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How to Improve Your Communication Skills

Published on 24 May 17
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Communication can be used to disseminate information, motivate workers and clarify tasks and management objectives across various all levels of operation. Effective communication is not only crucial in passing information across, it is also marks the trait of a successful organization since it encourages teamwork. According to Management Study Guide, the characteristics of effective communication include clarity of purpose, conciseness, completeness, empathy, feedback and use multiple channels of communication. Clarity of purpose concerns sending a message whose intent is clear in the mind of the sender and recipient.


How to Improve Your Communication Skills - Image 1

In the same breadth, studies have shown that people working in organizations where effective communication skills are encouraged are more likely to be proactive, passionate and committed. This is especially true if the workers understand and appreciate what the work entails and what it aims to achieve. When employers implement strategies to promote communication, greater engagement is also fostered because workers feel their contribution is both encouraged and valued. Below is an Interact-intranet.com guideline of perfecting internal communication, which organizations can deploy to craft an efficient internal communication system:

Scrutinize your internal communication plan

You need to first scrutinize the existing communication plan before effecting a new internal communication mechanism. This should be done by consulting all the stakeholders, including the employees. During the analysis the following pertinent questions should to be answered:

• How will the internal communication system work?

• What type of information will be relayed?

• What strategies will be used to improve or perfect the communication system?

Planning
How to Improve Your Communication Skills - Image 2

The planning process should follow immediately after identifying the key points of focus. The in-depth planning process involves taking raw data and using it to build a better, more engaging internal communication plan. The process should also focus on elements like timelines, actionable objectives and member responsibilities. Once the plan is ready for implementation, the organization will clearly know what the plan will achieve and how long it will take to measure the objectives.


Co-opting business problems in the communication plan

As an administrator, you can easily encourage the adoption of an internal communication plan by addressing all concerns of the stakeholders. It is also important for the systems to make room for problem solving and ensure employees are well-informed about the operations of the business.


Build a driving force

The information sent through the internal communication system needs to be supported by the program administrators and management hierarchy to give the plan the necessary support needed to ensure mass uptake. In most firms, the communication portfolio is administered by the marketing team and human resources department. However, the latter is well-placed to oversee the program because of the role they play in the day to day running of the other organization.


Identifying the tools available at disposal

A good internal communication system should always strive to serve the needs of all stakeholders. To do this, you need to deploy the right tools at your disposal. If the tool in question is an intranet, you can build leverage by identifying the employees who can write content and blogs and systems that support interactive tools like polls and surveys.


Offer provision for two-way communication

If you want to make the internal communication productive and engaging, make sure the all-inclusive communication plan is not constrained to the management level. Implementing an all-inclusive plan will give all parties the free will to respond to information, advance ideas and express concerns without fear or censorship. Intranet forums can be used to promote this line of communication.


Keep the communication portal engaging

To maintain a responsive forum, make sure responses are given in a timely and accurate manner. The forum’s progress should also be continuously monitored as a strategy to capture and address rising concerns and ward off potentially explosive rumors that could prove costly in the long run if left unchecked.


Ensuring consistency

Guaranteeing the consistency of a communication message is a powerful strategy of building trust. In case of a messaging system, priority should be focused on addressing the all-important question of ‘what is in for me’ while encouraging meaningful debate across the board.


Build an inclusive internal communication plan

To attain inclusivity in an internal communication, ensure your communication reaches everyone targeted and keep the feedback unimpeded. While implementing the plan, every unit of the organization must be involved. Making an inclusive plan work will empower workers to voice their mind in the running of the organization as crucial team members.


Conclusion

Management same as leadership involves mastering effective learned skills, key among them good communication, effective delegation, good decision making, and understanding the importance of team dynamics among other skills. To be an effective manager, you therefore need to be well-versed in these skills because the success of any enterprise is closely tied to the manager’s skills and ability to guide employees towards a given goal or direction. This kind of influence can have a wide impact, if it has a wider reach and reverberation or resonance.


How to Improve Your Communication Skills - Image 3

In the first instance, the message needs to provoke some level of interest in the audience for it to have a bigger impact. Secondly, the message is likely to resonate with the audience if it is perceived to be purposeful and from a trusted source. When you combine the power of reach-ability and resonance, you get a quick buy in and engagement from the staff. This in turn can enhance cohesion and boost productivity. According to salesforce.com, some of the elements to consider when crafting an effective message include:

• Always remember it is about them and not you

• Talk to your audience don’t talk at them

• If you are looking for the right answers ask the right questions

• Understanding that less is more, meaning a short and sweet message may be all you need to be effective

• Good communication just like content is king

• Make your message purposeful because purpose equals profitability

• When conflict and misunderstanding arises build connections by championing shared values and objectives.=


Communication can be used to disseminate information, motivate workers and clarify tasks and management objectives across various all levels of operation. Effective communication is not only crucial in passing information across, it is also marks the trait of a successful organization since it encourages teamwork. According to Management Study Guide, the characteristics of effective communication include clarity of purpose, conciseness, completeness, empathy, feedback and use multiple channels of communication. Clarity of purpose concerns sending a message whose intent is clear in the mind of the sender and recipient.

