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communication in the workplace

Communication in the workplace


Communication, as seen in the previous section, is a daily activity of all people. And just as it is important in personal relationships, it is also important in organizations.
In the work environment, a person interacts with colleagues, superiors, clients, etc. Likewise, it receives information, gives or receives instructions and coordinates with work teams. All these tasks and relationships involve communication, hence the importance of achieving good communication in labor organizations.

Communication is the responsibility of each employee of the institution. Everyone participates in it. Effective communication with employees, customers, shareholders, community neighbors, and other audiences is essential for the company. Relationships with people are established by effectively communicating with them.
In organizations, there are communicative relationships with both the internal and external ecosystems in which the company operates.



Advantages of good workplace communication

In labor communication, several aspects must be taken into account. On the one hand, it is necessary to consider the interlocutors: does the communication take place at the same level, that is, between colleagues in the same position or subject to a hierarchy? On the other hand, in addition to being considered in the macroscopic scope of the entire company, communication must also be analyzed in relation to each individual. Be that as it may, implementing effective communication carries with it a number of advantages

Avoid Conflicts

If communication between members of the same team or between superiors and employees is not as rich as it should be, problems can arise quickly. In principle, if time is spent discussing different issues and you are committed to open communication, there will be no room for misunderstandings or conflicts. However, these may appear if one of the parties expresses it in an unclear way, although it is not due to bad intentions or lack of interest. In such situations, it is not only useful to increase communicative exchanges but also to improve their quality. Offering communication training can help improve understanding between colleagues and other members of the company.

However, it must be borne in mind that conflicts do not arise only by concrete facts. Moreover, it is common for different emotions to cause these problems. Therefore, verbalizing negative emotions before they become real conflicts is part of a positive communication strategy. For example, if an employee has the feeling that others, especially if it is superior, listen and understand it, there is no reason for any conflict to be unleashed.

Employee Motivation


Interpersonal ties can be strengthened by holding conversations. At the same time, a good bond within the team provides more motivation, because when an employee perceives his team as an important factor and does not see himself as a lone fighter, the will to make the common project progress increases. This applies both in a small workgroup and in the context of the entire company. If there is open communication, interpersonal barriers disappear and all members grow in the same direction. That is, a work environment is created in which everyone is willing to give more.

Increase Productivity

If superiors spend time talking to each employee, it may be easier for them to understand each other's strengths and weaknesses. In this way, tasks can be distributed more accurately and it is possible to offer more effective training as well as to promote particular skills. Likewise, effective communication at work allows to improve team-building: by knowing the employees in greater depth, it is possible to unite different people who have varied skills. In the medium term, the productivity of the entire company improves.

Another factor in the context of productivity is creativity: conversations feed new ideas. Creativity can be developed in an open and positive environment with constructive conversations. Fresh ideas allow you to complete tasks better and faster. This does not only apply within a team since the exchange of ideas between the different departments and even the direction can advance the company. Often it is people outside a particular group who usually have the most innovative ideas.


Improve Career Prospects


While the points mentioned above are advantageous especially for the company, the employee can also benefit from effective communication at work, as he can get growth options in his working life. Employers pay special attention to the communication skills of potential candidates for positions of responsibility, because when there is a hierarchical difference, sometimes you have to address unpleasant issues and know how to do it.

Those who generally avoid such situations or who do not react constructively during discussions do not show leadership qualities. If, on the other hand, good communication skills are demonstrated at work, they are more likely to be promoted.

What does effective communication at work consist of?

Open Attitude

An open attitude is the beginning and the end of a culture of positive communication. Conflicts can only be resolved quickly if peers and superiors are treated honestly. However, more often than expected, intrigues, negative comments, and even mobbing take place. There are those who speak behind the back of a partner or hide information deliberately in order to obtain some benefit, but in this way, no productive teams are formed, reason enough to try to eliminate existing problems as quickly as possible.

An open attitude is also important in the culture of discussion. Constructive discussions can only take place when one party recognizes the opinion of the other as a possible solution. By clinging stubbornly to a point of view, it is inevitable that projects become paralyzed. If, on the other hand, all parties openly discuss the contributions made, some ideas can be fed with others, thus strengthening both creativity and productivity.

