private caller especially when calling clients while others don’t mind giving out their details. Hence, just do what you are comfortable with, but with lots of caution especially since the content of the message can be used as evidence in the court of law.

TIP TEN: RIGHT TIMING:

In order for effective communication to occur in a workplace, home or in any institution or organization, it is always paramount to check if that is the right time and place to reveal such information to the recipient.

It is a common saying that “ Right information given at the wrong time” and wrong place, can be perceived by the recipient/ colleague as a wrong message or as ineffective. So, practice giving a right message at the right time and place, always check with your colleague “if this is the right time to talk to you or should I come back later?” Hence, timing is very important for effective communication in the workplace.

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