Cultivating our Communication Skills
A lot of our work headaches are avoidable. We often make simple mistakes because we do not have the most up to date information or we are given poor instruction. A lot of frustration can be avoided through good communication. Now this is a lot easier said than done. We often forget to relay some important facts or speak incorrectly, and this can lead to very bad consequences. These errors, although avoidable, still happen and there are some simple steps we can take every day to minimize their occurrence.
Take Notes
No one intends to forget important facts or plans to relay information with errors, but this does happen every day. We often read or listen too instructions thinking we can remember all the details. No matter how great of a memory an individual has, recalling everything someone tells you is impossible. Often details are forgotten or emphasis on a certain point or aspect is lost. The best way to overcome these types of errors is to simply write things down. It doesn’t matter if you prefer a note pad or a bunch of sticky notes, going digital is a solid option too. Smart phones offer simple note taking apps that are always available. What does matter is taking the time to write down the information. A quality note ensures the information gets passed on accurately. It reduces the risk of forgetting something or making an error. Finally it can help avoid a lot of headaches caused by forgetting something or miscommunicating a fact. So next time a friend or colleague starts talking, stop them and ask them to wait so you can take adequate notes.
Ask Questions
We often have many different things going on and we are often asked to absorb a lot of information in a short period of time. What we must do in order to be successful is take a step back and pay attention. This allows us to properly process what we are being told and enables us to ask follow up questions. Big work projects are often important and large in scope; as a result, it is more concerning when we are not asking questions regarding these projects. Asking questions is our best tool to ensure we are on the right path, it is the best way to get information, and it is a great way to ensure we are doing things properly. No one knows everything and people who do not question are inhibiting their ability to learn. Sure some questions might be embarrassing, but they are still worth asking. Just make sure to ask the right people. In addition, make sure to listen to the answers and value them. People, in general, don’t mind helping others by answering questions; however, being asked the same question gets frustrating. So make sure you respect other people’s time by listening and learning the first time. Asking the same questions over and over again is a great way to lose peoples respect and trust.
Read
When was the last time you signed for a package or wrote your name down on a petition? Did you really know what you were agreeing too? A lot of headaches are caused by people taking short cuts and not following instructions. Getting told what to do can be annoying and boring, but instructions exist for a reason. We all have our areas of expertise and when we venture out of these areas is when we need the most help. During these times, it is crucial we take the time to read the instructions. This doesn’t mean skim over them quickly either. This means sitting down and reading the whole thing, step by step, prior to starting. Doing a read through before we start allows us the opportunity to highlight key parts and to question things. Furthermore, we learn a fair bit about what we are supposed to do before we start. It is possible to read the directions one step at a time as we go, although this is often inefficient. By doing so we risk making errors and having to go backwards in order to move forward. We all have a lot going on but we must find time to relax and read the information given to us. By being detailed and thorough we are much more likely to have success in a shorter amount of time.
Remember to Listen
Staying quiet and listening to others is some of the best advice you can receive. You cannot get in trouble for what you do not say and you can learn a lot being listening to others. People have agendas and goals, both personal and professional, and by listening we often gain clarity into what these goals are. This knowledge enables us to be more prepared to deal with many situations. No one is ever done learning and listening enables us to become educated. We often learn more by listening to people answer questions that we don’t ask ourselves. Additionally, people often volunteer information without even realizing. Those who listen are poised to learn more and are more likely to succeed in the future. So when in doubt say nothing and listen to your peers.
There are many types of communication: spoken, written, and gestures are among the most common however others do exist. It does not matter what method we use, what matters most is we relay the appropriate information to the correct people at the right time. So when explaining a task or receiving information remember to take your time and ensure proper communication. This can only lead to success.