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How To Manage Communication Styles In Difficult Times

Managing the passive communicators

  • Talk to them one-on-one. They will feel more comfortable opening up.
  • Offer multiple modes of communication. Instead of calling on them during a meeting, send them an email afterward.
  • Help them feel psychologically safe at work. Let your team know they won't face negative consequences for voicing their opinion respectfully.

Passive communicators battle to express their needs and stand by their convictions. This is because they want to avoid conflict. They may be silent during crucial meetings. If they do make a suggestion and it is challenged, they may say, "never mind then."

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IDEA EXTRACTED FROM:

How To Manage Communication Styles In Difficult Times

How To Manage Communication Styles In Difficult Times

https://blog.trello.com/navigate-communication-styles-difficult-times

blog.trello.com

6

Key Ideas

Communication during stressful times

Uncertainty has a way to reveal everyone's strengths and weaknesses. During drastic uncertainty, employees will seek more information in order to achieve a sense of certainty. During this unstable time, you'll discover the true quality of your team's communication skills. If you team is arguing, productivity is lagging.

Discovering each member's communication preferences will enable you to determine the best way forward.

Managing the passive communicators

  • Talk to them one-on-one. They will feel more comfortable opening up.
  • Offer multiple modes of communication. Instead of calling on them during a meeting, send them an email afterward.
  • Help them feel psychologically safe at work. Let your team know they won't face negative consequences for voicing their opinion respectfully.

Passive communicators battle to express their needs and stand by their convictions. This is because they want to avoid conflict. They may be silent during crucial meetings. If they do make a suggestion and it is challenged, they may say, "never mind then."

Managing the aggressive communicators

  • Outline and enforce boundaries. If they interrupt someone, step in and say, "Please let [Name} finish, and afterward, we'll give you time to speak too."
  • Give them a safe and healthy way to vent their anger. People under pressure are more likely to act out. Pull them aside for a one-on-one time to address their concerns.

Aggressive Communicators voice their opinions in a straightforward, often blunt way. They often interrupt others, take up significantly more time than others during meetings and don't take into account others' feelings or opinions.

Managing the passive-aggressive communicators

  • Keep your cool. They try to get other people to express the anger they are unable to convey.
  • Redirect. If a teammate is venting to you about someone else, ask if they have talked to the other person. If not, encourage them to do so.
  • Model assertiveness. If you find a teammate avoiding you, you'll have to approach them directly and ask if they'd like to talk.They find indirect ways to hint at their displeasure.

The passive-aggressive communicators give a cold shoulder to the people they're in conflict with and are friendly with everyone else. Their words seem kind, but the tone of voice, facial expression, or body language expresses displeasure.

Managing the assertive communicators

An assertive communicator is the ideal style: *They address problems directly and express themselves and their boundaries while maintaining respect for others.

They display emotional intelligence; they're willing to ask for help; they listen to others; they acknowledge and validate other peoples' points of view while also expressing their own perspective.

Communication in fully remote teams

While remote work has many benefits, one disadvantage is reduced access to crucial communication cues, such as facial expressions. The lack of information can lead to miscommunication and conflict.
To counteract the negative effects and better manage your remote team:

  • Have regular one-on-one meetings with your direct reports.
  • Conduct all-hands meetings, where you gather your entire organization into one online space. This is the time to celebrate milestones, go over the next steps, hear updates, and bond as an organization.
  • Use a shared online workspace to keep everyone on your team informed on assignments, project progress, and deadlines.
  • Do team-building activities, such as book clubs, pop quizzes, game nights, etc.

SIMILAR ARTICLES & IDEAS:

69% of managers

...say they’re uncomfortable communicating with employees. 

And that number is significantly higher when the roles are reversed.

Analytical communication style

An analytical communicator loves hard data, numbers, and specific language. 

They're usually wary of people who deal in vague language and strictly blue-sky ideas and get drained quickly when conversations move from logical to emotional.

Working with an analytical communication style

Dos:

  • Provide as much detail upfront as possible
  • Set clear expectations
  • Give them space to work independently

Don'ts:

  • Turning the conversation emotional;
  • Framing feedback on their work as criticism.

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Effective communication

... is imperative for every successful business. Poor communication inevitably causes misunderstandings, confusion and conflicts that hinder productivity and professi...

Effective Communication is vital in business
  • It helps to create effective brand messaging.  It determines how your brand is perceived and also builds trust with customers.
  • Customer service relies on good communication. "60% of consumers have stopped doing business with a brand due to a poor customer service experience."  Microsoft’s 2016 Global State of Customer Service Report.
  • It enables positive team relationships.  Effective communication helps to unite teams and create a safe environment to express themselves.
  • It helps to prevent misunderstandings and conflicts. It can help to defuse a potentially explosive dispute while bad communication can set it off.

Worst Communication Mistakes
  1. Using a One-Size-Fits-All Communication Approach. Tailor the communication style to the intended audience.
  2. Speaking More and Listening Less. Listen to what is said, how it is said, and to what is not said.
  3. Assuming Instead of Asking More Questions.
  4. Using Negative Tone. Choose words carefully to eliminate negative reactions.
  5. Avoiding Difficult Conversations.

  6. Reacting, Not Responding.

  7. Not Keeping an Open Mind. Accept and respect differences, listen without judgment and consider all sides of an issue.

Cut all the contact

Keep your distance and don’t text, email, meet in person or call.

