"Communicating for Success"

Sounds obvious, I know. However, not many of us stop and think about the impact of our communication... so as a result of several conversations with a group we have been recently training at a large education business, I thought I would bring the topic to this 18th in the series of #LinkedIn newsletters.

Each month I talk about the techniques that can be used by modern managers today, tomorrow, this year and in fact in 2025 and beyond.

If you are an ACTION TAKER and want to make a difference to the people in your sector, this newsletter is for you. If you are an HR professional and have a brilliantly engaged team of managers and you want them to be better, this is the monthly newsletter for you.

Those of you who work with us will know as well as our commercial clients, that we support education professionals, schools, Multi Academy Trusts, and boarding organisations.

Communication; it is the foundation of any management role, hence the reason it is vital managers get it right. Yep, I hear you say, another obvious statement.

There are so many ways to communicate, that it is hard to imagine the effects of getting it wrong. As I say, we don't often stop and think how we can get it right!

There are so many examples in the news and on social media that give us amazing examples of how bad communication, or lack of communication can be so damaging to the workplace, organisations, and individuals.

Some poor examples of how communication might not be effective:

Deadlines: Give your team a brief and not give them a solid and achievable deadline. You need to be specific about a day and even a time.

Email Messages: If your message is important, make sure you request a response or set a read receipt. Never assume that because you pressed send your message is seen. How many emails do you find in junk or spam boxes?

Conversations: Always be sure that you use the right place, method, and time. Asking someone to do something for you in a chance passing in the corridor, could be a recipe for disaster.

Be specific and get to the point: If your communication is concealed in a lot of surplus information, (I call it flowering up) it might get lost in translation.

Listening: Give everyone a chance to talk and share their ideas and opinions. If you dominate the conversation, others might just give up trying to have their say. One way conversation is not communicating effectively.

?In the words of the song, Accentuate the positives: if there is a negative message to be given, try to add some positivity to the conversation.

Are you a conversation hijacker: Or do you know someone who is? We all know someone who, interrupts and even finishes sentences for us - it makes communication difficult, doesn't it?

Lack of attention: The person who doesn't look up from their screen or phone when you are talking to them. It makes you wonder if they are listening to you. It's also frustrating and rude.

Why do things go wrong in communication?

????????????? We don't think clearly about how our audience perceives our message

????????????? We fail to be transparent and explain failings, rather than owning up and correcting them

????????????? We fail to think and plan the communication

????????????? We don’t consult with our audience before implementing change

????????????? We waffle too much, go off-topic, and confuse the audience

????????????? We don’t edit our work before sending the email or submitting a written report

????????????? We are uncomfortable or unsure about the message we need to convey

????????????? We don’t think that it is our responsibility to deliver the message

?Failure to communicate well can have devastating effects, you can lose clients, revenue, and even worse your reputation or the reputation of your organisation!

To achieve good communication, you need to think about your audience's needs first. Prepare each communication carefully and give yourself time to check it.

Remember that communication is a two-way process. Prepare to receive questions and be open to hearing what others say.

“Bringing out the best in each other”

Being a good leader is about building trust with your team, and having sound relationships with your team will make your job as a manager much easier.

This is where quality and effective communication comes in.

So what steps can you take to ensure that your communication with your team is successful?

Here are four key tips:

1.?????? You need to really listen. This should be obvious when talking, but too much of the time, it doesn’t happen! Be interested in what they have to say and demonstrate that you are interested. You can do this in a few ways:

Ask questions

·???????? Verbal nods (nodding the head)

·???????? Verbal affirmations (I see, I understand)

·???????? Paraphrase/repeat what they have told you – this is great for gaining clarification or understanding of a matter.

·???????? Summarising what they have told you. Again, a great way of gaining clarification and understanding.

?2.?????? Make notes of what you have talked about. Remember, this is an informal meeting, catching up with your team chat. So, the note is only really for your purposes, so you can remember what was said and what you can talk about next time.

This is a great way to build relationships, especially if you’ve not got a great memory! If a team member told you their brother’s baby was due any day, or it was their wedding anniversary soon or their gran was poorly, you can ask them about this next time or at any point you see fit. It shows you listened, and you care.

3.?????? Be empathetic. Empathy – the dictionary’s definition of empathy is ‘the ability to share someone else’s feelings or experiences by imagining what it would be like to be in that person’s situation.’ By understanding where the other person is coming from, this will help you to find common ground and handle the conversation accordingly.

It’s also important to remember, as a manager you won’t just be dealing with work issues, you’ll be dealing with personal ones too, some of which will require empathy.

As an example, you might have a team member who is unable to focus on their work because of a problem at home. You may think that the kind thing to do is enable them to work from home until the situation is resolved. However, work may be giving them space and respite from thinking about what might be a painful and challenging situation. Before assuming that someone has made a mistake or has had a bad day it’s important to understand that there is a reason for it, no matter how small or seemingly insignificant. Never jump to conclusions without fully understanding the circumstances. So, don’t just assume, talk to them and ask them which approach they would prefer.

4.?????? Know your team and each person. Not everyone is the same, and each person will be motivated by something different. It’s your job as their manager to find out what this is; this can also help when delegating tasks or providing feedback.

?I’d love to know how your communication skills are developing, let me know how you get on!

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I regularly share more Hacks on key management topics here on #LinkedIn, follow me to get posts straight to your inbox, each week. Or drop me an email if you have any questions about our programmes or services. [email protected]

?If you are ready to chat or have a question to ask about a management situation or need some advice, book a virtual cuppa with me at https://tabarkerassociates.co.uk/book-a-meeting/

Tracy-Anne is the founder of TA Barker Associates and The Managers Training Company - a training and coaching business, specialising in working with Individuals, Business owners, HR Directors, and HR Managers, in particular in the education sector so they can equip their Senior Leaders, New managers, Supervisors, and Team Leaders with the right skills to maximise performance and have a high performing business that is sustainable.

To find out more: www.tabarkerassociates.co.uk

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