Communicate, don't talk!
THE OTHER day when my 5-year-old niece spoke in her not-so-perfect English, I tried playing teacher and corrected her. Guess what she did? She looked straight into my eyes and said, "You did understand what I said, didn't you?"
This incident made me realise that communication is all about getting the message across. With all due respect to my English teacher, the essence of communication is in the message, not so much the words. Still not convinced? Let me ask you this, what do you prefer, a set of grammatically perfect but bombastic words which make sense after you have spent two days pondering over it or a conversation, which breaks a dozen rules of the Wren and Martin but conveys the essence? Obviously, the latter because the power of communication lies in just that, communicating the message!
Issues are sure to arise when there is miscommunication. Studies have proved that most of the time this happens because of our pre-conceived notions. Our prejudices and views on everything and everybody is essentially the cause of most misunderstandings. Having said that, it is also important to note that such miscommunication has absolutely nothing to do with culture and language. Miscommunication is common between peers and siblings too even though they share the same culture and language.
However, the importance of communication is amplified in formal work environments. All communication between you and your peers or with your juniors and your seniors is of utmost importance because in a workplace it is only communication that sets the direction of all relationships. Here misunderstandings due to ineffective communication could well cost you your job.
So here are some tips for communicating effectively!
Letter not postman: It would be so great if all of us concentrated on the message and not the messenger. It's a very good habit not to be prejudiced by the speaker, his behaviour, manner, appearance, facial expression, tone, body language or attitude. (Did that long list give you an idea of why it's so easy to be distracted by the speaker!)? Since one or many of these factors could take away the spotlight from the message, and place it on the speaker, it's important to pay attention only to the message.
Context: It's important to view the message in the context of what is being said. No event happens in this world, without a cause and thus no communication must be viewed in isolation. Keeping your eyes open for the bigger picture is of great importance in communication. For example if your boss is asking you to put in an extra hour to work on a report, it is possible he is actually doing so because he wants you to make the presentation in the board meeting. This presentation might see you taking new responsibilities. Seeing it only as an extra hour of work will make you overlook this opportunity.
No preconceived notions: Listen and then evaluate, that is what a good listener does. It is important to understand completely what is being said. I know this is easier said than done. Most of us usually complete the sentence on behalf of the speaker, before they do! Understanding fully, means also interpreting and restating what is being said. This is the best way to ensure good communication.
Feedback: Communication must always be marked with a response. Unless feedback is not given and taken in the right sense, communication comes to a halt. Feedback thus helps in correcting what is wrong and affirming what is right.
Effective and correct communication is very important in the workplace. Information transmits happen all the time, throughout the day. And communication plays an ever-increasing role in it. Today good communication abilities are one of the foremost skills that are looked for in a candidate, for hiring or promotion. The best part is that effective communication can be developed and nurtured over time. Listening more than talking, reading between the lines and not being carried away by prejudices are the keys to effective communication.
One also needs to be `communication flexible.' This means that you should be able to communicate not just with words but also through facial expressions, body language and the like.
Happy communicating!
HAZIRA SHAHEEN
faqs@cnkonline.com
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