In the workplace jungle, how to speak, can it be unfavorable? What landmines should be avoided so that they will not become the target of public criticism? compiles 4 practical skills for workplace communication, so that you can turn into a professional crowd at the beginning of the new year.
4 key points of communication skills
No one would object to the need for workplace communication. How important is it to develop communication skills? From the surveys of major companies around the world, we can get a glimpse of it.
The knowledge of “communication” seems to be broad and profound, but in fact, as long as you can master the four basic skills, it can be useful in most situations.
Communication Skill 1: Listening
Good communication consists of two elements: “listening” and “dialogue”. When you want the other party to adopt your own opinions, it is best to learn to listen first. Once you build a bridge of communication, you can turn passive into active, and it is easier to reach a consensus with the other party.
Listening is more than just waiting for the other person to finish speaking. Workplace expert Lynne Schinella divides listening skills into two types: “active listening” and “empathetic listening.” Active listening refers to giving positive action responses, including nodding, or smiling politely, in the process of the other party’s narration, and when the other party brings up the point, he can retell it in his own words. This way, the other party can be sure that their thoughts are being conveyed correctly, and at the same time they can feel valued.
As for empathic listening, in addition to understanding what the other party wants to express, it also responds to his emotions. For example, when you find that the other party is downcast, you will respond with more emotional and warm words, so that the other party feels understood. Doing this will help the other party to let go of their defenses and complete the communication in a more relaxed state.
Communication Skill 2: Pick the Right Time
Whether it is in the workplace or not, picking the right time to speak is an indispensable skill. For example, when the boss is in a state of anger, if you ask him a difficult question at this time, nine out of ten you will only be scolded. But for the same problem, if the re-election is raised when the performance meets the standard and the boss is in a good mood, there is a chance to get good solutions.
In addition, it is also necessary to be able to decide the way of communication according to the priority of the matter. If you want to communicate with the boss about major events such as salary adjustment, contract modification, and consideration for resignation, you should take the initiative to ask the boss to discuss face-to-face, rather than just inform the other party with a text message or a letter.
When matters involve many units, it is best to bring up the discussion at an interdepartmental meeting. Not only can the supervisors of each department grasp the progress at the same time, and solve the problem in the most efficient way, it can also avoid the need for another meeting between departments to discuss and minimize the burden.
Communication Skill 3: Show Sincerity
Communication is all about solving things, so no matter what the other person’s position, there shouldn’t be too much emotion. When you have something to ask for, it is best to have a smile on your face, a sincere look in your eyes, and a polite tone to ask for help, which will help solve the problem.
Zhang Liren, who used to be a human resources director at Hon Hai and is now a special consultant of the 104 Human Resources Institute, pointed out that there are many “eyes” in workplace communication.
He explained that “one” means to first understand the personality and preferences of the other party, especially when communicating with the boss.
If the boss attaches great importance to the goal, then the dialogue with him should not be sloppy, but directly cut to the point. If the boss is a person who pays attention to precision and details, he should prepare a specific plan in advance before communication, and avoid imaginative ideas or give uncertain responses. If the boss appeals to the feeling, the communication should emphasize the relationship and progress with the cooperative unit.
Zhang Liren further said that “position” refers to “transpositional thinking”. In the workplace, people of different ranks, seniority, and majors must view a matter from different angles. If you can consider the whole situation from the perspective of the other party at the right time, it will help to speed up the problem solving.
When all of the above are in place, rely on “good” communication skills. There are tricks to communicating with different characters.
For example, in the face of your boss, you need to be “helpful”, express your problem with sincere emotion, and explain the feasible solutions and how your supervisor needs help. In cross-departmental communication, it is necessary to “beautify the question and avoid answering”. In addition to praising the other party, it is also necessary to avoid conflicts, and express gratitude to the other party after receiving assistance.
Communication Skill 4: Give Feedback
When the other party makes any suggestions, they should give feedback and supplement their own expertise. Even if the policy proposed by the other party is not as expected or conflicts with their own ideas, it is necessary to discuss and discuss things from a rational perspective, which will help the progress of the work.
When each other is not hesitant to give opinions, new sparks can be stirred up from it. This is definitely a plus for the job, the team or the individual.
Start from the character of the supervisor and adapt the communication method at any time
To improve workplace communication skills, in addition to following the above rules, you can also learn how to “communicate upwards” from the perspective of social science analysis.
The “Personality Test System” (Professional Dynametric Programs, PDP) commonly used by Fortune 500 companies is an important tool used by many companies to analyze the characteristics of leaders and manage talents.
The system is based on personality traits and behavioral styles. The subjects can be divided into five types: “tiger”, “peacock”, “owl”, “koala” and “chameleon”.
“Tiger-type” supervisors are independent, practical, stress on work efficiency, and act decisively. When faced with an emergency, he is usually calm. When communicating with such a boss, it is important to get to the point immediately so that he can grasp the conclusion immediately.
“Peacock” executives are outgoing, like a warm working atmosphere, and have the charm of persuading others. If you communicate with this type of supervisor, it is best to let him have a stage to play, and avoid grabbing the head of the supervisor, and the problem can be solved.
“Owl-type” supervisors have strong reasoning ability, believe in rational information analysis, work step by step, follow rules, and be cautious. When communicating with such supervisors, clear data must be presented, accompanied by careful interpretation and analysis, in order to have a chance to persuade him. At the same time, to avoid any uncertainties, all decisions are best able to resort to data.
The “koala” supervisor is different from the above-mentioned supervisor types, and is the one who attaches the most importance to the harmonious attitude of the organization. This type of supervisor is usually easy to get along with, patient, and has a habit of clarifying the context and valuing whether or not they are respected. When communicating with such supervisors, give them sufficient time to make decisions and focus on the interests of the team.
And “chameleon-type” executives are the most elusive of all types. They are thoughtful and decisive when making decisions. Sometimes it emphasizes work goals, and sometimes it focuses on interpersonal relationships. When communicating with such supervisors, you must be able to distinguish the priorities of events, and when describing personal opinions, you must also understand the importance of reason and reason.
In general, it is impossible to achieve work goals alone. Therefore, “communication” is an important interpersonal compulsory course whether it is for upper, lower or parallel departments. The more you can master the skills, the better chance you have to stand out in the workplace!