Communication is an important part of creating effective and productive time management. It’s also considered one of the challenges, as it’s not easy to maintain constant communication in the workplace.
As a leader or manager, it’s a key skill that you need to embed in their armory, but only a few can rank their skills. Yet static shows poor communication costs 280 hours of productivity in a team every year.
To avoid this and improve communication skills, here is what you will need.
Importance of Effective Communication
You must have excellent communication skills in the workplace that can help make time management efficient.
The ability to communicate can help keep staff much more focused and encourage them to meet deadlines.
Also, it will help them manage their time better; it’s a visual to process the communication to improve productivity and grab or create opportunities for the company.
According to the Holmes Report in 2018, the estimated cost of having poor communication in large companies where the number of employees is more than 100,000 is an average of $62.4 million per company/ year.
It cultivates a loss in productivity, which is equal to a massive $26.041 per worker because of communication barriers.
Effective Communication for Leaders and Managers: Constant and Efficient Communication
Poor communication is one of the biggest problems that organizations are facing today. How well the performance is going to largely depends on the ability to communicate; it doesn’t just include the leader, but every single person from top to down.
When the communication is inconsistent, it creates the chances of misunderstanding, intention getting misaligned, and confusion.
Effective communication skills are needed in order for managers can manage their time much more productively and efficiently; it helps in improving personal productivity along with others; it includes :
- Providing the instructions which should be concise and clear
- Delegating tasks to be more effective
- Shares the information in much more meaningful ways
- Managing the conflicts in the workplace to maintain morale and teamwork.
There are ways that constant and consistent effects positively on a company.
Better Communication Prevents Painful Turnover
It’s often said that employees don’t leave their jobs but the bosses. According to studies, poor communication is one of the reasons that cause high turnover problems.
A study done by Peakon in 2019 found that communication was the second-highest factor that caused employee turnover in the company.
Employees want to feel good and staff; they want to know how they are doing in their job and if it matters to the boss, organization, and customers.
If a company fails to communicate, this will cause problems, and employees will feel like they are not valued and unhappy, which leads to seeking a new jobs in other places.
Proactive Communication Creates Certainty
A lack of communication is cause of less certainty in employees regarding their role as well as their responsibility.
Also, they question their value in the company as well as the team. Because of the concern, it undermines the confidence in the team and employees and leads to damage to their morale and trust.
A constant flow of communication and information helps in alleviating uncertainty and helps in building mutual trust.
Constant Communication Improve Customer Experiences
As poor communication causes a situation of uncertainty, this also raises rumors and affects productivity. The next will be managing the customer experience.
Since the employees are low on morale, uncertain, and mistrust, this will eventually affect the customers, which leads the poor customer service,
When communication is on point, this will help in reducing the chances of misunderstanding, close gaps, and ensure no mistakes are happening to solve the problems much faster.
Constant Communication Helps In Eliminating Gossip
Gossips are the biggest time waster in the organization; not just it can affect the mood of the environment but affect how employees perform.
When communication is not constant, the employees create their own solutions since human nature is to solve problems. And it causes bigger problems, as they create something untrue and based on uncertain facts.
They leap their own Colson, discuss with others and present persuasive arguments which compel to spread the rumors that fill the gaps which are caused due to absence of managers’ communication.
This does not affect the truth but causes a problem on a personal level, including :
- Employees might conclude that they are not doing a good job as they are not getting any positive feedback from managers for months.
- When auditing happens, they will assume that their performance is not up to mark
- When one employee gets an invitation to a management meeting, others will assume they are selected for getting perforation/
Gossip spreads the feeling of resentment and fear and ends up denting morals. Also, it can harm motivation and cause mistrust.
Constant Communication Can Help In Productivity
When managers are doing poor communication, the employee will second guess what they are doing and going around.
This reduces the chances of asking for confirmation of the role and tasks; this causes a knock-on effect on the delay and interruption.
Perhaps the worst can happen if they are doing something which is actually needed or feeling hesitation and uncertainty.
This ends up damaging productivity, wasting a lot of time, and causing situations that need to be fixed. The employees will miss more deadlines and make the situation worse.
Top Skills for Effective Communication
Communication skills have a huge impact on your life as well as your work. They define how you will convey and receive the information; it’s an integral part of time management as decisions are based on the information.
Communication is a core skill that includes a range of sub-skills; its essential for the workplace; this includes :
Written & Oral Communication
Verbal communication uses words for converting information; it includes written as well as oral communication.
