Harvard Business Publications recently confirmed what many have always known: effective communication is the number one skill for executives to develop. But this skill is neglected when it comes to employee development. Companies send their managers and executives to all types of continuing education programs. And yet, communication development goes highly overlooked.
Managers and executives need to be acutely aware of their communication within the organization. A Gallup poll of more than 1 million U.S. workers concluded that the No. 1 reason people quit their jobs is because of problems with their immediate supervisor. Also, surveys show that over 80% of work-related problems are due to a breakdown in communication (Felber 2002).
So how can managers and executives improve their interpersonal communications with their employees? Here are five easy steps that can be taken:
1. Prepare before you speak. Don't call a meeting if you don't know what you're going to say. It is not sufficient to have a general idea of what you want to say. You should prepare for any employee meeting with written bullet points of the topics you want to bring up and the general structure you want to follow. For example:
• Give overview of current project • Highlight accomplishments • Talk about specific problems
This simple preparation technique ensures that the meeting will follow a structure and help you avoid getting on any tangents that are not productive.
2. Offer your employees time to prepare. It is only fair that you allow your employees some time to prepare for the meeting too by giving them a heads-up on what the meeting will be about. Communication is a two-way process. When an employee isn't given time to prepare, they are left hearing your thoughts and unable to provide sufficient input that might be necessary. When you call a meeting without giving them time to collect their thoughts on the subject, you are setting yourself up for 2 big problems:
• You are being unfair to the employee, which will affect their workplace satisfaction and morale. After all, no one likes to be blindsided by their boss. • You are causing productivity problems. You will not be getting all the input you may require.
Therefore, you and your employee will likely be playing catch-up on all the information that wasn’t discussed in the initial meeting. This is time that could be spent on other projects.
3. Recap. After the meeting it is always a good idea to send a follow-up e-mail with the bullet points from the meeting. This will help both of you remember what was discussed and avoid any breakdown in communication. bullet points.
4. Rally the troops. There's nothing wrong with holding a meeting to motivate your team and improve morale. Remind them of the important work they are doing. Share how each of them is an essential member to achieving goals. This type of meeting can be casual, formal or even a pep-rally. When you take advantage of motivating your team, there is one cardinal rule you must remember: It's about them, not you. This is your opportunity to remind them of "what's in it for them."
Bring in outside resources. It's always a great idea to find an expert to train either yourself or your management team. To avoid turnover and communications breakdowns, a qualified coach or consultant will be able to identify where conflicts exist and provide easy-to-implement tips and techniques.
Shari Alexander is the owner of Presenting Matters, a business presentation consulting firm. Recently named the Magee/Stovall High Impact Emerging Professional Speaker, she works with organizations and individuals to clarify their message and perfect their delivery. She is available for keynotes, seminars, coaching, and consulting. Learn more about her services at www.PresentingMatters.com.
Sales & Marketing Management Magazine
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