Communication is a two way process. It is not only about sharing a message but also comprehending and responding to it. Discussions and meetings are part of our profession. As a person of responsibility, you must know the common mistakes people make while communicating. One such mistake is NOT listening to the person who speaks in a conversation.
‘People mistake’: Not Listening
I'm sorry, I missed that...
Are you able to pay 100% attention to what your boss, colleague or customer is saying to you? It is a common ‘people mistake’ to get distracted. We end up partially listening and sometimes even thinking about something totally unrelated to the conversation. Why do our dialogues fail? Our personal filters, assumptions and judgments can distort what we hear.
Sometimes, we miss important details because we are busy with second guessing- we try to figure out the hidden motives behind what the other person is saying. We often assume that we have heard what the speaker wants to say several times before.
At times, we are impatient to to put forth our own viewpoint. Instead of listening, we try to frame our next response to the speaker. This can kill a good conversation.
Some people have the tendency to relate or compare what they listen, to their own experiences and interpret it accordingly. They listen to or respond only to those statements which they are likely to agree with. This can distort the communication.
Listening is vital to good verbal communication. How good a listener are you?
What can be done?
‘Practice active listening’ - Put away all your distracting thoughts to pay attention to what the speaker is trying to convey. In this cross cultural world, it is often neccessary to interpret the message along with cues of body language and local usage of words.
People may use phrases differently in various regions of the world and you may miss the mark. Listen with a focus to understand the message rather than simply hearing the speaker’s words. Repeating those words will help you internalize the thought being conveyed and help control mind drift.
Use your own body language and gestures to convey your attention - a simple nod of the head or verbal comments like “yes” or “uh huh” will encourage the speaker to continue the conversation. Don’t interrupt the speaker with counterarguments while he or she is trying to convey a point.
Ask questions, restate and paraphrase to ensure that you understand the message. Respond actively and assert your opinions respectfully without putting the other person down.
Communication Pointer
Be deliberate with your listening to avoid conflicts and misunderstandings. Active listening makes your communication effective and purposeful. Understand your personal style of communication, so that you can influence, persuade and negotiate at your workplace.
Thursday, May 21, 2009
Tuesday, May 19, 2009
Common 'People Mistakes' - Part 2
Communication is highly personal even in a professional environment. There is more to meetings and reports in a working environment. Decisions are made within organizations based on how communication is analyzed and interpreted.
'People Mistake': Lack of Clarity
I thought...
One of the other 'people mistakes' we do is to offer or make a wrong interpretation. Ambiguity and vagueness in communicating with our peers, clients or customers can distort the meaning of what we are trying to convey.
Other people may not share our perspective and life experience lessons. It is important that we take the effort to communicate our thoughts and opinions clearly. Language and diplomacy at the workplace must go hand in hand. To ensure that our communication is not misinterpreted or misunderstood, we must keep our language simple and be polite. It is important to ensure that our communications are always based on accurate facts / statements, are stated briefly (but adequately) and is clear.
What can be done?
Keep it simple - use simple words and sentences to get your point across. Where needed, support your communication (report, presentation, talk) with verifiable facts and figures. If you have to communicate something that is uncertain or away from the norm, put forth your perspective using 'observations' and 'suggestions'. This way you are less likely to offend others.
Communication Pointer
Understand that you are a piece of the puzzle your workplace is. To ensure a good fit, you must be able to communicate clearly without ambiguity. When asked to make a personal judgment, remember to support your viewpoint with reasons, while encouraging others to share their observations and suggestions.
'People Mistake': Lack of Clarity
I thought...
One of the other 'people mistakes' we do is to offer or make a wrong interpretation. Ambiguity and vagueness in communicating with our peers, clients or customers can distort the meaning of what we are trying to convey.
Other people may not share our perspective and life experience lessons. It is important that we take the effort to communicate our thoughts and opinions clearly. Language and diplomacy at the workplace must go hand in hand. To ensure that our communication is not misinterpreted or misunderstood, we must keep our language simple and be polite. It is important to ensure that our communications are always based on accurate facts / statements, are stated briefly (but adequately) and is clear.
What can be done?
Keep it simple - use simple words and sentences to get your point across. Where needed, support your communication (report, presentation, talk) with verifiable facts and figures. If you have to communicate something that is uncertain or away from the norm, put forth your perspective using 'observations' and 'suggestions'. This way you are less likely to offend others.
Communication Pointer
Understand that you are a piece of the puzzle your workplace is. To ensure a good fit, you must be able to communicate clearly without ambiguity. When asked to make a personal judgment, remember to support your viewpoint with reasons, while encouraging others to share their observations and suggestions.
Wednesday, May 13, 2009
Common 'People Mistakes' - Part 1
Communication failure occurs inevitably in one manner or the other during the course of a project. Time and again, it has been seen that the behavior or attitude of people involved is the causative agent behind most breakdowns. As a project manager or team leader, you must be aware of these reasons and be able to resolve issues whenever they occur.
I would like to explore some of the common communication problems that occur, why they occur and how you can recover from them.
'People Mistake': Assumption
I knew it!!
One of the common 'people mistakes' we do is to perceive our situation based on personal assumptions. For instance, if you do not receive a report on time as expected, you are likely to assume several reasons that may have contributed to the delay. Sometimes these assumptions may arise out of prejudice or preconceived notions.
While some of your assumptions may be based on facts, personal perceptions or prejudices about a person or previous experience can distort your view. You may wrongly charge a subordinate or peer with laxity and this assumption can negatively influence your communication with them.
What can be done?
If you can take the time to validate your assumptions before 'reacting' to other team members, it will save you a heartburn. Good communicators always make it a point to seek clarifications and confirm facts before deciding on a response to a tricky situation.
Communication Pointer
Before you act or react (as a response) to a sticky moment in your people interaction, ask questions - gently and politely - so that your assumptions are based on facts, and you are in the right frame of mind to make sound decisions.
I would like to explore some of the common communication problems that occur, why they occur and how you can recover from them.
'People Mistake': Assumption
I knew it!!
One of the common 'people mistakes' we do is to perceive our situation based on personal assumptions. For instance, if you do not receive a report on time as expected, you are likely to assume several reasons that may have contributed to the delay. Sometimes these assumptions may arise out of prejudice or preconceived notions.
While some of your assumptions may be based on facts, personal perceptions or prejudices about a person or previous experience can distort your view. You may wrongly charge a subordinate or peer with laxity and this assumption can negatively influence your communication with them.
What can be done?
If you can take the time to validate your assumptions before 'reacting' to other team members, it will save you a heartburn. Good communicators always make it a point to seek clarifications and confirm facts before deciding on a response to a tricky situation.
Communication Pointer
Before you act or react (as a response) to a sticky moment in your people interaction, ask questions - gently and politely - so that your assumptions are based on facts, and you are in the right frame of mind to make sound decisions.
Subscribe to:
Posts (Atom)