Seven steps help improve company communications

The techniques

Seven techniques are available to turn the inconsistency around.

• Reduce the tendency to dominate. A person too enthusiastic about his ideas will tend to be overbearing. Signs include frequent interruptions, restating of opinions often, forcefully asserting views, being highly critical of the beliefs of co-workers, and preventing peers from having equal discussion time.

Changing these behaviors is easily done. Make a conscious effort not to interrupt. Determine the maximum number of times you will express the same position. Say “I think,” or “in my opinion,” rather than “obviously” or “everyone knows.” Do not immediately judge or criticize an associate’s idea. Monitor the amount of time you spend talking compared to others. As you adjust your behaviors, you will see a greater willingness by the team to listen to your concepts.

• Adopt a more accepting view of others. It is common to be rubbed the wrong way by at least one person, with no logical reason why. You will be fighting a losing battle if you try to get him to reform. The solution is to alter your perception of him.

Identify at least five favorable characteristics of the co-worker. Observe why other team members like him. Focus only on the colleague’s strengths. Over time, you won’t notice the negative qualities nearly as much.

• Increase teamwork. More is accomplished together than alone. Do not compete to the point where your actions extinguish cooperation. Create win/win situations by your behaviors.

• Build solid working relationships with peers.

Positive, productive relationships with associates are vital to ensure you receive the assistance and knowledge you need to accomplish your goals.

Determine the quality of your working rapport with each colleague. Review any problems and decide what you will do to reach resolutions. Establish a deadline date for achievement. Evaluate your success by asking yourself if the person is more willing to provide information, render feedback and talk about issues.

• Express appropriate nonverbal communication. Only 7 percent of communication comes from the actual words spoken. Vocal tones comprise 38 percent of the flavor of discussions, and visual clues make up the remaining 55 percent.

Show an approving attitude with a relaxed facial expression. A wrinkled forehead, pursed lips and squinty eyes reflect negative emotions. To demonstrate power, stand straight, solid and square. Vary the volume, pitch and rate of your voice to project differing images.

• Foster open communication. Enhance the flow of information and create stronger professional relationships by clearing channels of communication.

Interact with people candidly and directly. Tell others about matters that affect them. Respond to questions as quickly as possible. Provide both positive and constructive feedback. Confront conflicting messages that arise to clarify misunderstandings. Ask others to plainly define vague language.

• Use active listening. Listen for a speaker’s complete message, not just the words and facts. Ask open-ended questions that encourage the person to talk at length. Paraphrase information by stating the conversation in your own words. Use summary statements to increase your understanding of the core idea. Interpret nonverbal messages.

Communication is the lifeblood of a communications company. Start administering CPR today if you are contributing to a slow pulse in your business.

Lynne Haggerman, MS, is president/owner of Haggerman & Associates, a firm specializing in management training, retained search, outplacement and human resource consulting.