COMMUNICATING is your ability to convey, impart, share or exchange information, thoughts, feelings, news, or ideas that result in a clear understanding of others in the accomplishment of your employer’s goals.
This is done by enhancing your oral, written, and active listening skills, and your body language to produce clearer focus, assist collaboration, build consensus and trust, ensure shared understanding, and reduce misunderstandings.
Extracted from The Effectiveness Guide:
“Communication – the human connection – is
the key to personal and career success.”
– Paul J. Meyer
This site will help you enhance your ability to Communicate!
Good communication is a continuous process intended to produce clearer focus, assist collaboration, and build consensus, build trust, relieve stress, reduce rumors, reduce confusion, ensure shared understanding, reduce misunderstandings, and most of all – to get things done!
It’s painfully true that you could have the best planned and organized project on the planet, but without good communication you’re bound to have problems. You could also have a weak, non-existent plan and still be successful, if the communication is good.
The best reason to develop good communication within your unit (and with your Leader) is to reduce or eliminate misunderstandings. Interpretations, like assumptions, create miscommunication which will stop or delay the successful completion of projects.
How good is your Communication System?
Any good communications system in an organization should have these components:
- Clear: Easily understandable and free from ambiguity
- Cyclic: Sent periodically to members telling them what’s going on
- Focused: Delivered to the right people at the right time
- On-Demand: Info posted on a shared drive to answer Frequently Asked Questions (FAQ), 24/7
- Timely: Information is provided in sufficient time to take action
- Two-way: The ability to receive input and feedback from all members
- Redundant: Delivered via several different means
Does your current communication system include all of these? If not, why?
Do you REALLY know What’s Going On?
Create ways to find out what’s really going on in your unit. The two best sources of information on how your unit is doing are your people and your customers. Listen to them and act accordingly. It’s amazing the number of high-priced consultants that just come in for a few days, talk to a few employees and customers, submit a report, and management thinks they’re brilliant.
If only the leader or a member of the Leadership Team would have done the same thing and listened with an open mind, without being defensive or passing judgment, the same results could have been achieved – for free. Keep your people informed. Listen and respond to their concerns!
The most important ways to find out What’s Really Going On:
- Blog: Post questions you would like members to answer. Ask for feedback
- Break bread together: Have a meal with members selected at random
- Sensing sessions: Meeting with members selected at random
- MBWA(Management By Walking Around)
- Visits: Spend one day a week, visiting a different location unannounced to talk to your members
- Open Door Policy: Provide a time when members can come see you privately
- Skip-level process: Randomly select members, several levels below you, for a private meeting, non-attribution, to ask for problems and solutions
- Suggestion box: Receive anonymous suggestions for improvement
- Surveys: Send out a survey and assess the results
Have you ever struggled to get a simple decision from your leader? Have you ever felt certain that your communications with your team members were effective, only to find out later that this was untrue? If so, maybe it’s time to learn how to better communicate.
Communication is the glue that holds it all together. Good communication is a continuous process intended to produce clearer focus, enable collaboration, build consensus, build trust, relieve stress, reduce rumors, reduce confusion, ensure shared understanding, reduce misunderstandings, and most of all – to get things done! Interpretations, like assumptions, create miscommunication which can stop or delay the successful completion of your projects.
It’s painfully true that you could have the best planned and organized project on the planet, but without good communication, you’re bound to have problems. You could also have a weak, non-existent plan and still be successful, if the communication is good.
Here are a few suggestions on how to enhance your communications:
Have you ever received a message from someone that was vague, unclear, or confusing? How did that make you feel? Put yourself in the position of the listener. How often have you assumed that the person you’re speaking with understood what you were saying only to find out later that they were thinking something different?
Here’s an example:
One day one of Bob’s Direct Reports (John) walked up and asked, “Bob, did you get my email?” Bob responded, “Huh? What are you talking about?” John then realized that he wasn’t on the same frequency. So, he said, “The email I sent you about travel costs. Was it okay?” Bob then responded, “Oh, now I know what you’re talking about. But, please wait for my response, because I’ll probably forget this conversation.”
There are two important lessons here about better communication:
- First, whenever you start a conversation, ensure the listener is on the same frequency. To do this, you might have to preface your initial remarks with, “Concerning the email I sent you about (Topic of conversation like the email you sent about travel costs), I have a question.” Now, pause and wait for some form of confirmation that the listener recalls the email (past communication). Then ask your question.
- Second, if you sent the email to your leader, don’t stop him in the hallway and ask him if he got your email. He will probably not remember it, and he won’t be able to answer your question fully.
Bob will need to go to that specific email, among the 547 emails he’s received in the past 24-hours, before responding. If you have questions, pick up the phone, or see him in his office. If the question isn’t time-sensitive, ask your question in an email. This way you’ll get the correct answer, and his response will be documented.
Use an “FAQ SITE”
Have you ever found yourself answering the same question over and over? If so, post these Frequently Asked Questions (FAQ) with answers on a shared drive so everyone can benefit. Delegate this to a team member.
Get Consensus on Commonly Used Terms
Some words and phrases are open to interpretation. Clearly define commonly used terms. One of the biggest problems I noticed as I spoke to executives from different offices in the same organization was that they lacked a common language. They all had different definitions for the same term, which could lead to serious miscommunication.
The solution was simple; collaborate to create a list of commonly used terms with one mutually agreed upon meaning. When the list was Staffed to all Key Players for review, this created a few new terms. Further clarification was added to the definitions, and the list was Staffed again until consensus was achieved. Problem solved!
