Employee Relationships: Successful Communication

Successful communication isn't about how well you talk it's about how well you listen.

How We Fall Short

It's true, the vast majority believe having great communication skills means being able to effectively get your point across. Of course this is definitely a priority and it takes great skill but you can't forget the most important part of being a great communicator......Being a GREAT LISTENER.

Someone comes to you to discuss a concern, an idea, or one of many different subjects. We immediately ruin our chance of being a great communictor by doing one or more of the following;

• Failing to maintain eye contact with the person
• Continuing to work while they are talking
• Thinking ahead as to how you will respond
• Not validating what you hear

Even if you do only one of the above you have lost much of the information being shared with you. You have set you and the employee up to fail at successful communication.

How it Reflects on You and the Employee

Doing any of the things listed above will interfere with your retention of information. You may ask the employee to repeat thenselves many times. Now you are thinking 'this employee does not communicate well' while the employee is thinking 'you are not listening therefor you are not interested in what I have to say'. Worse, the employee may feel they are not communicating their thoughts well. This could undermine the employees self confidence and in turn make them give up.

You have unknowingly put a wall between you and the incoming information. Not only does this happen at work it also happens in our everyday lives and may interfere in our relationships.

How to Rise Above the Problem

You need to be able to switch gears from output to input. Invite the employee to come in and take a seat while you grab a pad of paper and a pen. Chat with the employee for a minute or two, this wil give you time to change your mindset.

Now you are ready to provide the employee with your undivided attention. This is where mediocre communicators become GREAT.

Try the following techniques:

• Put aside what you were working on. This will remove that distraction.
• Provide the employee with eye contact. This helps you to focus on the information you are hearing.
• Parrot what the employee is saying. This will validate to the employee that you are listening. It will also help you retain the information and stop your mind from racing ahead.
• Take notes. This will again reinforce your retention of the information.
• DO NOT DOODLE ON YOUR PAPER this will block information from getting through. Put your pen down between taking notes.
• After the employee is finished go over the key areas with them to make sure you understand and have all of the information.
• Now ask questions. One at a time, do not bombard the employee.
• If this is something the employee needs an answer to, and it's something you need to think about, then tell the employee you will get back to them. Set a date and time and then be sure to FOLLOW THROUGH.

A great communicator who does not follow through is not great at all.

By applying these techniques your employees will feel their input is valued, which it should be, and they will leave with a positive sense of well being. As for yourself you will see an improvement in how you previously felt your employees communicateed. You will also feel a sense of accomplishment as you are able to address each communication. You will have all of the information needed and you will understand the key points.

Communicating at Your Employee Meetings

Whatever the meeting, be it a regular staff meeting, a team meeting, etc., always be prepared. Outline your agenda at least a few days before the meeting. Decide how you will be presenting each topic. Jot notes on your agenda to remind you of what you would like to say or important points you would like to cover.

Think ahead about some of the questions that might be asked, try to prepare for them. You can't know everything that will happen at your meeting but being prepared will help you remain unflustered even when the unexpected happens.

Being unprepared for a meeting shows. Your professionalism will be questioned not only by your employees but by your supervisors as well. Keep a clean slate - or if your slate is already dirty it's not to late to clean it up.

Attending Meetings and Your Communication

Remember to use your listening skills at all meetings, even if they are one on one. Listening to what is going on around you helps you to formulate valuable input or pose valid questions.

Do not throw out just any comment because you feel you need to participate, think it through. You want your peers and supervisors to respect your input and questions. You want to give valid relevent insight and you want to maintain your professionalism.

By following this approach to communicating at meetings your input will be welcome. You will have set a track record for having valuable suggestions, input and insight.

Personal Communication with Your Employees

Again, this is where your listening skills will serve you best. By being quiet and listening to the chatter around you it is surprising what wonderful bits of information you will learn.

Someone just became a grandmother, someone else has a sick parent in the hopital, someones planning a wedding for their daughter. This information is invaluable, it keeps you in the loop with your employees. It allows you to give appropriate cards, strike up conversations and in general show your employees you care about them personally not just as an employee.