With so much technology and messaging and collaboration solutions at our fingertips, it is difficult to believe that there are any communication problems in any business today. In the course of a busy workday, the importance of good communication can be something that can be easily forgotten. If you are noticing that it is difficult to get your employees to work together cohesively, that morale is very low, or worse, that your business is losing money, you might need to take a second look at your company’s communication.
Use the Telephone
While phoning someone is still a good practice, it isn’t always the best mode of communication for every situation. Using the telephone is good for setting up meetings or discussing items for which there is a quick resolution. It is generally not a good venue to tell an employee that they made a mistake on their last assignment. Save that discussion for a one-on-one meeting.
Write an Email
Email is a fast and convenient way of communicating with colleagues and employees provided you follow a few guidelines. Use email for only disseminating factual information. If you are writing anything that could be misinterpreted, it is best to address that face-to-face. For example, if you are trying to remind an employee that something that they are doing is inappropriate in the workplace, an email might come across like an impersonal and angry lecture. This could end up causing a backlash from the employee rather than alleviating the situation.
Have a Meeting
Meetings can help bring employees and colleagues together and make them feel part of the company. It also helps to keep everyone apprised of what is happening in the company. It is probably the best way to communicate all important company business and ensure that everyone hears it. It is important to encourage open communication in the meetings, so that employees feel that they are heard and that what they say matters.
Try One-on-One Communication
With so many different modes of communication today, one-on-one communication often gets forgotten. It is so much easier to shoot someone an email or leave them a voicemail, but there are times when good old-fashioned face-to-face communication is still the best way to speak with a colleague or an employee. Many people do not feel comfortable bringing up their concerns or problems at a meeting. Things written on an Email and said on the telephone can often be misinterpreted when you are not able to see the person and read their body language. This is why a face-to-face meeting can be a much better option in this situation.
Listening is probably the most glossed over, yet most important piece of the of communication puzzle. Without the listening portion, any other piece cannot fully succeed. Employees and colleagues need to know that their input is being heard. Feeling unheard can often be the cause of low morale and high employee turnover. While listening does not necessarily mean incorporating each suggestion into your company or changing every policy based on what one employee says, it does mean giving the ideas full consideration.
In today’s highly technological society where everyone can do and access everything from their computer or cellphone through messaging and collaboration solutions, the importance of good communication cannot be stressed strongly enough. Using the appropriate mode of communication for different situations will make everything flow easier, and help make your employees feel that they are important and valued member of your company.