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Communication in a workplace is an essential, but often underestimated skill to have. As an IT professional, being able to communicate well is a great way to set you apart from other employees and improve your career. I’ve listed a few tips below that outline some ways you can improve your communication in a workplace. Provide Clear Information The main aim to being able to communicate well is to explain yourself clearly. Being able to provide clear messages is important. When you communicate with others, whether this is using written or verbal methods, you need to be able to get your message across in a clear and concise way. To do this: Don’t use overly complex words Think about what you are saying before you say it Try to imagine what the receiver is thinking when they hear your message If you provide clear information when communicating with others, it helps to get your point across, and reduce any confusion or “mixed messages” between you and the listener. Be Honest Honesty is good in the workplace. It’s important when communicating in the workplace. If you’re honest with the people you’re communicating with, it will ensure the right outcomes are achieved. Being dishonest will only cause more issues in the future and you may even get found out. It’s important to provide correct and full information when speaking with others, so they’re aware of the message you’re giving to them. If they hear something that isn’t quite true, they will make decisions and do things based on this information which, will most likely make things worse. Use Verbal And Non-Verbal Methods To be an effective communicator, you should be able to use both verbal and non-verbal methods for communication. Verbal methods include speaking, such as face-to-face discussions, meetings and phone calls. Non-verbal methods include all other types, such as emails, text messages and documentation. Practice using each method of communication whenever you can. It will come with experience, but you’ll realise which situations suit different types of communication. Phone calls have more urgency, but emails are sometimes easier to explain topics and can be backed up by images and tables. It is dependant on the situation, of course, but if you’re good at many types then using them won’t be an issue! Listen It’s surprising how many people in the IT industry have less than average listening skills. You might be able to articulate yourself at a high level and get your message across, but if you’re not an effective listener, then your skills can be improved. Communication in a workplace is a two-way road. Speaking is only one part of it – listening is the other half. This doesn’t only mean hearing what the person has to say, it includes: Allowing the other person to finish what they have to say Thinking about what they are saying and what message they are trying to convey Considering their point when responding If you think about these three points, you’ll find your own listening skills improving and being able to communicate better. Ask The Right Questions Asking questions is a big part of communication in a workplace. Not just any questions, though – it’s important to ask the right questions. There have been a lot of books and websites made on this topic of asking the right questions. I won’t go into detail just yet on this topic (I’ll save that for a future article), but asking the right questions is a goood way to ensure you get the answers you are after. Asking the right questions is achieved by using the most appropriate words and phrases to receive the most relevant answer to your concerns. If you’re worried about your team member’s workload, asking them “Can you finish your task on time?” could give you a different answer to a question such as “With your current workload and the state of the task, do you see any issues that would stop you from finishing your task on time?”. The second question is more direct, and even though it’s a bit longer, it’s forced the listener to consider the concerns you have. Have The Hard Conversations When You Need To There are many conversations that people need to have, but just don’t. They put them into the “too hard basket”, for a variety of reasons including too much work, not enough time, not worth the effort, or worried about the result. Being a good communicator means that you need to have these hard conversations every now and then. If you’re concerned about your workload, speak to your manager about your concerns. If you have a personal issue with a coworker or a customer you’re dealing with, speak to them or your manager. Raising any problems and discussing them in a mature manner is a great way to develop different kinds of communication skills. Use Body Language Body language is, in my opinion, one of the most effective areas of communicating. It’s underrated, it’s performed unconsciously by everyone, and once you realise what to recognise then you can use it to your benefit. I read a book recently that detailed body language secrets. It explained that everyone subconsciously performed different movements and acts with their body in different situations. I read what different signals were and what to look out for in different situations. It also showed me how to be aware of my own body language. Being aware of your own body language while communicating is a great way to get your message across easier. Think about how you're sitting, standing, and positioned when communicating with others, and try to make it reflect the attitude of what you’re saying, whether it’s aggressive, formal, friendly or otherwise. Keep an eye out for other people’s body language to see if they are getting bored, feeling defensive, feeling attentive or showing scepticism. I’ll go into detail on this in a future post, but if you’re able to be aware of both your body language, and the body language of others, it will help out your communication skills significantly. Attend Training Lastly, a great way of improving your communication skills is to attend a training course. Check if your employer offers them, or has any suggestions on training courses to attend. They may even reimburse the costs! These training courses may go into more detail on communication methods, best practices, and things to look out for. Depending on the course, it should help out a few areas of your communication and you should learn a few things from the process. Putting into practice these steps will make sure that your communication in a workplace is more direct, more effective and will help you stand out from the crowd as an IT professional!
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