Break your communication barriers

Have you ever played the game of dumb charades? It's a game where one member in the group would show actions and others in the team should guess the word. If you had played dumb charades, you would know that sharing an idea that's clear in your head but no one has any clue about it is the toughest task. You do your best to bring out the right answer, yet your actions are misunderstood and your team ends up losing the game. Who is to be blamed here?

Similarly in professional life sometimes we face the challenge of getting the message right across the departments. What could make our communication clear and effective?

There are a few points that you could keep in mind to keep the organizational communication smooth and avoid misunderstanding.

1. Style of instructions

Each one of us has our own style of communication. When you want to lead a team and give them a clear purpose, try understanding what's their style of communication. Some of them could be more intuitive, all you need to do is to paint a picture of what's expected out of them. And, some of them might be more detail-oriented. Only when you share enough details, you would get the work done. When it comes to our expertise, we can act on our own and decide things accordingly. When something is out of our scope, we would need more help and more details to accomplish the task.

Before giving away your instructions on projects, customer interactions, and vendor co-ordinations, think about the style of communication you need to use. Make it clear and concise. People would really appreciate it when you speak their language. At the end of the day, as a leader, you shall earn people's trust when you inspire them

2. Complete the information

Instant messaging and the internet have buried our planning skills in organizational communication. When I started my career as a trainer, companies used to send us a piece of complete information on the schedule, venue, and everything related. However, nowadays, we receive the location only in the mornings. Google maps aid us in a great way, and we don't look at the bright side of it.

When you organize meetings, send out emails, discuss projects, and update reports, remember to check if your communication contains all the necessary information. Your information is going to support someone in taking decisions, finalizing the project, and comparing the competitors. So stay one step ahead, put yourself in the shoes of the listener, and be prepared with all the details you may have to provide.

Organizations lose more than 20% of their time due to incomplete information. Be a proactive leader and show your team that planned communication can help you avoid delays in decision-making.

3. Avoid assumptions

"You had time to go for a coffee break, but you couldn't spare 5 minutes to send the mail", said the manager. There is a lot of assumption here.

First, he thinks that work is not a priority for the employee. Second, he thinks that coffee breaks are not important, and third, he thinks that his employee is not sincere. This tone of the manager would put off anyone and even if they would want to support, they will turn their back.

Have you ever accused people instead of clarifying? If you have, it's high time that you introspect those situations and decide for yourself.

What if you ask them to explain instead of assuming? Say, "Rahul, could you explain why there is a delay in the dispatch" rather than asking "Rahul, what were you doing till the last minute? Can't you organize things well ahead of time?". In both cases, you are trying to identify the cause of the delay. But the way you communicate makes a lot of difference.

So, ask questions, clarify doubts, and avoid assuming things. This is the biggest barrier of all. If you could master this, you will surely build a legacy of your own.

Note: We are all in the learning process day in and day out. I would appreciate your comments on these articles to help me write better and more meaningful articles. #leadershiplessons #professionalcommunication #communicationhackers #confidencebuilding #corporatecommunication