We; oral communication is a skill that helps you in speaking much more concisely, clearly, and without misinterpretation.
This is crucial even if your job is not centered around speaking. Having the skills is important if you are looking to establish rapport with others.
This is just important as any other skill since, in the digital era, you need to write text, emails, and other things your written communication, including:
- Writing emails to the colleagues
- Drafting report for the boss
- Communicating with the customers via social media, email, etc.
It doesn’t mean that you need to be good at presenting PPT, but presentation skills are about how you use the right way of presenting ideas and intentions.
Presentation skills are useful in different sections and jobs, including:
- Software engineers explain how their code works.
- Statistician presenting the finding to other employees.
- Sales managers talk and explain to their clients.
Active listening is an important part. Also, it means paying close attention to the person who is talking and engaging with them by ensuring you are totally in the conversation.
It additionally involves getting rid of the distraction and asking questions to clarify and make them feel heard.
Communication consists of much more, instead of just speaking. It also includes posture, body language, eye contact patterns, gestures, facial expressions, etc.
This can help in inciting trust among people, including clients and coworkers.
Feedback is both for accepting and providing; it’s a skill that goes hand in hand with other components, including teamwork, active listening, open-mindedness, and respect.
Respect is fundamental for creating success as well as a better combination.
It includes active listening as well as patience; this is vital for any job you are doing.
Confidence is the next skill that helps in leaving a good impression during an interview. If you are wondering, you can be respectful and confident, and that is important.
It’s a character trait, ensuring decisions, actions, and words that are something to respond to much more positively.
It includes :
- Maintaining eye contact
- Sitting straight and open shoulder
- Speaking in a friendly but firm as well as tone
- Preparing in advance to avoid the stumble
Improving Workplace Productivity Through Effective Communication
For business or personal, in both ways, you need to get better in communication skills.
There are keys to how you approach the integration. This can help in getting better at communicating; it’s better to give clear information, and also help in managing as well as scheduling along with prioritizing.
Here are some of the tips that can help you :
Understand The Active Listening
Even if you are a great listener, there are many things you can initially improve. A great way that can help in finding what spots are weak and get better.
The concept of active listening means that you are engaging and involved; this can help in knowing what people are saying and understanding.
There is no single way of doing it; here are some of the ideas, including such as :
- Paying attention when the other person is saying something
- Ask them open-ended questions, so you can get an idea of how and what they want.
- Ask the probing questions if it’s a specific thing that you need to learn about.
- Request clarification on things you are not uncertain about
- Paraphrasing what they are saying can help you repeat back to them, so make sure you understand what they are saying.
- Be attuned to the feelings and make sure everyone’s needs are met.
- A summarizer at the end can help you in interaction, getting some of the takeaways and next steps.
Speak About Thoughts And Ideas Of Yours
Just like it’s important to know what others are seeking, but also improve the right way of saying what are your thoughts and ideas to others.
It’s especially important when you are a leader; this is crucial for setting the stage, including the team to follow. If you are honest and open in communication, this can help you in setting an example for others.
Always Be Clear On ‘ Why’
When communicating during work hours, make sure it has a purpose. This can be a responsibility to define roles or check the progress or give praise.
Even for chit-chat, make sure there is a reason. Don’t make mindless conversations, wasting everyone’s time and hindering their schedule.
Choose Mediums Wisely
When you are communicating facts, you can use electronic mediums, but for emotions, make sure you are doing it in person.
It’s easy to communicate using email, SMS, and messaging applications. And communication channels are an integral part of business, but electronic pens should be for tracking workflows and statistics facts.
But when you are considering emotional content, do it face to face. If you can’t do that, at least choose telephone or teleconferencing.
Try Not To Make Own Assumptions
It can be easy to assume when you know what others won’t, but it can also lead to misunderstanding; this can be the reason which escalates into a major conflict.
Conflict is the reason why you and the employees are wasting time resolving; it leads to a reduction in being productive and messes up the environment.
This is when you need to use active listening to save the day.
- To make your communication skills great, you will need empathy, which can help you understand what is going on in another person’s mind.
- This is important since what you say does not always accurately represent what you want.
- Complicated things, and it’s easy to feel embarrassed as well as overwhelmed; it’s common that you try to hide or disguise what you actually need.
- So when you ask the questions, it’s important that you listen closely and repeat back; this helps minimize the chances of misunderstanding and lowers conflict situations.
