Communication is the process that drives all decision making, problem solving, educating, and influencing in the workplace. Without proper communication, it would be impossible to accomplish tasks, collaborate with others, and meet goals. Seeing as your organization’s health depends on communication, it is essential that your employees have the right skills to communicate effectively. Keep reading to explore four important steps towards establishing effective communication in the workplace.
1. Understand the Different Models of Communication
Before you can begin teaching critical communication skills, you must understand the different types of communication that exist in the workplace. The first and most straightforward mode of communication is known as the sender-receiver model. This is the simple process of a “sender” delivering information to a “receiver,” who then processes that information. This model requires clarity on the part of the sender, and attentiveness on the part of the receiver. However, messages are not always delivered and received clearly. That’s where the co-orienting model comes in. This model recognizes that receivers often have different interpretations of the sender’s message, based on different perspectives, experiences, and the deciphering of non-verbal cues. In order to resolve the problem of differing interpretations, we can look to the conversational learning model. This model uses conversation amongst individuals as a way to better understand one another’s perspectives. By understanding the factors that shape one another’s perspectives, we are able to better interpret their messages.
2. Acknowledge Different Linguistic Styles
An important part of helping your employees send and receive clearer meanings is educating them on different linguistic styles. Linguistics refer to the nuances and tonal elements in our uses of language. Linguistics can include the uses of direct or indirect verbiage, the pacing of our speech, our word choices, and uses of different elements of speech such as jokes, analogies, hyperboles, questions, or apologies. Linguistic style is unique to each person and is often influenced by cultural and societal factors, as well as each individual’s unique life experiences. Factors that may influence a person’s linguistic style include age, gender, nationality, ethnicity, religion, educational background, work background, and number of years of work experience. For example, a number of studies have pointed to the idea that women tend to use more indirect language in workplace settings than men. This is just one example of the many complex linguistic differences that exist in the workplace. This is why it’s very important for your employees to understand these differences. By participating in a diverse work environment and having conversations with people from various backgrounds, your employees will be able to better understand the perspectives that drive meaning in conversation.
3. Learn to Develop Clear and Concise Messages
Another important method for improving communication is to give your employees a solid framework for developing and delivering clear and concise messages. When developing a message, the first step is to identify the purpose of the message. In a work setting, this purpose will often involve solving a problem, making an announcement about a business process, or making a request of others. Once the purpose has been established, the target audience must be determined. This audience may include fellow co-workers, a boss or manager, or a member of another department. When determining this audience, it is important to consider the organization’s leadership structure, and how much decision-making power the intended audience possesses. Next, the message must be created. We can think of this process like writing a story. Every good story must have a beginning, middle, and end that delivers a clear message. This message should remain concise, to retain the reader’s attention and avoid distraction. After developing the message, it can often be helpful to reinforce it with the support of data or evidence. This can bring more credibility to the message and allow the receiver to gain a more clear understanding. The final step in message creation is to consider the ways in which it might be interpreted by the intended audience. This step may involve changing the verbiage or tone in order to be best understood.
4. Implement Communication-Focused Training
In order to put the aforementioned principles into practice, it can be very helpful to implement communication-focused training programs. It is true that employees can learn a lot just from their interactions with one another at work, but formal training is the necessary piece that solidifies their understandings of these interactions and enforces better communication habits. These training programs may include courses that discuss effective communication tactics or interactive group activities that put these concepts into practice. Either way, incorporating these principles into your employee training is an excellent tool for improving workplace function and cohesion.