Written by Gabriel Shaoolian
Communication is such a normal part of work that, sometimes, we don’t really think too much about it. However, every word we say and every action we do matters.
Leaders are held to a much higher standard, and practicing proper communication is expected. If you think you’re safe from criticism when there are mistakes in your presentations or speeches, think again. You might just risk losing your credibility.
No matter how minor they are, communication mistakes are mistakes. And they could affect how your staff perceives you. Read along to find out some ways you can avoid communication blunders that might make people think you’re a bad manager.
Proofread and prepare
Good output comes from good preparation. Simple things like proofreading may seem like something you can just skip, but they are the most basic steps to ensuring good communication.
Any error in writing or speaking can potentially cause confusion or miscommunication. One mistake can actually be detrimental to your leadership. These errors can make you seem incompetent or careless, and this negatively impacts your credibility.
As such, it’s critical to practice reviewing your material before sharing. And this applies to everything — emails, reports, Teams messages, mini staff meeting speeches. It pays to do a final scan and edit to avoid awkward situations later on. At least you’ll be the first to see the corrections and nobody else.
Think before you speak
It’s always great to stay on top of things — and fast. But not when there’s little thought behind your actions. Sometimes, being impulsive might get you on the wrong foot with your staff, and that’s something you’d want to avoid.
When a leader fails to gather and process their thoughts before speaking, whether online or offline, they open the door to misunderstanding. Communication that is “egocentric,” or where the speaker does not consider the receiver, is ineffective. While other people might still catch on through context clues, you risk being misinterpreted. This can lead to further confusion or even tainted work relationships.
To avoid this, try to take some time to process before scheduling meetings or composing a message. You can even take a step further by making notes or outlines of what you’re planning to say. This gives you structure and minimizes any potential uncertainty.
But above all, the most important thing to consider is how the other person might feel. Gauge their emotions, and as with anything in the workplace, keep it professional.
Organize effectively
Part of mastering good communication is staying organized. And this applies not just to your thoughts but also to your tasks.
A 2018 study that followed top-performing CEOs noted how such leaders always had an agenda. Leaders understandably have limited time when they’re trying to keep the business running. And with each day’s chaos, it’s hard to keep track of everything, and this can affect how you communicate with your staff. Lack of organization leads to a jumble of information, which can result, ultimately, in grave miscommunication. The solution? Time management.
Proper time management not only gives you balance but also allows you to be an articulate communicator. It paves the way for better interactions, brainstorming, and decision-making. Discussions also flow more freely and productively when schedules are set.
As such, practicing good communication also means keeping a functional schedule to give you enough time to process insights or feedback while still accomplishing important tasks. Remember: It’s not just your thoughts that need arranging.
Respect boundaries
It’s easy to try to do the solutions mentioned, but these wouldn’t work without respect for other people’s boundaries. In the workplace, it pays to always think as part of a team. Even if you’re the boss, you still have to consider everyone’s opinions and preferences.
Especially in today’s age, where hybrid work is slowly becoming the norm, boundaries have grown increasingly blurred. Leaders sometimes forget that there’s a need to maintain balance and professional distance.
This lack of boundaries causes severe consequences for employees. For instance, those who were often contacted by their bosses after work hours reportedly had high anxiety, poor sleep quality, and relationship strain. They also had lower engagement and performance. You might think you’re doing them good, but you’re actually pushing them away.
It’s important to respect your staff’s boundaries, just as they do yours. When the work hours end, so should your conversations. Most issues, believe it or not, can wait another day.
Even in video calls or messaging, try and understand if your employees have certain limits or preferences. At Digital Silk, we ask employees if they have conditions like on-camera anxiety and change our meeting setups. While this is something they can work on, these little adjustments can help them significantly.
True understanding as the best form of communication
By definition, communication is a process of exchange. That means there’s always going to be another person aside from you. As such, the key to achieving good communication is to understand the other.
A great leader knows that communication does not just involve speaking their thoughts but also listening and taking the time to consider other insights. It is through this that leaders grow and nurture teams.
More importantly, by practicing not just proper but empathic communication, you unknowingly set an example for employees. And when this becomes the norm, you get rid of communication roadblocks that could hinder your company’s success.
Author Bio:
Gabriel Shaoolian is the CEO and founder of the creative digital agency Digital Silk. Digital Silk focuses on growing brands online and provides brand strategies, custom web design and digital marketing to drive growth.