Cutting the ties for good when it’s over puts you on a faster path to healing.

  • Set up an “Emergency ...
Let Your Emotions Out

Cry, sob your eyes out, scream and yell. As long as it doesn’t hurt yourself or anybody else, find ways to release and let go of the pain you may be feeling. 

Listen to sad songs. Listening to sad songs can regulate negative emotion and mood as well as consolation. 
Accept the fact that it’s over

Coping with the end of a relationship is a little bit like a 12 step program. You will reach acceptance far sooner by staying away from that person.

Don’t over-analyze what could have been different. Your mission now is to get to the place where you aren’t battling with yourself about the way things are. Do this with compassion and don’t beat yourself up.

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Use assertive communication

Assertive communication allows us to take responsibility for ourselves and our actions without judging or blaming other people.

Emotionally intelligent people know how to communicate ...

Respond instead of reacting

The emotionally intelligent person knows how to stay calm during stressful situations. 

They don't make impulsive decisions and understand that in times of conflict the goal is a resolution.

Utilize active listening skills

Emotionally intelligent people make sure they understand what is being said before responding. 

They also pay attention to the nonverbal details of a conversation. This prevents misunderstandings, allows the listener to respond properly and shows respect for the person they are speaking to.

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Defining group norms
Defining group norms

Group norms are the set of informal and formal ground rules that specify how people interact. The rules help members of the group determine how to behave. Advantages of clear g...

Intentionally create group norms

Every team has rules, but few are intentionally crafted. This could have a negative impact. For example:

  • In a team of two, it's easy to create short back-and-forth emails. As more team members join, it becomes more complex keeping everyone in the loop. Emails may include reply-alls about weekend plans and real-time decision-making, leading to unread emails and lost information.
  • A single individual dictates the rules for the group. He may inadvertently communicate late at night that can affect an entire company.
How to create healthy group norms

Setting up norms is easiest when the team is first created. It may take a special meeting at the start, but it saves time and diminish problems down the road.

Shifting group norms in an established team is possible, too. Cultivate positive behavioral expectations on high-functioning teams.

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Assertive communication

It empowers you to draw necessary boundaries with people that will allow you to get your needs met in relationships without alienating others and without letting resentment and anger creep i...

Be factual, not judgmental

... especially when it comes to things you don't like.

When approaching someone about the behavior you’d like to see changed, stick to factual descriptions of what they’ve done that has upset you, rather than using negative labels or words that convey judgment.

Be accurate and avoid exaggerations

Being factual about what you don't like in someone's behavior (without overdramatizing) is an important start. 

The same should be done in describing the effects of their behavior. Don’t exaggerate, label or judge; just describe.

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Common communication mistakes
Common communication mistakes
  • Lack of attention to tone. No matter what the circumstances, learn to pay attention to tone. Before you speak, pause and take a breath.
  • One-size-fits-all communication
Signs of poor communication skills
  • People only approach you with questions or feedback when they absolutely need to do so.
  • If you walk away from a conversation or meeting and can’t remember what the other person said or...
Do a Self-Assessment
  • Take an honest look at how you communicate. Are you thorough, clear, and factual in how you convey yourself? How consistent are you in how you communicate?
  • Look at how clear you make your expectations—and how open you are to understanding what others expect of you.
  • Assess how do you handle “crucial conversations” that can be emotionally or politically charged.
Ditch Your Assumptions and Ask

To be effective in information gathering, you need to let go of assumptions and be aware enough to recognize when you’re jumping to conclusions, making judgments, or using labels.

Asking curious, open-ended questions encourages dialogue instead of dictating what other people should do or think, And the best communicators listen more than they speak.

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An Overwhelmed Team
An Overwhelmed Team

While a manager expects and assumes the team to be top-notch in their work, completing projects like there is no tomorrow, the reality of workers is quite different. More than half of the workforce...

Signs Of An Overwhelmed Team
  1. Dip in energy levels: It happens when the team is not enthusiastic and is only taking reactive actions and going through the motion, exposing the mental pressure they are in.
  2. Work quality is taking a dip: It happens if you see incomplete or sloppy work, along with decreased productivity.
  3. Frayed emotions: If workers are terse and curt with their colleagues in their personal interaction and written correspondence.
  4. Other unexpected irregularities: There may be some that move inside their mental ‘cave’ and others who become overtly extrovert.
Replan And Rebalance

If there are signs of team overwhelm, the manager needs to first see if the work can be shared with others, or if any deadline can be extended, providing some relief to the workers. A replanning of upcoming projects to lessen the intensity of upcoming work can also be worked on.

In many cases it is just a matter of giving the workers a day off to recoup.

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Influence is power

No matter who you are, where you work, or what your professional goals are, achieving more influence in the workplace is critical for success.

But gaining that influence, like learning...

Build Trust

Influence is most often and most easily carried through trust: only when a co-worker trusts you will he or she be open to your influence.

The easiest way to do that is to be honest, no matter what. State your opinions, disclose your apprehensions, and don't keep secrets. 

Reliability Through Consistency

Inconsistency is the fastest way to ruin your reputation. Consistency, on the other hand, is slow but sure: if you execute your tasks effectively and on time, day after day, eventually people will come to rely on you.

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