Clarity

Bad communication at work is not always due to lack of will or bad intentions, but also to the absence of the necessary skills to communicate. When conversations lack clarity or information is not communicated correctly, misunderstandings occur very easily. Therefore, it is important to pay attention to a clear formulation of what you want to communicate. Whether in an email, in a meeting or during a conversation in the cafeteria: hiding the real message behind empty words is counterproductive. Moreover, those especially complicated issues have to be explained in detail so that they do not cause disinterest or generate misunderstanding in the recipient. Repeating the information and asking questions are two effective ways that help clarify complex facts.

Both employers and employees must pay attention to the effect that written and spoken words have. A poorly considered tone is quickly misunderstood. That is why in these cases a clear expression helps to avoid conflicts and work with more determination.

Respect

Kindness, courtesy and mutual respect, whether between equals or between superiors and employees. There is nothing as effective as disrespect to create a bad work environment. Many people in positions of responsibility tend to use an aggressive leadership style to make their authority known. However, it is much more effective to treat employees with respect. In this way, they are not only more satisfied at work, but also willing to get more involved. But respect must be mutual, that is, employees must also strive to treat their superiors with consideration.

Listen

Communication does not occur in only one way: you also have to listen to the speaker. The ability to listen to others is as important as the ability to express yourself clearly. Thus, it is considered essential in good communication at work that the other party has the necessary time to make their contributions without being interrupted in half. It is also necessary to show empathy and have the ability to really listen and respond to what has been said. This is not the same as sitting quietly while someone else talks, without necessarily paying attention. Therefore, a comprehensive attitude is a decisive factor, both in professional conversations and in those of emotional component. When understanding another person is complicated, it can be helpful to ask questions, which in turn also sends positive signals to the interlocutor.

Admit Your Mistakes

Nobody is perfect. Everyone knows it, but very few people like to admit it. It is precisely the fact of admitting mistakes openly that provides a good basis for communication. Who apologizes honestly has a disarming effect: admitting an error openly usually has a positive effect on the other person. That is why we must reject the idea that admitting to having made a mistake is a sign of weakness. Those who do and face the consequences demonstrate the strength of character.

How to ensure good communication at work


Once the importance of workplace communication is recognized and distinguished, it is time to go into practice and establish how to create a culture of constructive communication in the company. Several techniques have proven their effectiveness.

Meetings

In many companies, meetings are considered annoying because they involve an expense of time and are hardly useful: while one speaks, others listen more or less boring. But it does not have to be like that. Open meetings, in which everyone can participate, establish a culture of discussion that is usually characterized by interesting contributions. All participants should feel invited to make their contributions, ask questions and present their own ideas.

Written Document


Not everyone can spontaneously communicate complex facts. Therefore, emails and other written documents are suitable for ordering thoughts and formulating them clearly. This avoids misunderstandings. However, emails should always be the basis for future conversations, because in personal contact you can ask and answer questions more naturally. After all, purely written communication becomes a one-way street, which prevents constructive discussions.

Face To Face Talk

Some employees feel uncomfortable talking in large groups. In order to give these people the opportunity to get involved, individual talks are often helpful. These do not always have to take place between the supervisor and the employee, productive discussions can also take place with colleagues. A conversation in a small circle not only contributes to some people expressing themselves openly but also makes listening easier. If you tend to get distracted more quickly in large groups, in these situations you can increase your attention. Likewise, doubts can be resolved directly in this type of conversation, since the listener can ask without hesitation what a large group would cause him to be reluctant.

Tools


Various tools can help ensure that information is transmitted correctly. First of all, one must pay attention to the language itself: it is better to opt for simple formulations so that it is easier for the listener to understand what is being said. On the contrary, hiding information after sophisticated sentences and unclear images does not guarantee that the message will be transmitted correctly, although it does not deny the eloquence of the sender.

In addition, there are other means to convey the facts more easily: visual media, for example, have the ability to attract attention and simplify the message. With a diagram or a graph, you can support what has been expressed in spoken or written form. At the same time, body language plays a role that should not be underestimated. Above all, positive signals such as smiles and eye contact guarantee a good climate and a greater willingness to pay attention. Appropriate gestures that support verbal contribution provide additional clarity.

Friendly Attitude


Sounds trivial, but it is of great importance because in a friendly environment the interviewee increases their willingness to participate constructively. In addition to a cheerful facial expression, making jokes helps create a relaxed atmosphere. At the same time, self-confidence must also be shown. Of course, this applies mainly to people in managerial positions. But self-confidence also generates positive effects among members of equal rank: when doubting oneself, the other employees will also tend to suspect communication contributions.


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