Professionals
- If you have been reading this blog for a while, you should be convinced of
one fact: communication is to your
career what water is to sustenance; it is absolutely crucial for survival.
If
you are new to this
blog and are unconvinced about the importance of
effective communications, then let me ask you a few questions:
How
often have you needed to clearly convey your ideas/suggestions/plans in emails, during meetings or when delivering presentations?
How
many times have you needed to suggest,
convince, refute, elaborate, corroborate?
On
how many occasions have you been required to take the lead in a team assignment
or in overseeing an initiative?
Chances
are that you have needed to do them very
often. No, strike that. You do all these things, on a daily basis, in one form
or another.
Leaders
- count the numerous times you have been
required to do the following: give a
speech; conduct brainstorming sessions with your executive cadre; convince the
Board; and for some unfortunate few - add
managing corporate crises to your repertoire.
Done?
Surely
now you realise that being an effective communicator these days is a
non-negotiable skill you must acquire, if, like most of us regular folk, you
neither are blessed with the gift of the gab nor have the penchant for penning
bestsellers.
This
means that for the majority of us seeking to communicate for success, we must
learn this skill with the discipline that is required to learn a new language
or to play an instrument. It must be a
conscious, deliberate act.
So
whether you are a 'newbie' in the corporate jungle or a seasoned professional,
below are 10 tips which you should master:
1) Identify your audience and adjust your style as required
This is the number one rule for communicating for impact. It also encompasses being aware of cultural nuances when speaking. Remember adopting an informal style does not mean using crude language or slangs. Have a 'professional' mindset always in issues relating to your work.
For
the formal style, avoid archaic or redundant terms and use what I would
call 'modern-formal' language.
For example, use "many lives" instead of "many souls" :
"Many lives perished in the ferry disaster".
2) Get to your point quickly and use simple,
clear language
Do not waffle on. For speeches/presentations, capture the interest of your audience at 'hello'. Imagine your audience comprises five-year-olds whose attention spans last about a minute.
For the written word, keep it short and eliminate jargon at all costs. Clarity and brevity must be the rule of thumb.
3) Avoid verbal outbursts and never respond
when you are angry
Do
not engage in a shouting match at work with colleagues no matter how aggrieved
you are. Likewise, do not send a text or an email when you are angry, no matter
how justified to do so you feel. It is always counter-productive and after the
storm has subsided, your reputation for being a rational, professional being
would be tarnished with the real possibility of being passed over for
leadership roles. Basically if you cannot manage your emotions, you lack the
skills required for high-responsibility duties.
4) Do not underestimate non-verbal cues
Learn to curb non-verbal cues that convey negative messages. Shifting eyes, fidgeting, slumping in a chair, an expressionless face - all communicate a lack of confidence, aloofness, as well as a notion that you are untrustworthy. You may not be aware of these faux pas, so do not get defensive when they are pointed out by a well-intentioned colleague or friend.
Cultivate desirable traits such as: active listening and sincere smiling: maintaining eye contact and looking into the camera: being humble and gracious: and having a pleasant demeanour. Being 'likable' is beneficial to your career.
5) In all written communications - emails, memos, letters, reports, statements or press releases - cross-check your grammar multiple times and do not simply rely on spell checks
Ensure that the meanings of the words are given in the right context - semantics: ('Cite' vs. 'Site' vs. 'Sight'); and that the word order/structure is not clumsy : syntax, ('The man to whom the complaints were made'; and not 'The man who the complaints were made to').
Also remember that your message should 'flow' logically from one short paragraph to another. In order words, be coherent.
6) The more important the recipient is, the more formal the language should be
Nonetheless,
use the 'modern-formal' style mentioned in number 1.
Verify
the correct spelling of the name of the recipient, as well as official
designations and pen the document accordingly. For requests, state the purpose
of the document in the subject line, as well as in the first sentence. Rephrase
the request a last time at the end of
the document as a 'call-to-action' feature. Mastering formal writing takes practice but it is attainable.
7) Give feedback whether requested or not
But only give timely and factual feedback . Do not wait until information is favourable or until you have all the facts. This is particularly important in a team project and during a crisis.
Providing
feedback during a team project facilitates co-operation and strength of
purpose. Difficulties are easily identified and solutions are provided for a
successful completion.
In
a crisis, timely and factual feedback eliminates speculation and diminishes
backlash. For leaders, providing feedback and addressing the crucial issues,
demonstrate empathy for those affected by the crisis, as well as credible
leadership despite the dire circumstances.
Case
in point: General Motors' new CEO, Mary Barra's unreserved apology and pledge to the safety process following 12 deaths that were linked to faulty ignition switches, leading to
the massive recall of 1.6 million cars in the US and Canada.
