What Destroys and Facilitates Effective Communication
Reading time – 11 minutes.
Skyrocket Your Communication Skills and Productivity
Effective communication and productivity are interconnected. You can improve workplace relationships and your personal life by reflecting on your habits. It could help build better interaction and cooperation with one another.
Productivity means the ability to complete what you intended. Efficient communication is a form of productivity that involves communicating with a group of people to solve a problem in the best way.
This article reveals the ways to avoid common barriers behind communication. We hope it will inspire you to reflect on your habits and improve your life quality. We are pleased to help you develop practical communication skills in both professional and personal settings.
- Effective communication is one of the most efficient ways to increase your productivity at work at no cost;
- Motivated employees are determined to perform their tasks and strive to contribute to the success of the company;
- Reliable cooperation between employees and managers means clear articulation of the goals and objectives, milestones, and deadlines;
- Efficient communication assumes explicit instructions, proper tasks explanations, accessible information, and knowledge exchange;
- In today’s post, we will show how a culture of clear communication at work helps improve relationships, build trust, prevent and resolve problems and misunderstanding, provide clarity and direction, promote teamwork, and ultimately improve productivity.
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In the business world, professionals stick to three terms when quantifying organizational and individual performance: effectiveness, efficiency, and productivity. Although they appear to be interchangeable, you should use them in the right context. Realizing the core principles of communication will improve your overall performance at work and in personal life.
Effectiveness is especially crucial for improving your productivity in relation to social media and the digital world.
For instance, you struggle to handle countless emails that can often make you deviate from your priorities. Maybe you trained yourself not to lose focus at every notification. Still, without prioritizing and filtering your emails, you don’t manage effectively to achieve your overall intended goals.
Compared to effectiveness, efficiency is an entirely different concept. While being effective requires you to take actions that advance you to your intended goal, being efficient compels you to make an additional step. You may self-check if you are competent or not by asking yourself: “Am I working on my task in the best way possible?”
Efficiency is a concept rooted in the world of manufacturing. In essence, efficiency can be considered an inverse function of energy. The less energy a machine needs to produce something, the more efficient it is.
When we apply this concept out of the manufacturing world, efficiency is the time and energy required to complete a given task. For instance, if knowledgeable workers can complete a specific task in the least amount of clicks, they are more efficient than other colleagues. If taking emails, something like Knowmail’s “next best action” feature can help them work more efficiently by streamlining and organizing their emails with a single click.
What is Productivity?
Productivity differs from efficiency since it evaluates the process as a whole, not in parts. Combining both effectiveness and efficiency makes productivity a more complex concept. To be productive, you need to know how to do the right thing while maximizing your performance across all input streamlines.
Productivity is best understood in assembly-line production, where the most productive lines make the maximum machines. Effectiveness, efficiency, and productivity are often used interchangeably in our professional lives. After reading this article, you will be more empowered to communicate effectively, boost efficiency, and improve overall productivity!
Productivity, Efficiency and Effectiveness: How they Work Together
Ways How Effective Communication Can Increase Productivity
Effective communication and productivity are interconnected. The most successful organizations thrive when employees speak openly and honestly with their colleagues and managers. On the contrary, unsuccessful businesses often suffer due to poor communication and management. Ensure your company or industry maintains a transparent communication culture by clearly discussing projects, goals, milestones, and deadlines.
- Increase Accountability for All Employee
One benefit of productive communication in the workplace lies in the increased accountability at all levels of the organization. This refers to the front-line workers, managers, and owners.
For example, a simple check-in with employees every day can help keep everyone updated on tasks and milestones. Steps like this can help everyone work more efficiently and productively with their colleagues at work and home. Increased accountability also motivates employees to seek help when they need it. In return, proper communication at the workplace leads to an inclusive organizational culture geared to knowledge growth and value creation.
- Reduce Errors and Misunderstanding
When companies maintain practical communication skills, it can improve productivity by reducing misunderstandings and misinformation that lead to errors. The finished work will be more precise when everyone is clear about what to do rather than making assumptions.
For instance, if your employees have to handle a customer’s order, they’ll have a better chance of meeting their expectations if they know the order’s exact details. However, if they take the order but forget to write down the relevant information, they are prone to making mistakes. Effective communication with the customer can save the employee time by merely making the order according to the customer’s request.
