If you plan to improve the communication quality in your workplace, the first best approach to achieve that is to clear on what an “improved communication” is truly all about. Is it about avoiding misunderstandings and conflicts, smooth flow of information, or increase in sales? Consequently, how would you define a “smooth flow of information”, or “conflicts”? All these concepts are all subjected to a context, and unless they are clarified, achieving the desired improvement is not possible.
There are different working environments, which means there are also different communication styles to be explored. What’s important is to make an informed contemplation on how to improve the communication line, and to always document it. Techniques may only go to waste if they are not stored properly. It may lead to a possibility of stumbling into the same problem, again, which has actually been solved in the past. Simply make a list of everything that is effective in improving communication. A sample list is presented below:
1.Make Personal Interactions more frequent – in this highly technological society, everyone may think that technology mediated communication suffice everything. Instant messaging and text messaging are already being allowed in offices, with the belief of making communication more accessible. But all these forms of communication are still very limited. There is only so much you can say in text messages and instant messaging, and only so much emotion you can express in emails. Personal interactions are more sincere and engaging. It establishes a stronger connection among the members of the workplace.
2.Find common ground for people to connect – belonging to different departments should not be seen as a hindrance for having connection with the rest of the people in the workplace. Despite the separation of departments, there will always be a common ground that people from different departments can relate to. To address this, there should be some company meetings that involve all departments, and that also give department members the time to introduce their selves, and mingle.
3.Expose your co-workers to other work – usually, the workplace is divided into many departments, with people doing a lot of specialized work. Observing other people’s jobs does not necessarily mean, intruding with their business. On the contrary, it is an effort to understand what they do to avoid misunderstandings. The more you know about other jobs, the more you find connection between your own tasks and theirs. This way, you will be more sensitive in dealing with the other co-workers. For example, if you are from the Marketing department, take time to listen to what the company driver has to say, for both of you to realize the significant contribution of your respective tasks to the company.
4.Provide an engaging environment for departments to interact – every department can actually contribute to the improvement of the other department. Since they are all interconnected, the rest of the departments should also hear one department because it is for everyone’s good. In a workplace, everyone should be comfortable in connecting with other departments, and avoid being too exclusive. Being too focused on your department, and on your task hinders you from seeing the other aspects of the company that needs your service. Once the departments are already well-tuned to this kind of interaction, it will not only provide smoother information flow, but also better company outputs.
5.Find Ways to Appreciate – a simple “thank you” will go a long way, especially in the very competitive atmosphere in a workplace. A simple party for the simple efforts of a certain department will be a good motivation for them to do better. Incentives will also make work more inspiring. Moreover, it will also open up better communication lines for all the people from management to staff. The work satisfaction of people can also dictate the way they communicate with their colleagues.
The list presented above may not be enough to solve communication problems in the workplace, but they are definitely effective in avoiding them. Everyone has his or her own experiences to turn to. But what is important is to feel the freedom of speech assertively knowing that this is not a vain talk.
Want to find out more about business communication then visit Rita Gergi’s site on how to define the 5 ways of improvements of business communication in the workplace.