Short description: In this article, you will read about the crucial skill of communication and its significance in the role of a manager. The focus is on addressing the common problem of the communication gap and providing practical tips for improving communication with coworkers, subordinates, and stakeholders.
One of, if not the most important skill to hone as a manager is the skill of communication. It’s fascinating how this skill, which we start developing from the moment we arrive on this planet, can present both challenges and rewards when mastered. From our earliest attempts at communication through sounds, gestures, and facial expressions, we gradually refine it over the years through spoken and written language, and even sign language for some. So why does this essential skill, vital to our functioning, often cause us so many problems?
The common challenge we often encounter is known as the communication gap. It refers to the misunderstandings that arise when the information received by the listener differs from what the speaker intended to convey. This gap can occur between individuals from different generations, cultural backgrounds, and social statuses, as well as between partners and coworkers.
In this article, I will focus on a few simple points that can enhance our communication with coworkers, subordinates, and stakeholders.
Be concise
Stay focused on the main point, use straightforward language, and avoid overcomplicating things. As a useful exercise, when writing lengthy emails, imagine you’re limited to 280 characters per point, as if you were tweeting. Until you become proficient in this skill, it can be helpful to have a colleague proofread your text to ensure clarity.
Be consistent
If you provide project updates or regular reports, maintain a consistent format. Even if recipients do not offer much feedback, they likely have grown accustomed to a certain structure. Remember, status reports are not social media posts; we don’t necessarily need engagement from our audience.
Include timelines and assign accountability
This is of utmost importance. I once received feedback that an action item without a timeline is merely an idea. Although it stung a bit, it taught me a valuable lesson. Attach a timeline and specify the person or team responsible for each action item.
Use color coding
Green signifies on-time progress, yellow indicates minor risk, and red denotes major risk. Color coding is highly effective as it captures attention, and we have been conditioned since childhood to react to these three colors. It helps eliminate communication gaps. When a project or item is marked red, it is essential to establish an action plan to mitigate the risks involved.
Feel free to share your tips and tricks on communication in the comments.
Thank you,
Adnan
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