- Come to a Solution More Quickly
Productive workplace communication enables employees to solve problems faster, resulting in higher productivity and better customer service. Suppose a colleague has difficulty completing a project due to a technical issue. In this case, it is recommended to talk to colleagues and managers to solve the issue openly. If employees cannot communicate about problems clearly and honestly, they could never find a workable solution.
- Ensure Better Teamwork and Collaboration
Collaboration and teamwork are greatly improved through effective workplace communication. Regular touchpoints can help employees work better together. Open communication can also help solve problems between different company departments or areas.
For example, having weekly meetings between sales and marketing departments and fostering open communication between the groups will keep them up to date. On a similar note, improved communication will help both groups to solve problems and develop innovative ideas.
Productive Communication Strategies for Small Businesses
The way how your employees communicate at work is directly tied to the culture of your organization. It is crucial that employees feel they have a direct line to their boss when they need it, and the company fosters a strong sense of trust between employees and their superiors.
It is essential to promote effective communication and facilitate it through training and workshops. Depending on the employees’ experience and profile, training sessions can improve communication, such as written communication, public speaking, and conflict resolution skills. Providing crucial tools, such as instant messaging apps or project management software tools, can also make productive dialogue real for all employees.
What Stops You From Communicating Effectively?
If you are stressed or emotionally overwhelmed, there is a risk of misunderstanding with other people and sending confusing nonverbal signals. It can also make you feel confused, anxious, or even face panic attacks. All this complicates any attempt to communicate effectively. To avoid conflict and misunderstanding, you can learn useful tricks to calm down before continuing the conversation.
Similarly, you cannot communicate effectively when multitasking. If you’re constantly checking your phone, daydreaming, or planning what to say next, you’re pretty much set on missing crucial nonverbal cues. To communicate effectively, we need to avoid distractions and remain focused on our actual tasks.
Another thing to consider is your use of body language. Nonverbal communication should reinforce what you say (not contradict). If you say one thing while your body language demonstrates another, your listener will feel that you’re dishonest.
Body language may be misleading. For example, if you disagree or dislike what’s being said, you might notice yourself using negative body language to rebuff the other person’s message. Some people show this by crossing arms, avoiding eye contact, tapping their feet, or rolling their eyes. You don’t have to agree or like what’s being said necessarily. Still, to communicate effectively without putting the other person on the defensive side, it’s important to avoid sending negative signals.
Effective Communication Skills
There are a few simple ways to improve communication skills in any setting. Generally speaking, focusing more on listening, being aware of the body language signs, managing stress in a calm way, and maintaining confidence in yourself will set the right tone for your communication.
- Become an Engaged Listener
When we communicate with one other, we tend to focus on what we should say. However, effective communication is not so much about talking as it is about listening. Listening stands for understanding the words and information and the emotions that speakers convey between the lines.
There are a few points to understand if you are a good listener. First and foremost, focus entirely on the speaker, and favor your right ear. Avoid interrupting when the other speaker is talking or trying to redirect the conversation to your concerns. Show your interest in the discussion, and try to set aside any judgment. Finally, make sure you provide feedback and be aware of your nonverbal signals.
- Understand and Use Body Language to Your Advantage
Developing the ability to understand and use non-verbal communication cues can help you connect with others, express what you mean, and build better relationships at home and work.
By being aware of individual differences and looking at nonverbal communication signals as a whole, you can improve your abilities to read others’ body language. Adjust your nonverbal cues according to the situation, and avoid negative body language connotations.
- Keep Stress Under Control
How many times did you feel stressed after you’ve said or done something that you regret? If you can quickly return to a calm state and reduce your stress, you’ll have fewer miscommunications.
Staying calm under pressure is a critical skill that can help you communicate effectively. Give yourself time to think about your responses. Ask questions or clarify a statement before you respond to your partner.
If you feel stressed, follow some useful guidelines that will help you keep cool:
- First, pause to recollect your thoughts. Add moments of silence throughout your response as pauses can bring you more control than a hasty reaction.
