Effective communication takes a different shape whether you’re doing it via email, in-person, or in virtual meetings. And because every person brings their own communication preferences into play as well, communication at work requires agility. Here are some quick strategies and practical tips for making communication more effective with your colleagues.
[People] fear each other because they don’t know each other and they don’t know each other because they don’t communicate with each other, and they don’t communicate with each other because they are separated from each other. – Martin Luther King
Strategies for Effective Communication
Nonverbal & Paralanguage
Be cognizant that emailing in ALL CAPS, bright highlights, or with exclamation points (!!) can be interpreted differently. See how the other party emails to level set on what they consider “comfortable.”
Still not sure? Ask the party you’re communicating with what they think, and stay flexible about changing your style when communicating with them.
Active Listening
Try reframing what someone has said so that they know they’ve been heard. If you do that over email or Slack, do more than just copy and paste what they previously said. Refer to what they’ve said, but add something to show that you’re thinking about what they need and adding to the conversation.
If you want to take it a step further, you can try bottom-lining what they said. Phrases like “It seems like [you’ve got a lot on your plate]” and “It sounds like [you expected something else from this]” can go a long way in making them feel understood.
Confidence
If you can stay respectful, calm, and open in conversations, you have more latitude to be direct without seeming aggressive.
If you want your message to land, think about how you can make adjustments to your language, tone, or gestures that make the other party more comfortable while still feeling authentically you.
Not sure what that is? A safe bet is to mirror them. Watch and listen to them and you’ll quickly get a sense of how they prefer to communicate. Do they use big hand gestures? Avoid eye contact? Like to small talk before discussing business? Try doing the same when communicating with them.
Empathy
While you may not understand anyone else’s exact perspective, it’s important to try to put yourself in their shoes as much as possible. If they’re slow to email you back, give them the benefit of the doubt, or ask them their timeline. If they seem to de-prioritize your messages, ask them how they’d prefer to be communicated with. Not everyone interprets the world (or communicates) the way we do. Stay open to the possibilities.
Trust & Rapport
If you want to be trusted, you need to be trustworthy. If you have to establish that without the benefit of being in person, you need to be even more consistent. For example, if you have meetings with someone online, consistently arrive a few minutes early to check that your camera and microphone work properly.
Cultural Awareness
Never assume that the word or phrase you’re using means the same thing to everyone. If you get radio silence (or a funny face) after you drop a phrase, check in with the other party to ask how they interpreted what you said.
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Transforming Conflict
Most people think that conflict means drama and discomfort. It doesn’t have to. Having competing or incompatible ideas can be a great way to innovate. The key is to bring respect and constructive communication into conflicts so that all ideas can be heard and valued.
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