Effective Workplace Communication: Sending a Clear Message ...

Communicating Effectively in Workplace - star-one

Effective communication skills are essential to successful workplace relationships. Good two-way communication begins with a clear, consistent message.

The basic communication process includes the key elements of someone sending a message, one or more people receiving the message, and then giving feedback that reflects their understanding of what was said. The clarity and appropriateness of that initial message determines the success or failure of the communication.

Effective communication is as important in the workplace as it is in more intimate relationships. It is a skill that can be learned and continually improved by managers and employee at all levels of the organization.

There are three factors for the person sending the message to consider. Although this appears to complicate a simple, perhaps informal, interaction, the results are worth the time spent thinking about what is being said before any words are actually spoken.

Deciding What to Say

For a message to be effective, the speaker must have a clear understanding of what she wants to say and why she wants to say it.

Deciding what to say depends on:

• The purpose of the message. What is the intended outcome of the communication? Is it to share important information that staff need to do their work? Is it just to open up an informal, friendly chat? Is the message really a question to gather information? The answers to these questions determine the scope, formality, and expectation of what is being said.
• Who is receiving the message? If this is a communication between two co-workers, there might be more informal content, based on opinions and untried ideas. An employee reporting to his boss on the outcome of a project will probably be more formal, focused, and organized in what he says.
• Any barriers like language problems, or cultural differences. For example, it is always best not to use offensive or complicated language. A software specialist who is explaining a new program to the office staff wants to make sure that what he is saying is simple, to the point, and useful. There are situations in which the speaker wants to remember that staff from some cultures might be very uncomfortable with certain language or messages.

Deciding How to Say the Message

This sounds simple but is not always. It might be useful to consider the following points in order to send an oral message effectively.

• Tone of voice being used. Some people have naturally gruff voices that turn everything they say into an attack. Other people?s light voices make it difficult to take them seriously. People with shrill voices sound nervous and excitable. Although it is not easy to change a tone of voice without sounding phony, the person sending the message should be aware of the impact of his tone of voice and, perhaps, compensate with the words used and/or body language.
• Expressing emotions. There are appropriate emotions to show in the workplace but there is also a line that can be crossed easily when enjoyment becomes hurtful sarcasm, pleasure takes on too personal a tone, and sadness slides into depression. Sometimes, too, the manager or a co-worker is so upset about someone?s work that the emotion in his voice is overpowering the pertinent message. Everyone should understand the impact of any emotional overlay to his message and, perhaps, tone it down.

Using Appropriate Body Language

It is important that the body language is sending the same message as any words that are spoken. We don?t even have to say a word in order to send a message. We communicate non-verbally with the way we use our bodies.

These messages are seen in facial expressions, eye contact, body posture, hand gestures and even how and where a person stands or sits. There are many web sites with articles and academic papers that explain in great detail how body language enhances or distorts the message being sent.

Because body language is not codified the same way as words, it is often open to misinterpretation. For example, a large, male manager standing behind a woman at her computer to explain something on the screen might think he is being helpful and businesslike. She might see that looming body language as intimidation, no matter what words come out of the manager?s mouth. Or, the words might sound like a reprimand, but the body language says relaxed and friendly, sending the message that ?what happened was really okay but, as your manager, I have to tell you not to do that again?.

This kind of mixed message is the reason that communication workshops usually have videotaped practice sessions so people can see themselves as other see them.

Consistency in Sending a Message

The most important message in these guidelines for sending a message is consistency. Once the content of the message is decided, the vocabulary and tone of voice should be appropriate for both the message and the person receiving it. In order for the person receiving the message to be able to listen for understanding, the tone of voice and the body language must be consistent with the actual words spoken. That?s effective communication.

Source: http://www.suite101.com/content/effective-workplace-communication-sending-a-clear-message-a371296

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