It is a challenge to maintain open and effective lines of communication consistently in any organization. Today, with the forced inclusion of remote workplaces, those challenges are even greater. Complicating that scenario is the continued anxiety and uncertainty stoked by the pandemic.
Imposing as the difficulties may be, and perhaps precisely because of them, effective communication has never been more essential.
The two types of conversations
We can place all conversations in one of two categories – planned and unplanned.
Planned conversations are preferable because they allow for some measure of control over the time, place, and even the direction of the exchange. Unplanned conversations are more likely to spark or exacerbate conflict because of their inadvertent nature.
Attempt to always guide unplanned conversations into planned ones because it gives both of you an opportunity, however brief, to consolidate your thoughts. If you are waylaid by an upset employee, be careful not to give them the impression that they are being brushed off.
Specify a time to converse – the same day if possible – and make sure to allocate enough time for the interaction, too.
The seven aspects of effective communication
Good communication is an art but one that can be learned through the deliberate implementation of these seven practices.
- Gather Information
The root of many an acrimonious discussion can be traced back to one or more misunderstandings. Before you decide on a tack or approach to the conversation, make sure that you have all the relevant – and updated – information. (This is why planned conversations are best) Once you have this information, you can anticipate your colleague’s questions and plan your own. - Be Assertive
Difficult as a conversation may be, you will have to be assertive once you decide to adopt a particular perspective. Do not deviate unless you receive new information that is grounds for a reversal. - Empathize
Your aim should be to find consensus, not to drill a particular viewpoint home without thought. Put yourself in the other person’s shoes and consider whether their actions are/were warranted. Ask questions and listen. - Be Open to Negotiation
Most situations call for a compromise, and often one that did not occur to either party before they had communicated effectively. Be open to some give and take if it does not impinge on your ideals. - Use Holistic Communication Techniques
Conversations are both verbal and non-verbal. Choose an appropriate setting, a comfortable seating arrangement, and adopt a relaxed posture to put both you and the other person at ease. - Listen
Hearing and listening are two discrete actions. Clear your mind of distractions, be genuinely interested in understanding the other person’s perspective. Ask questions when you need and value their willingness to share. - Be at Ease
You are speaking to a colleague, someone you have probably known and worked with for months if not years. When you have an open mind, it is conveyed through your tone, posture, and demeanor. This induces a reciprocal receptive reaction in them.
A Final Word on Words
Human beings are social creatures and we instinctively avoid stressful confrontational situations. Don’t postpone a difficult conversation simply because it may be unpleasant. It is almost certain that the issue will not resolve itself and likely deteriorate further. Schedule a planned conversation and make sure to use all the seven aspects of effective communication touched on above.
Please contact me today if you would like to discuss other ways to communicate clearly during challenging times.