Then
in May 2014, another batch of 24 million cars was recalled in the U.S as the company continued to tackle safety concerns. The embattled CEO was also
required to give a statement in a congressional hearing, which although daunting, was handled with notable professionalism. Her
communication was brief but succinct, confident but reassuring. She perfected
the art of communicating feedback.
To
be considered a trustworthy, proactive leader, you must cultivate the habit of
giving feedback.
8) Have a good communications strategy
This
tip is for you CEOs.
Even if your organisation has an effective
communications team, it is a good idea that you have your own
communications strategy to communicate your vision to the company. This is
because you are the most important driver of perceptions. Having a clear idea
of basic components of a communications strategy would make it easier for you
to drive organisation-wide acceptance, as well as direct your communications
team.
The
six components of the Communications Strategy recommended by this blog
- 'The What; 'The Why';
'The Who'; 'The How'; 'The When/How Long'; and 'The Crisis-Mode Plan'
- tackle key issues of any proposed
initiative and should be adopted on a regular basis.
9) Embrace social media
Social media is here to stay
so you cannot ignore it any longer.
LinkedIn is not just for job
seekers, (check out President Obama's Linkedin profile); neither
is Facebook only for ''young people'; (check out the post by Jeff Bullas analysing the worth of a Facebook "Like" for a business).
In the same vein, Twitter is
not simply for celebrities. It would interest you to note that the well-known
Twitter hashtag campaign, #BringBackOurGirls
triggered international
outcry in May 2014 against the shocking abduction of 200+ Nigeria schoolgirls
by the terrorist group Boko Haram the previous month. The social media campaign, whose
far-reaching influence beyond the digital world caught the attention of
celebrities, politicians and governments,
resulted in the provision of intelligence, support and resources from
the U.S,
UK, China and France to assist the Nigerian authorities to locate the captive girls.
The good news in social
media is that you will be spoilt for choice given the numerous platforms
available. Therefore identify those that are most relevant to your business and
key stakeholders and use wisely.
The bad news is, well ignore
the social media revolution and you and your company could be losing out in a
big way on influence and 'social proof'.
Whether it is getting
'likes' on Facebook, 'retweets' on Twitter, 'mentions' on Google+, 'repins' on Pinterest or 'followers' on
others, getting validation on social media boosts reputations, promotes brands
and as some have sworn - social media drives sales.
Therefore, in order to communicate for results, interact and engage with your
stakeholders in an authentic way, in real time...on social media.
10) Practise, practise, practise!
Practice is essential for boosting your confidence, so make deliberate attempts to improve your communication skills.
You should read regularly and even outside your
field, if you are serious about becoming
a great communicator. Reading materials could include short stories, blog posts, articles, white papers, journals, newspapers, books and e-books. Take your pick. What is essential for favourable results is consistency.
If your career is steeped in journalism, editing, PR, communications etc. then you should also read extensively. You must have heard the saying that if you want to become a better writer, then you need to read a great deal. In this way, you expose yourself to good vocabulary, different styles and nuances you will subconsciously draw upon for your work. It would also help you discover your 'voice' and ‘tone’ that make you unique, even when your content is not original. Do not forget to brush up on your grammar as well. Did you notice the subtle difference between using 'practise' as the title of this tip, and 'practice' in the first line?
The same advice holds true
for your verbal and non-verbal communication: practise. When a flaw is pointed
out, correct it and then practise the new 'habit'. With time, practice would make 'incredible'. It
may not be perfect; (we should always strive to improve our skills);
but perfection is overrated anyway.
Conclusion
Conclusion
Good communication skills, I
believe, are global pre-requisites for successful careers.
Whether you are an
entrepreneur or trudging along in 'Corporateville'
or holding public office; whether you
are a millennial or a corporate leader - you need to be able to communicate for
success. With these tips in your arsenal, you are well on your way.
What other communications tips do you know? Kindly
post your comments below, anonymously if you prefer.
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Hire me
for a writing assignment, some consulting work and/or coaching sessions in
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N.B- First image courtesy of Arztsamui; via freedigitalphotos.net. Second image courtesy
of David Castillo Dominici; via freedigitalphotos.net. Third image courtesy of Jesadaphorn;
via freedigitalphotos.net. Fourth image courtesy of Master Isolated Images; via
freedigitalphotos.net. Fifth image courtesy of Stuart Miles; via
freedigitalphotos.net. Sixth image courtesy of Iosphere; via
freedigitalphotos.net. Last image courtesy of Phanlop88; via freedigitalphotos.net