Show Respect To Other’s Time
If you want your time to be respected, it’s important that you do the same for others.
Everyone is busy, and there are lies outside the cubicle; it’s important that you don’t blur the line.
Let your colleagues, employees, and coworkers enjoy their time when they are not working, and it’s important not to ask them to communicate while they are on break.
Keep Your Conversation Concise And Simple
There are a lot of things you need to be aware of, and it’s getting overwhelming, but you need to be sure that the conversation is simple and concise.
Cut to the chase, don’t ramble; if it needs trimming, do it so people know where to focus and what is important. The goals and keypoint should be clear in your conversation.
Practice The Self Awareness
This is even crucial for making a tough conversation; advanced communication skills help in a solid grasp of emotions.
This helps control when you are feeling overly excited or upset; you don’t let the conversation be overtaken by emotion to cause drama for no reason.
It would be best to stay level-headed in situations you are not comfortable with and don’t like. If you feel like your heart thumps or your face starts getting hot, you must step back and take a break.
The key here is to be self-aware; this can help you admit when you are wrong, even if it causes a huge blow to the ego.
Don’t Use The Accusatory Tone
A tough situation will happen; nothing can stop it, but even when you feel it’s someone else’s fault, you must keep the tone cool during the discussion.
If you use an accusation tone in your conversation, this is the practice;y inviting a fight.
Human’s natural reaction is to get defensive when facing an accusation, and such conversation never brings anything positive.
Include People In Your Discussion
No matter how amazing a speaker you are and your compelling skills, the attention spans of others are limited.
So to become an effective communicator and make your conversation interesting, you need to make it more interactive.
Ask people questions, encourage them to share their thoughts during brainstorming, or use hypothetical questions for estimating the audience.
Understand The Basics of Non-Verbal Communication
According to a study, it has been found that nonverbal communication accounts for 55% of how others are going to prescribe you.
To be confident and clear when communicating, it is accrual that you adopt the proper posture.
Most of what you are saying will not communicate through words but through your physical cues.
Avoid slouching, making it appear smaller, or folding arms; instead of filling the space you got, maintain eye contact and smile when it’s needed.
Ask For The Feedback
Not only will it help save time, but also for leadership skills, it’s important to receive honest feedback from members, managers, and peers.
This can help in improving how you are communicating and also tell if everyone is on the same page or not.
Pause To Calm Yourself Down
A situation or clients or employers can make you feel aggravated and frustrated.
Sometimes it’s best to let your sudden emotions like anger and frustration call you down, don’t let them take over your conversation.
You don’t want to communicate when you are not in the right frame of mind. So it’s best to cool down, let it pass and then try again.
Over Communicate To Communicate
A graduate student at Stanford University in 1990 proved that how much listeners understand gets overestimated by the presenters.
In a study which is also called The Tappers and The Listeners, here one set of participants was asked to tap on 120 famous songs’ melodies, and others were asked to guess what songs were being tapped.
Tappers estimated around 50% correctly, but it was 2.5 % of songs were right identified. This shows how important it is to communicate correctly, so over-communication is needed to share new ideas.
According to studies, it is likely that the audience will fail to absorb the communication as you overestimate their capabilities.
Consider Using PIP Approach
A common framework that is used by experts in the business industry is the PIP approach. Its purpose, importance, and preview for presentation introduction.
With this approach, the speaker states the purpose of the presentation first and shares why it’s important and reviews the implication as well as possible outcomes.
Finally, they give a preview of topics that will be discussed. This framework is useful for making people excited about presentations.
It helps in better focus and key takeaways. Also, it helps in saving time since everyone is aware of what importance it holds.
Avoid Depending On Visual Aids
Steve Jobs instituted a rule according to which PowerPoint presentations were banned at Apple. Not just him, but Sheryl Sandberg also banned PowerPoint on Facebook.
Both leaders understood that using PowerPoint presentations hinders the inside of helping in communication.
So it’s important that you use words and consider including compelling storytelling and nonverbal cues for communicating effectively to the audience.
Use the visual ads only when needed; if not, it’s better not to depend on them.
Record The Prescriptions For Posterity
It can help save time and energy and improve communication much more effectively.
In cases where you are required to give the same presentation over and over, you can record the presentation and share it in the future.
There are different platforms that allow speakers to record and develop presentations. You can even edit the video to make it engaging and helpful.
