Thursday, January 15, 2015

Say that again? Eleven easy ways to reduce stress, save time, and help improve your company through communication


As organizations seek improvement, employees spend a lot of time and energy on strategic planning, budget forecasts, marketing outreach, research and development, and a host of other graphs, tables, and charts.

No doubt, all important things, worthy of the attention they receive. But there is one thing we all do every day that affects how our organization operates internally among colleagues, and how it interacts externally with clients, customers, and the public.

If done well, it can make all aspects of your organization better, and help you reach your goals. If done poorly, your organization will always struggle to reach its potential, doomed by inefficient systems, unhappy employees, and dissatisfied customers.

What could possibly have such a profound effect on your organization?

Communication.

Here are just a few things you can start doing today to improve communication in your organization. And best of all they’re all free!

-    Learn how people prefer to communicate and use what works – some folks prefer a phone call, but some do better with an email or a text. If you know Matthew in accounting struggles to respond to emails because his inbox is a disaster, but he always answers the phone, don’t press send! Just call.

-    All things being equal, if you need to type more than a few lines, consider picking up the phone. No one wants to read a two-page email (much less a text).

-    Also understand there are different communication styles – some people like to know all the details and background information, others just want facts (preferably in a short bullet list). Personality tests like Myers-Briggs, or DiSC profiles can help, but usually just some experience with a person can tell you a lot about how they prefer to communicate.

-    Bonus tip” – if you always seem to struggle communicating with the same person – conflicting styles are likely to blame. Step back a minute, look for these potential differences in styles and work out what you both need.

-    When leaving a voice mail, give your name and your number once at the beginning and again at the end - your listener won’t have to replay the message just to get your information. Do this even if you think they already have it. You never know if they have changed phones or lost your contact information.

-   Also, unless absolutely necessary, please be brief. State the reason you’re calling and suggest a time to reconnect. Having your half of the conversation in a two-minute voicemail is a waste of time. You will only end up repeating yourself.

-    Be responsive – with all the platforms, devices, and apps available there’s no excuse returning a message late (or not at all…yikes!). Phone messages should be returned the same business day and emails should be acknowledged within 24 hours.

-    But don’t let this capacity for availability be a curse. It’s your responsibility to manage your personal time - respond when it’s convenient for you to do so. If you’re busy, acknowledge the message and ask the caller to schedule a more convenient time to follow up.

-    Consider the content – digital communication is permanent. If you wouldn’t want someone to read it – don’t write it. Even if they’re not copied on the message – emails can be forwarded.

-     Try to figure out who to talk to before you simply throw darts and hope one sticks. You might be wearing out your “go-to” source with questions that others could answer.

-    Talk to your clients, your prospects, your colleagues, even if the topic is unpleasant. Don’t hide at your desk, hoping the problem will solve itself before the phone rings. Make the call, they will appreciate hearing from you.

-     Above all, just do it– plain and simple. A rule of thumb – if you think you might need to talk to someone, then you do.


Copyright J Ryan Duddleson 2014. All Rights Reserved.

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