- While making your argument, be sure that your thoughts are easy to follow. It means providing supporting pieces of information for each point you make.
- If your response starts to drag or juggle too many aspects, you risk losing the listener’s interest. Follow one point with an example and gauge the listener’s reaction before you make a second point.
- Finally, when you feel that you have said everything you wanted, wrap it up with a summary and stop. You don’t have to break the silence by continuing to talk if your listeners are not ready.
- In many cases, the way you say something can be as important as what you say. And in some cases, it is even more important than the content of your verbal message. Keep your body language relaxed and open, speak, make eye contact, keep a calm tone, and speak with a clear voice, even when you have to pause.
If a conversation becomes too heated, you may need something quick to lower the emotional intensity. By learning to reduce stress at the right moment quickly, we can regulate our emotions, behave appropriately, and adjust the intense feelings we experience.
As a starter, here are some guidelines for relieving your stress quickly:
- First, recognize when you’re getting stressed more often. You’ll most likely have cues, like tight muscles or stomach ache, clenched hands, shallow breath, or simply “forgetting” to breathe. Then, take a moment to calm down before deciding to continue the conversation or postpone it.
- A popular way of relieving stress is through the use of your five senses or your movement. You could bring your senses to the rescue by putting a stress ball in your pocket, placing a peppermint in your mouth, squeezing and relaxing your muscles, taking a few deep breaths, or simply remembering a soothing, sensual image. Each person has varying preferences regarding sensory input, so experiment around to see which suits you the best.
- When used appropriately, humor is another great way to reduce stress in a conversation.
- Be willing to compromise. Sometimes, if you can bend a little, you find a happy middle ground that reduces stress levels. If you see that the other person cares more about an issue than you do, the compromise route may be the best option to save your relationship in the future.
- Finally, go for a walk outside, spend a few minutes meditating, or find a quiet place to regain your balance. You’ll find that you can significantly reduce stress when you come back to the situation at hand.
It is just a beginning, but it will help you to get balanced.
- Assert Yourself
Direct and assertive expression clarifies the path for clear communication. It helps boost your self-esteem and improve decision-making skills.
Effective communication always involves understanding each other without forcing one’s opinion on others. Everyone’s opinion is worth acknowledging, respecting the other side, and not acting in a hostile, aggressive, or demanding way.
The more you understand, the better you can communicate with others, no matter what you do or say. Know your limits, know your needs and wishes, learn from your mistakes, and ask for help when needed.
Express negative thoughts in a positive light, and receive feedback or compliments positively. It’s perfectly alright to feel angry, but remember to remain respectful and not let others take advantage of you.
If you want to communicate well, try to follow our tips. You will be able to promote your idea and find alternatives to meet other people’s needs. Effective communication means more than just exchanging information. It refers to being able to understand the emotions and intentions behind them.
Explain your message clearly, listen in a way that gives you the full meaning of what is being said, and make the other person feel heard and understood. It helps you to avoid misunderstandings and improve your professional and personal relationships.
Once you boost your communication skills, you could expand your leadership positions to enhance productivity within a group or business. By building genuine human connections, you can find solutions that suit your personal needs and meet the community goals.
Effective conversation is not an easy process, so you should know some rules to make your interlocutor interested in the further dialog:
- If you feel angry or stressed during a conversation, first of all, try to keep calm. An excellent method is to start countering from 1 to 10. It enables you to recollect your thoughts.
- Make sure your message is clear. The information you’re talking about should be understandable to your interlocutor.
- Always follow the listener’s reaction and don’t talk a lot about yourself. Your partner can merely get bored.
- Sum up everything you said previously and stop. You should ensure that your talk wasn’t too long.
- Pay attention to yours and the interlocutor’s body language and gestures. It will help you to recognize if he or she is interested in a conversation or not. Use it wisely to show your feelings and positive emotion while having a dialog.
It’s probably no secret that most successful businesses thrive thanks to the engagement of highly dedicated employees. Effective communication serves as fuel for collaboration and teamwork. Open communication helps to resolve different problems and prevent costly misunderstandings.
What do you think about the importance of communication? We hope that this article was informative for you! If you have any unique experiences, tips, or advice related to improving productivity, management, or communication skills, please let us know in the comments below!