While searching left and right on the Net to find a subject worth discussing, I found an article containing 8 great “Recommendations to Improve Communication” (Swiss Re Centre for Global Dialogue). Since communication is – after all – what we are striving to provide to customers worldwide, I thought the issue deserved some attention; especially in consideration of the fact that we – ourselves – had already pinpointed a few of these points in our previous blogs… which clearly asserts our level of expertise on the matter.
The 8 “Recommendations to Improve Communication” provided by the Swiss Re Centre for Global Dialogue are as follows:
- Maintain an environment of open communication and stay calm;
- Encourage the new person – Use positive feedback when an inexperienced team member has to carry out a task;
- Give a verbal nod – While listening, it is important to provide verbal indication of comprehension and reaction;
- Speak simply – use small words, articulate simple thoughts and ask questions;
- Generally speaking, verbalizing is good and more verbalizing is better;
- In multi-lingual settings, high workload communication is more effective in one’s native language;
- When a non-speaking task must be carried out while verbalizing, keep that task as free from language as possible;
- Use standardized phraseology – especially when speaker and listener are physically separated.
Sure, it may seem like common sense, but is common sense really followed on a daily basis? No, because – unfortunately – the human brain always tries to complicate situations thinking it will “appear” smarter. However, being “smarter” often means being able to interact in a “simple” manner that everyone can understand. This, my friends, takes time, experience and intelligence to achieve!
Let us then explain the above recommendations and why they are crucial to your business.
1. Maintain an environment of open communication and stay calm.
This point is extremely important. An open communication and stress-free environment is likely to increase team spirit and motivation. It is the most effective way to achieve a “happy working environment” that will work more efficiently in terms of development and production. According to Benefitof.net (Benefits of open communication) open communication provides the following benefits:
- It resolves conflicts;
- It enhances success;
- It increases focus;
- It fosters Engagements.
2. Encourage the new person – Use positive feedback when an inexperienced team member has to carry out a task.
Now, what individual doesn’t like to be praised for a job well done? None that I know! Human beings need to feel recognized, appreciated and valued; it’s part of our human nature. Remember that “when hard work goes unnoticed, motivation and morale suffer, and so does retention. It’s a competitive hiring environment, and professionals who feel they aren’t appreciated may very well look for greener, more-rewarding pastures.” (The importance of positive feedback)
3. Give a verbal nod – While listening, it is important to provide verbal indication of comprehension and reaction.
This one’s not too difficult to interpret, yet it is essential for your business activity. Show your peers you are paying attention when they are speaking. Show them you are thinking about the importance of their speech. This type of reaction is only likely to keep the speaker motivated and he will therefore be able to complete his speech without feeling apprehended or without omitting any important information, which could occur if he feels he lost his public.
4. Speak simply – use small words, articulate simple thoughts and ask questions.
This really is one of my favorites. I have repeatedly insisted on this topic throughout a great number of blogs.
“Given that the members of your staff have very different ways of learning the different concepts thrown their way, you should be able to explain relevant concepts so that the least experienced member of the group can understand it.” (Corporate Communications) After all, what’s the point of communicating if no one understands you!
5. Generally speaking, verbalizing is good and more verbalizing is better.
Expressing yourself through the use of words is always good, but the more you are able to efficiently express yourself, the more impact you will have on your public. Never leave anything out thinking others are following you. Express yourself fully and provide all the descriptive details you can in order to make sure you are being fully understood.
6. In multi-lingual settings, high workload communication is more effective in one’s native language.
Globalization has opened the doors towards internationalism. Internationalism is synonymous with different languages and cultures. Being able to efficiently communicate a message, also means having to make sure everyone has understood it and… the only way to achieve this in multi-lingual settings is usually by repeating the same message in one’s own native language. Have fun with this one and make sure to hire a Great translator (like Traduzioniclick)!
7. When a non-speaking task must be carried out while verbalizing, keep that task as free from language as possible.
“Multitasking is a myth. Human brains do not perform two tasks at the same time. Instead, the brain handles tasks sequentially, switching between one task and another. Brains can juggle tasks very rapidly, which leads us to erroneously believe we are doing two tasks at the same time. In reality, the brain is switching attention between tasks – performing only one task at a time.” (Distracted Driving article)
Basically, try to perform one single task at a time: it’s the only way you can truly remain focus and concentrated at all times!
8. Use standardized phraseology – especially when speaker and listener are physically separated.
If you are on a conference call or if you are involved in any long distance conversation, make sure to use standard and plain words to avoid confusion and misunderstanding. That which is commonly used in casual conversation is always guaranteed to be understood by all.
In the end, it’s all – once again – about understanding. Effective communication skills strictly depend on how a message is being understood. Develop, describe and enhance your message as much as you can. Make sure you use simple and plain words that everyone can understand at all times. Have your messages translated if you are involved with different countries. Keep an open communication environment to motivate your coworkers and always, always praise a job well done! Never forget: effective communication always depends on the level of understanding one is able to achieve.
