Excellent communication is a skill not to be overlooked in the workplace. Two people could have the same level of knowledge, but the one who can express themselves and communicate well will likely get much further in their career. Apart from presenting our ideas, communication is also important for building relationships, navigating problems, and is a skill that is important no matter the industry. Here are some common situations you may face in the workplace and ways you can improve your communication styles in these different scenarios.
Giving a Presentation
If you have to give presentations at work, either in person or virtually, think about having quality content with your visuals and practicing what it is you’re going to say ahead of time to ensure, it has a good flow. When you’re presenting in person, you’ll need to be aware of your body language and eye contact.
In Emails
When it comes to emails, keep the message simple, concise and clear. In a Harvard Business Review video, they go through more in-depth steps for effective emails and recommend following these steps: Include a call to action in the subject line, have one email thread per topic, manage recipients, start with the main point, summarize in your reply, hyperlink whenever possible, change the default setting to “Reply” (not “Reply all”), and to change the undo send options. In the video, they go through a greater breakdown of these points.
Problems That Arise at Work
Having a framework for how you deal with issues that arise at work, either with a client or a coworker, can be a helpful tool to help you manage difficult scenarios. The first step may look like asking them what the problem is and what are their ideas for how to fix it. While they are speaking, be actively taking notes so you can remember exactly what they said. From there you can take the time and process the best way to resolve this issue and move forward. In an article on Business News Daily, they write, “Resolve workplace conflict by addressing the issue immediately, setting clear expectations, applying active listening skills, using neutral terms and open body language and respecting personal differences.”
In Meetings
Meetings should have a purpose and ultimately, everyone should feel like they benefited from attending. In an article on LinkedIn they wrote, “During the meeting, you should try to engage your audience and keep them interested and involved. Use a friendly and professional tone, and address people by their names. Use visual aids, such as slides, charts, or images, to illustrate your points, but don’t overload them with too much information or text. Ask open-ended questions, solicit feedback, and acknowledge contributions from the participants. Use gestures, facial expressions, and eye contact to convey your emotions and intentions, and avoid distractions, such as checking your phone or email.”