How to Improve Your Communication Skills - Image 1

In the same breadth, studies have shown that people working in organizations where effective communication skills are encouraged are more likely to be proactive, passionate and committed. This is especially true if the workers understand and appreciate what the work entails and what it aims to achieve. When employers implement strategies to promote communication, greater engagement is also fostered because workers feel their contribution is both encouraged and valued. Below is an Interact-intranet.com guideline of perfecting internal communication, which organizations can deploy to craft an efficient internal communication system:

Scrutinize your internal communication plan

You need to first scrutinize the existing communication plan before effecting a new internal communication mechanism. This should be done by consulting all the stakeholders, including the employees. During the analysis the following pertinent questions should to be answered:

• How will the internal communication system work?

• What type of information will be relayed?

• What strategies will be used to improve or perfect the communication system?

Planning


How to Improve Your Communication Skills - Image 2

The planning process should follow immediately after identifying the key points of focus. The in-depth planning process involves taking raw data and using it to build a better, more engaging internal communication plan. The process should also focus on elements like timelines, actionable objectives and member responsibilities. Once the plan is ready for implementation, the organization will clearly know what the plan will achieve and how long it will take to measure the objectives.

Co-opting business problems in the communication plan

As an administrator, you can easily encourage the adoption of an internal communication plan by addressing all concerns of the stakeholders. It is also important for the systems to make room for problem solving and ensure employees are well-informed about the operations of the business.

Build a driving force

The information sent through the internal communication system needs to be supported by the program administrators and management hierarchy to give the plan the necessary support needed to ensure mass uptake. In most firms, the communication portfolio is administered by the marketing team and human resources department. However, the latter is well-placed to oversee the program because of the role they play in the day to day running of the other organization.

Identifying the tools available at disposal

A good internal communication system should always strive to serve the needs of all stakeholders. To do this, you need to deploy the right tools at your disposal. If the tool in question is an intranet, you can build leverage by identifying the employees who can write content and blogs and systems that support interactive tools like polls and surveys.

Offer provision for two-way communication

If you want to make the internal communication productive and engaging, make sure the all-inclusive communication plan is not constrained to the management level. Implementing an all-inclusive plan will give all parties the free will to respond to information, advance ideas and express concerns without fear or censorship. Intranet forums can be used to promote this line of communication.

Keep the communication portal engaging

To maintain a responsive forum, make sure responses are given in a timely and accurate manner. The forum’s progress should also be continuously monitored as a strategy to capture and address rising concerns and ward off potentially explosive rumors that could prove costly in the long run if left unchecked.

Ensuring consistency

Guaranteeing the consistency of a communication message is a powerful strategy of building trust. In case of a messaging system, priority should be focused on addressing the all-important question of ‘what is in for me’ while encouraging meaningful debate across the board.

Build an inclusive internal communication plan

To attain inclusivity in an internal communication, ensure your communication reaches everyone targeted and keep the feedback unimpeded. While implementing the plan, every unit of the organization must be involved. Making an inclusive plan work will empower workers to voice their mind in the running of the organization as crucial team members.

Conclusion

Management same as leadership involves mastering effective learned skills, key among them good communication, effective delegation, good decision making, and understanding the importance of team dynamics among other skills. To be an effective manager, you therefore need to be well-versed in these skills because the success of any enterprise is closely tied to the manager’s skills and ability to guide employees towards a given goal or direction. This kind of influence can have a wide impact, if it has a wider reach and reverberation or resonance.

How to Improve Your Communication Skills - Image 3

In the first instance, the message needs to provoke some level of interest in the audience for it to have a bigger impact. Secondly, the message is likely to resonate with the audience if it is perceived to be purposeful and from a trusted source. When you combine the power of reach-ability and resonance, you get a quick buy in and engagement from the staff. This in turn can enhance cohesion and boost productivity. According to salesforce.com, some of the elements to consider when crafting an effective message include:

• Always remember it is about them and not you

• Talk to your audience don’t talk at them

• If you are looking for the right answers ask the right questions

• Understanding that less is more, meaning a short and sweet message may be all you need to be effective

• Good communication just like content is king

• Make your message purposeful because purpose equals profitability

• When conflict and misunderstanding arises build connections by championing shared values and objectives.=

This blog is listed under IT Strategy & Management Community

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