Avoid leaving Unclear or Incomplete
Voice Mail or Email Messages
|Please call me back I have a question for you.||I have a question about our meeting tomorrow.||I need to know where and when the meeting is tomorrow.|
|I need to tell you something.||I need to tell you about the meeting tomorrow.||Meeting is @ 7 AM on Feb 28 in our conference room.|
|Did you get my email or message?||Did you get my message about the Staff meeting?||Wednesday, I sent you an email asking if you’re coming to Friday’s Staff Meeting at 11 AM.|
Avoid using Unclear Words and Phrases
|It||Bring it, send it, do it, etc.||Avoid using the word it. Instead, identify what “it” means.|
|They, Them, Their, He, She||Mary, Bob’s, John||State the name of who you’re talking about?|
|…with the other one.||With my red coat on my bed.||What’s the other one mean?|
|Next week, next month||Thursday, April 12 at 11 A.M.||Be specific!|
|I need it ASAP||I need your report delivered to my home no later than 5 P.M. on Friday, October 22||When do you want the task completed? Be specific!|
|That, this||Make sure Project Alfa gets done!||What is “this” or “that”?|
|Tomorrow||Friday||Best: 14 November|
|AM||Morning||Best: 10 AM|
|Meeting is moved up 1 hour||The meeting is at 11 A.M.||What does “move up” mean?|
|Let me know what you think||I need your comments of what gets added, deleted, or changed no later than Feb. 22||Be Specific!|
|This one is hot or high priority||I need your comments/response no-later-than Feb. 22||When is the deadline?|
|Always||Usually, normally||9 out of 10 times|
|Never||Seldom, rarely||Less than 10%|
To be continued: If you’d like to learn more about enhancing your ability to communicate, you can do so by adding this book to your professional library, today!
YOUR GUIDE TO
Here you’ll learn these skills:
CHAPTER 1: BY FINDING OUT WHAT’S REALLY GOING ON
CHAPTER 2: BY REDUCING MISCOMMUNICATIONS
CHAPTER 3: BY USING CRITICAL REASONING & CREATIVE THINKING
CHAPTER 4: BY WRITING TO CONVINCE
CHAPTER 5: BY ENHANCING YOUR EMAIL
CHAPTER 6: BY SPEAKING TO INFORM
CHAPTER 7: BY SPEAKING TO CONVINCE
CHAPTER 8: BY SPEAKING TO ENTERTAIN
CHAPTER 9: BY EXPRESSING YOUR OPINION
CHAPTER 10: BY PERSUADING OTHERS
CHAPTER 11: BY LISTENING ACTIVELY
CHAPTER 12: BY CONDUCTING MEETINGS
CHAPTER 13: BY CONDUCTING A “PRODUCTIVITY BRIEFING”
CHAPTER 14: BY CONDUCTING “IN-PROGRESS REVIEWS”
CHAPTER 15: BY CONTRIBUTING TO YOUR LEADER’S MEETINGS
CHAPTER 16: BY GIVING AND RECEIVING FEEDBACK
CHAPTER 17: BY GIVING FEEDBACK TO YOUR LEADER
CHAPTER 18: BY ENHANCING YOUR BODY LANGUAGE
CHAPTER 19: BY COLLABORATING WITH OTHERS
CHAPTER 20: BY ENGAGING IN DIALOGUE
CHAPTER 21: BY ACHIEVING TEAM CONSENSUS
CHAPTER 22: BY RESOLVING “REASONS FOR NON-SUPPORT”
CHAPTER 23: BY “STAFFING A DOCUMENT”
CHAPTER 24: BY BRAINSTORMING & COMMON-SENSE TEST
CHAPTER 25: BY USING “OBJECTIVE & OBSTACLE TECHNIQUE”
CHAPTER 26: BY FOLLOWING UP & FOLLOWING THROUGH
CHAPTER 27: BY BECOMING A MASTER COMMUNICATOR
This is your chance to invest in your copy of this book – guaranteed to make you a more effective COMMUNICATOR tomorrow than you are today.
Or, you can take advantage of our Special Offer below.
To SAVE 80%, purchase The Effectiveness Guide, which contains all 10 Core Competencies, instead of buying each separately.
Here’s what you’ll learn:
CHAPTER 1: BY BECOMING A BETTER FOLLOWER
CHAPTER 3: BY BECOMING A BETTER PLANNER
CHAPTER 4: BY BECOMING A BETTER ORGANIZER
CHAPTER 5: BY BECOMING A BETTER COMMUNICATOR
CHAPTER 6: BY BECOMING A BETTER PROBLEM SOLVER
CHAPTER 7: BY ENHANCING YOUR AWARENESS
CHAPTER 8: BY BECOMING A BETTER TRAINER
CHAPTER 9: BY ENHANCING YOUR ABILITY TO MOTIVATE
CHAPTER 10: BY ENHANCING YOUR CHARACTER
APPENDIX A: PLAN OF ACTION EXAMPLE
APPENDIX B: REAL WORLD PROBLEM SOLVING EXAMPLE
APPENDIX C: ADVANCE PROBLEM SOLVING WITH VUCA
APPENDIX D: CAREER ADVICE
APPENDIX E: CREATING MISSION AND VISION STATEMENTS
The Effectiveness Guide will be the best investment you’ll ever make in your career.
Also, if you feel this information could help someone else, please take a moment to let them know. If it turns out to make a difference in their life, they’ll be forever grateful to you – as will I.
Let’s make a difference together – one person at a time!
All the best!
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