Tips for Improving your Workplace Communication - Introvert Whisperer

Introvert Whisperer / Tips for Improving your Workplace Communication - Introvert Whisperer Tips for Improving your Workplace Communication Effective communication is vital to both the overall efficiency and culture of the workplace. The state of these two things depends on a balance across four different types of communication: verbal (in-person) communication, non-verbal (body language and facial expressions), phone conversations, and written communication. The words we use and the messages we send are only one small part of the puzzle- the way we choose to send our message can make or break the effectiveness of communication. Lean on these tips to better understand the four types of workplace communication and how you can leverage them to your career advantage. Verbal Communication: Be Choosy about What You Say Online If you can help it, always choose to communicate in person. Being selective about what you say in person and what you feel you can say online for the sake of time will help to save a lot of confusion down the line. As the workplace becomes technologically dependent, communication via online chat, mobile phone or additional smart device is increasingly more tempting. Although pinging someone across the office can be more time-efficient, wires can be crossed and negative interpretations of intended messages can arise. There are many benefits of opting for traditional face-to-face communication within the workplace, including the ability to create a more engaging and collaborative environment, address sensitive situations in a concise and empathic way, or eliminating misinterpretations of tone that could otherwise arise through online interactions. Reserve this type of communication for collaborative meetings discussing broad themes or decisions regarding a project. Reserve online communication for small notifications about the projects progress or collaborative editing done to a document. Take advantage of a unified communications offering to sync all of your digital communications platforms. This will help improve the response rate and boost overall efficiency. Non-verbal Communication: Practice Empathy Sometimes the strongest messages we send aren’t the ones we’re actually saying. A study conducted by UCLA found that up to 93 percent of communication is determined as either effective or ineffective on the basis of nonverbal cues. Throw in the fact that nonverbal communication is personal the way an individual communicates through eye contact, gestures, or tone is based on preference, upbringing, or culture- and there can be a lot of potential for miscommunication. Practicing empathy is a great step when being more mindful about nonverbal communication in the workplace. Empathy is split into two parts: emotional and cognitive. Emotional empathy is the ability to feel what another person is feeling. Cognitive empathy is the ability to understand what another person is feeling, and this is specifically important in effective workplace communication. Being mindful of your cognitive empathy will allow you to recognize when a coworker is uncomfortable or upset and, using clues from your understanding of the situation in relation to their response, will guide you in seeking out a solution. A great way to practice cognitive empathy is through active listening, which utilizes eye contact, nodding, and facial expressions to convey that your coworker’s ideas are validated. Phone Conversations: Smile on The Phone If you have a love-hate relationship with the phone, you’re not alone- Yes, I love to text on it, but do I have to speak on it? Can’t our client just message me their questions? Phone calls can be a tricky form of workplace communication. It’s more immediate than an email, allowing an individual to hash out a situation more quickly. However, much like an email or an instant message, it strips away the face-to-face quality of communication that delivers important nonverbal cues needed to decipher the tone and intent of a message. It is still possible to convey a friendly disposition when delivering messages via phone. Smiling while on the phone may seem pointless as no one can see you, but this small change can convey a positive tone over the phone and even boost your mood! Studies suggest smiling triggers a positive feedback loop in your brain that releases mood-enhancing stimulants. Having a positive mood while communicating over the phone can help maintain a conversation void of tension. Additionally, being mindful of enunciation while on the phone will help avoid tension on the other end of the line, helping the recipient of your message understand your intentions clearly. Email: Prevent Them From Reading In-Between the Lines Written communication is by far the most dangerous, as it is the most easily misinterpreted. Whereas verbal communication has the help of nonverbal cues like body language or inflections to help convey the true meaning of a message, written forms like email or instant messaging has only words to rely on. The words you write represent your attitude, abilities, and attention to detail, so it is vital for your writing to accurately and concisely convey these as its permanent medium allows the recipient to reread, analyze, and reinterpret. The good news about written communication- you have time to write thoughtfully and edit before sending it. To prevent sending muddied messages that warrant your recipient to read too carefully into your intended meaning, follow eight-steps to mitigate risks and communicate effectively. Taking a moment to think critically about your audience will help you craft an email using language that won’t offend. Take extra precautions and send a draft to a trusted colleague to peer edit. It may seem silly to have someone monitor an email, but the additional eyes and five minutes may save you a lot of reputation management later on. Allow Your Communication to Advance Your Career Effective communication is not the only key to maintaining a positive workspace but also denotes a true leader. If you are entering the work sphere looking to climb the ladder in your career, mastering soft skills like communication will help set you apart from the rest of your workforce. A report published by iCMS Hiring Insights found that 94 percent of recruiting professionals believed an individual with strong soft skills position themselves for promotions. Even more surprising, an individual with strong soft skills will be more likely to receive a promotion over someone with more experience but weaker skills like communication. This is because 58 percent of employers feel soft skills are more important for higher leadership than in entry-level positions, encouraging them to promote an employee demonstrating these qualities in order to get the most out of their abilities. Taking the time to foster your communication skills within the professional space can and will boost your car eer! About the Author: Brynn Pearce is a business communications follower that is always interested in exploring different workflows. She is a big advocate for efficiency and incorporating best practices into all work environments. Go to top Power-Influence-Office Politics: it comes down to your Strategic Relationships and understanding of how you build each one of these elements. 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