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7 Communication Mistakes You Should Avoid in Business

Effective communication

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

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IDEA EXTRACTED FROM:

7 Communication Mistakes You Should Avoid in Business

7 Communication Mistakes You Should Avoid in Business

https://www.timedoctor.com/blog/communication-mistakes/

timedoctor.com

3

Key Ideas

Effective communication

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

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.

SIMILAR ARTICLES & IDEAS:

Team communication
  • Open and effective team communication keeps projects moving, co-workers happy, and ideas flowing.
  • Bad team communication kills company culture,  leads employees...
Effects of poor communication
  • Instead of looking for solutions, we waste time checking communication tools.
  • We don't talk about our expectations.
  • Communication bleeds into our out-of-work time, instead of leaving it at work.
Open communication

It doesn’t mean just telling people to share their thoughts, but actually doing it yourself and setting clear rules and guidelines about how to share.

It isn’t just about how you share information but also what gets shared. 

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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
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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Address It Directly

When conflict arises, you need to raise the issue with the parties involved. 
Emphasize the need for your employees to address it. Explain that negative feelings and thoughts c...

Listen to Both Sides

Speak with each party separately to gain their perspective on what the tension is all about. 

Make sure that along with any emotional information, you discuss specific facts or events that led up to or inflamed the situation.

Bring Both (All) Parties Together

Allow them to share their version of the events or issues. 

Often, this step will elicit issues or facts that the other party was unaware of.

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The "why" of the communication

You're wasting time and energy if you don't know the reason the communication is taking place.

Before you initiate any communication, ask yourself, "What am I trying to accomplish?" Ev...

Communicate emotions in person

Any communication that has high emotional content should be delivered in person (if possible) or by telephone and teleconferencing (if not). This applies to both positive and negative news.

If you use email, it will seem like you don't care or that you're a coward.

Communicate facts via email
  • People only retain a small percentage of facts when they're communicated verbally. Having those facts written helps to ensure that they don't get lost when it's time to make decisions.
  • It's much better to use email to get everyone up to speed and then have a discussion of what yet needs to be accomplished.

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Feedback
Feedback

Feedback provides an opportunity to gain insights about a person's personal and professional actions.
Without feedback, we will move in the same direction without realizing our shortcomings. ...

Types of feedback
  • Positive vs. negative. Positive feedback confirms that someone is taking good action, while negative feedback shows what actions need to be corrected.
  • Formal vs. informal. Formal feedback is given on a set schedule, and informal feedback is short and follows after an action or event.
  • Annual vs. monthly
  • Verbal vs. written
  • Manager vs. peer
Effective feedback
Effective feedback is:
  • Objective. Don't let your personal feelings get in the way.
  • Timely. Feedback should follow when the event is still fresh.
  • Constructive. Give respect and show that you have their best interests in mind.
  • Actionable. Feedback must include immediate next steps.
  • Warranted. Give your employees room for mistakes and learn from them.

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How To Be An Active Listener
  1. Ignore internal and external distractions (thoughts and sounds).
  2. Listen to the content of their speech and their specific wording
  3. Listen to ...
Selective Listening

Means to focus on a few key words and ignore the rest of someone's communication. 

It often manifests as one gets distracted by external stimuli like random sounds or movements, and internal stimuli such as one's own thoughts and feelings.

Active Listening

Means to fully concentrate on what is being said rather than passively absorbing it

It's not just remembering the content of what was said, but using empathy and seeking to understand the complete message, including the emotional tones conveyed. It builds rapport, understanding and trust.

Authentic leadership

Is a management style in which leaders are genuine, self-aware, and transparent. 

An authentic leader is able to inspire loyalty and trust in her employees by consistently display...

Components of Authentic Leadership
  • Self-Awareness: be aware of your trengths, weaknesses, and values and displaying them to your team.
  • Relational Transparency: remain genuine, straightforward, and honest with your team. Display the behavior you hope to see in your employees.
  • Balanced Processing: stick to your values when making decisions, but remain open to discussions and alternatve options.
  • Doing the right thing: focus on doing the right thing for the long-term success of the business, not yours.
3 ways to practie self-awareness as a leader
  • Seek feedback from the environment;
  • Use self-reflection to better understand your behavior;
  • Practice regular self-observation to stay aware of your feelings at all times.
  • Not Editing Your Work
    Not Editing Your Work

    Spelling, tone and grammatical mistakes can make you look careless.

    • Don't rely on spell-checkers.
    • Proofread your work.
    • Use a dictionary to look up any words that y...
    Delivering Bad News by Email

    Written communication channels don't allow you to soften difficult messages with nonverbal cues.

    Delivering a message in person makes it easier to pick up on signs that people have misunderstood parts of your message.

    Avoiding Difficult Conversations

    It's tempting to try to avoid difficult conversations, but this can cause further problems.

    • Preparation is key to handling difficult conversations.
    • Use tools such as the Situation – Behavior – Impact technique to encourage your people to reflect on their behavior.
    • Role-play your conversation first.

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    Asynchronous Communication
    Asynchronous Communication

    .. .is defined as working with tools that don’t demand an immediate response.

    Remote work has its own set of challenges (like different time zones) and is filled with distractions....

    Well Thought Out Actions

    Asynchronous communication allows you to think and reflect before taking action. 

    While real-time communication is all-important, the global crisis and work-from-home culture have made us realize the productivity benefits of non-real time communication.

    Asynchronous Video

    Constant video interaction is great to look as if you are working but isn’t the best use of your time. Rather than being on the video call for everything, it’s better to make a video recording of the particular action (in your own time) and let others see it when they can.

    Use asynchronous video to be able to show your face and expressions when needed, getting in touch the real way in a remote setting. This leaves time for your 'deep work' activities.

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