Monday, November 22, 2010

Communication in the work place

Communication in the work place is something that happens every day, but does that mean we know how to communicate with co-workers?  There are several ways that we communicate at work and how many of us are great at these?

  1. Phone etiquette is important. This is normally the first line of communication. It is important to answer the phone professionally. “Stating your name and May I help you” gives the caller a warming reception. Do not answer the phone while chewing food, or taking a drink of something. Make sure you speak in a clear and concise voice. Do not answer the phone in a frustrated tone for that will come across to the caller.
  2. Email is the next line of communication. The problem with Email is that tone cannot be detected and often times words can be misunderstood.  As with the phone write emails professionally. It is difficult if not impossible to type humor into an email. Chain letters and other forwards are not professional at all and can begin to break down the communication between you and your fellow co-workers. It is difficult to write an email with the proper tone, but make sure before you hit send to look it over and see if it is something you would want to receive.
  3. Beware of how you talk to someone in person, knowing how they hear things is very important. If you have friends that you work with and feel that you can talk with on a less professional level you need to remember that you are at work not at home. Watch your tone and language in and around the office. Learn to censor yourself no matter who you are working with. It is also important to learn to speak to your boss in a professional manner. If you are the boss it is important that you speak to your employees with class and dignity.  No one likes to have a boss who yells, does not listen and put’s them down. Remember it is not what you say but how you say it.
  4. Most places of employment have meetings, some places have meetings on top of meetings. To have better communication in these meetings, I suggest having a typed agenda to follow. If it is going to be a “stressful” meeting then know this going in and remember to allow the person speaking to finish before jumping in. There is nothing worse than a meeting where everyone is talking over each other, no one is listening to anyone else and the agenda is not followed. Never verbally attack or put down something a co-worker has done in a meeting. Watch out that you do not get defensive during the meetings.
  5. The most important style of communication is Non-Verbal communication. We all have non verbal communication. Whether it is rolling of the eyes, looking away when someone is talking to you, or speaking to someone else when you are involved in a conversation. These are clues given to the other person that you are not interested in what they are saying. Watch what your body tells others in your day to day interactions.
 What do you say to others on a daily basis, do you communicate professionally or do you complain to other co-workers in a way that can be over heard. When you are frustrated do you show this with your body language, if you are stressed does this show? Make sure you pick up the phone as a professional, do not send “joke” emails, and make sure you give people talking to you the proper respect they deserve and if you do not have time, let them know that you will get back to them.

No comments: