Communication with employees - how to make it effective?
Internal communication is the key to the effective operation of the company. Learn how to speak so that you are understood. Find out about ways to improve communication in the company.
First, the workers!
Patrick Lencioni, a management guru, noted that many organizations carefully plan how to engage customers, business partners, local community, investors, media, often forgetting the most important element - their employees. Lencioni believes that employees are the people who have the greatest influence on the future and success of the company. That is why mature, highly developed companies understand the importance of communication and invest in improving the communication skills of managers and employees. Yes, communication has to be learned! Moreover, communication is a long-term process, not short-term initiatives.
Straight to the goal!
A common communication error is the unnecessary complication of the message. Karen Friedman, a communication professional, emphasizes that transparency is of the utmost importance. Be straightforward (don't beat around the bush!). It is important to use unambiguous expressions and not to leave any understatements. The message must be clear. It is also worth giving up the so-called round words. They add nothing to the conversation. Bet on the specific. This will save you time and make your speech easier to understand.
Instead of: Can you prepare this report for me? It is very important to me. It will be more effective: Please prepare this report for me. I'd like to get it by 2pm on Wednesday.
Internal communication - what is the most important?
Before the conversation, it is worth writing down all the topics that will be discussed, and then determine what is more and what is less important. Start with the most important points to make sure you have time to discuss them in the event of an unforeseen accident. Thanks to the list of topics, you will avoid digressions. Remember to use short sentences to make them easier to remember and understand.
Find the main topic of conversation and build your statement around that problem.
Don't forget about context. Explain the reason for the conversation, show what effects it can have (both for the company and externally), make it personal (how it will affect the employee, what you expect from him).
Listen and hear
Make sure the employee understands what you are saying to him. Then check that you have understood the employee correctly.
A good way to make sure you understand what the employee means is to use the following structure: If I understand correctly, you mean….
It is also worth asking for examples and giving them yourself. Pictures, anecdotes, and references to everyday life are more effective than long and complicated sentences filled with jargon.
Internal communication not only face to face
You can use multiple communication channels when communicating with employees. You do not have to provide all information in person, some you can send by e-mail. It will save your time a lot.
Most people need to hear or see one message several times to fully understand it.
If you route one message through different channels, make sure it is consistent - don't introduce unnecessary information noise.
Always make the bad news in person
If you need to convey negative news to an employee, such as the quality of their work, always do it personally. It may seem that sending an e-mail will be easier (after all, nobody likes to hurt the other person), but employees expect honesty. As a manager, you must be courageous and face such challenges as well.
Employees should find out about changes and important decisions directly from you, not from the media or gossip.
Try to balance positive and negative messages. Employees should not be afraid to talk to you, and this will happen if every conversation is so-called call to the rug. Don't just talk to employees about their failures. Praise when they do their job well.
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Internal communication, i.e. dialogue, not a monologue
Remember that communication is not about speaking monologues. Talk, not give your opinion and expectations. Don't surround the employee with your endless speech.One-way communication causes frustration and demotivation in the employee, and thus reduces the effectiveness of activities, which may translate into financial losses. Speak, but also listen and learn from what your employees say to you.
As a boss, you always remember the company's mission, values and goals. You have them in the back of your head all the time. Workers are in a different situation. Use mutual communication to build commitment and identification with the company.
Internal communication - benefits
Communication should be a constant priority in any enterprise. Thanks to the developed communication skills, you can, among others:
increase employee engagement,
strengthen the position of a leader,
increase loyalty by understanding the mission,
avoid most emergencies,
deal with a crisis quickly and efficiently.