Master Art Of Timing
While some jokes might not be appropriate for the workplace, stand-up comedians sure have the skills to be effective communicators.
Examples like Dave Chappelle and Chris Rock can host 90-minute comedy shows because both are mastered the art of timing.
Great comedians are also great communicators since they are able to feel out what their audience’s emotions are; it helps them know when to move on and try something new or when they can reiterate the idea.
Focus On Earning Their Respect
It can be tempting to use a lighthearted way when you are communicating; this can be helpful in making good friends in a professional environment.
However, in order to become a successful communicator, you should focus on earning respect.
While telling jokes or two can help in warming up, and it can be effective, don’t end the presentation with laughter as it will dull down the seriousness of the meeting.
Common Communication Mistakes That Waste Time: How to Avoid Them
Communication skill is a crucial part of anything for business, relationship building, improving productivity, and personal matters.
Not knowing the right way to communicate, 65% of couples split up; according to a 2013 survey, it was the primary cause of divorce.
Also, it wastes time, and poor communication sabotages leisure and productivity.
Well, to know which common mistakes you are making in communication that is not just wasting time but also affecting badly on how you are managing productivity, here is what can help:
Not Asking Questions To People
Not asking questions like ‘ ‘Tell me more about …”; it is important that you are asking the right question so the people know you are interested in their conversation and paying attention.
Needing To Win Every Argument
When you are in the middle of an argument, it gets really difficult to stop from understanding that winning is not always the end of it.
So admitting what you did is wrong and helps you in being mature. Also, you don’t have to win; it should be focused on solving the situation and being honest about it.
Not Using ‘ We’ In Conversation
It’s important that you consider using ‘we’ in concentration, but many people consider us enemies when speaking me vs. you language.
So when conversing, reframe and think of yourself as a team.
You must be working together, not against each other, and helping each other.
Not Having Eye Contacts
When you are having a conversation, it’s important that you have eye contact when you are making the conversation.
It gives you confidence and helps you understand how they are getting your points.
It isn’t good for courtesy when people are not looking at you when you talk.
Eye contact also helps in building relationships and improving overall communication.
Keep Doing Interruption
One of the mistakes you can make is to keep interrupting when someone is talking.
People tend to interrupt, especially when they are feeling overly excited or afraid; not just that, you can also do it because of power.
Showing Apathetic And Negative Body Language
90% of your communication happens through body language, so you need to be more empathic and positive during the conversation.
Eye contact is also a part of your body language, but it’s a small part, so consider your body posture too.
Letting Emotions Take Control
There are a lot of situations when you feel like you are feeling angry or frustrated; it’s common and happens to everyone.
But the biggest mistake you can make is letting it overtake your conversation. It’s important you have a plan of knowing what to do when you are stuck in such a situation.
When you are having a covert discussion, step back and let your feelings go down. If you are on email or text, it’s best not to reply at that time.
Attacking People’s Character
People get sensitive and defensive when in an argument; they have attached to people’s character, calling names and pointing out the weakest point.
Not only is it the biggest mistake that could ruin the relationship but you regret it after you do it. It happens because you let the emotions take over your mind and show anger in words.
Expecting People To Read Your Mind
There is no one who can understand what’s going on inside your head without you letting us use words to describe it.
If you have important work to do, and there is someone who wants you to do it, let them know you have a work schedule so they understand it better.
Not Reading Your Text Before Sending
A Lot of times, you send a text without knowing what is in it, so make sure that you proofread it.
It should be clear, properly organized, and respond to the points as well as the goal so the reader knows what your text is all about.
Not Restating And Paraphrasing
When someone is saying something, you must paraphrase or restate in order to be sure what they are saying.
Not just shows that you are showing interest but also focusing on what they were saying to you.
Restating and paraphrasing are crucial for making sure there is no missing information and confirmation.
Making Assumptions Before Knowing
There are chances that you might have rolled your eyes at what people are thinking. Not just that, but sometimes you skip the conversation because you believe you know what they are going to say.
But assuming the message without listening not just increases the chances of making errors and receiving wrong information.
So it’s best not to make assumptions and don’t let others do it too.
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“Vision, strategy, and inspiration – these three words describe me the best. I am the founder of “TheLeaderboy” dedicated to leadership and personal development. As a self-taught practitioner, I have been studying the principles of effective leadership for the past decade and my passion lies in sharing my insights with others. My mission is to empower individuals to become better leader