Workplace and personal communication

Every solution breeds new problems.

What fax, email, IM and texting have done for instant communication has had the negative effect of remaking personal and office communications increasingly virtual, stealthily modifying and standardizing office interaction to ever expanding faceless and voiceless communication. 

Years ago, it was considered unacceptable to use email for business proposals, queries, follow-ups, interoffice memos/announcements, et cetera.  That certainly is no longer the case; in fact, it’s no secret that co-workers will actually email one another instead of phoning or engaging face to face, even if they are situated right next to each other.

With its huge person-to-person popularity, SMS and MMS texting are likely to be the next acceptable standard.

Over 70% of mobile phone users now use their hand-sets for text messaging.  Text messaging is seen as a medium of choice - being simple, cost effective, instant, and discrete.  Moreover, according to IAB (Interactive Advertising Bureau), 95% of text messages are opened compared to just 25% of emails. This puts mobile operators in a very strong position for marketing personal and business use.

These mediums of communication, though acceptable, are causing individual, interpersonal communication skills to suffer and we can expect the next generation of business men and women to rely heavily on these non-verbal means of expression. Even “old-school” business professionals have let their verbal communication skills rust while engaging co-workers and clients through email, web based meetings and like technology vehicles.

As a result, potential miscommunication is constant, consequentially so too may be personal and professional report damage; so the fundamentals of interpersonal communications, whether personal or professional, need to be addressed and practiced.

Firstly, we must define what are and are not healthy for proper communication to take place.  Here are seven self-explanatory common communication barriers:

1. Not listening

2. Interrupting

3. Improper/inappropriate reaction

 
4. Anger/conclusion jumping

5. Failure to recognize non-verbal communication

6. Improper timing

7. Gender differences

Personal contact is best. People connect to one another more when they meet in person so to read each other’s body language and feel the collective energy. If personal contact is not possible, the next best medium is by telephone.

Continue to network. Because no one achieves success alone, make an effort to befriend people in different departments.  You should also expand this to a personal level, meeting new people in your community, and looking for experiences or interests you have in common.

Always be courteous. Courtesy lets people know that you care. The words “Thank You” show that you are grateful. Say, “Would you please...” instead of only, “Please...” You will relate parity and build rapport.

Be consistent and clear. Consistency builds trust. Asking, “Did I explain this clearly?” will assure that people understood what you said.

Compromise when it is appropriate.  When facing a conflict, in some instances, compromise lessens the associated stress. Frame your conversation in the context of the company, not the individual so that co-workers will not take the conflict personally.

Be interesting.  You cannot hold a person’s interest if you have nothing interesting to offer. Read your hometown paper daily. Read industry literature so you can know what is going on in your industry. Rehearse telling a few short personal stories about your interesting experiences.

Listen.  Listen to what others are saying and show interest in the conversation. Listening expresses respect and admiration. Conversations should volley from one participant to the next.

These guidelines will hugely benefit both personal and professional relationships; after being practiced will come to naturally improve your communication over time.