7 Keys to Open the Door to Effective Face-to-Face Workplace Communications

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June 11, 2009 - Leon Noone

1. Have A Goal
Whenever you talk to a colleague or employee about work, be purposeful. Ensure that you know why you're talking. It may be to solve a problem, resolve a difference of opinion, obtain an opinion or just gain information. Your talk may be formal or informal. Whatever it is, try to achieve something specific.

2. "Why" Is A Word To Avoid
When you ask "why?" you'll get opinions, explanations or defensiveness. You'll rarely get useful information. Ask "what?", "how?", "when?", "who?", "which?". If your questions don't generate useful information, you're wasting your time.

3. Always Paraphrase
To paraphrase is to repeat in your own words the words of the person you're speaking with. Many people have trouble saying what they mean simply and unambiguously. The ideas in their minds don't necessarily translate into cogent sentences. They'll welcome empathetic paraphrasing to help them clarify their thoughts.

4. Clichés Kill Cogent Communications
One of the worst communications clichés is "My door is always open." I often wonder about the unspoken sentences such as "But don't enter" or "If you do come in only tell me what will please me." Conversational clichés are rife in business today. Avoid them. Jargon or cliché are often misunderstood by others and suggest that you're not really interested in listening.

5. Gain Understanding
Seek understanding frequently and constantly. Ask the person you're talking with to paraphrase what you're saying too. Asking "Do you understand?" almost invariably is answered "Yes." That's because the employee either wants to please you or feels you're not listening. The listening issue won't arise if you follow these tips. When they say "Yes," ask them to use their own words to repeat their understanding. You may be surprised!

6. Reflect Feelings
If the person you're talking with is angry, upset or emotional, acknowledge the emotions. Never ever say "Calm down!" Until they accept that you acknowledge their feelings as valid and real they won't calm down and good communications will be impaired.

7. Value Silence
When you ask a question, shut up! Avoid the temptation to fill silence with words. And persist. Keep asking and paraphrasing answers until you get a useful reply.

Conclusion
The basics of sound face to face communications aren't hard to learn. But in the urgency and cut and thrust of daily business, it's easy to forget them. Be focused, patient, persistent and sensitive. You'll be the main beneficiary.

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Leon Noone invites you to contact him on http://www.leonnoone.com where you can collect your free copy of his 42 page Special Report: "5 Proven Methods For Improving Employee Performance On The Job". He's published books on staff selection and team development as well as various video, text/audio and self instruction programs on selection, training, motivation and performance systems.

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