5-Steps to Increase Productivity through Improving Communication

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5-Steps to Increase Productivity through Improving Communication

"The single biggest problem in communication is the illusion that it has taken place", George Bernard Shaw
The single biggest problem in communication is the illusion that it has taken place“,
George Bernard Shaw

Effective communication is so important skill for everyone. It is even more important for professionals. This post tries to look at effective communication as a tool for increasing productivity and saving time. Herein below there are five tips toward effective communication.

1. Use clear, concise sentences.

Your goal, whether speaking aloud or composing an email, should be to make yourself instantly and completely understood.You should avoid using big words,and avoid any unclear phrasing.

You don’t need to use fancy vocab, Latin phrases, corporate buzzwords, or business acronyms to impress your colleagues. If a smaller, shorter word will do, then by all means use it.

Avoid long sentences with multiple clauses and herds of commas. The longer a sentence is, the more confusing it becomes. Always keep that in mind when writing directions or project details for a colleague.

Make sure your phrasing is clear. There’s nothing worse than getting an email from a co-worker that’s so vaguely worded you have no idea what you’re supposed to do with it. If you aren’t sure that an email is clearly worded, step away from your computer for five minutes, and then look it over with a fresh perspective.

2. Keep a written record

Having a written record of all conversations related to a current or past account can be very helpful.This is easy with email: just make sure never to delete old emails

For meetings/calls, make sure you keep clean, easy to read notes that also include the time and date. Audio recording is also an option. Nowadays you can use your mobile camera to snap white boards and flip charts.

3. Make every comment actionable

It’s important that when you give feedback on a project, you give actionable directions. Actionable means you give an active feedback. It is a comment with a suggestion with rectification actions. Particularly if you are at the top of the food chain (you are the manager!). Otherwise, the project can stagnate and people on your team can lose momentum.

There is a big difference between saying, “This is not a good web page design” and “Please arrange a meeting tomorrow with Mr. Web Designer in order to discuss the web page design layout”.

4. Make all criticism constructive

Learning to give helpful feedback to a colleague will not only improve your interpersonal relations, but also will help to improve the quality of your work.

Constructive criticism is more than just a nicer way of talking to people. By giving clear, focused feedback instead of vague, general notes, people you speak with can really learn to improve their methods and practices in the future.

5. Make sure you’re using the right word

Take a moment and review this list of commonly misused words and phrases.

See anything on there that relates to you? If so, you’re not alone.

So consider this: if you’ve been using the wrong words in your personal and business communications, how can you expect anyone to know what you really want? Spell check, grammar check, and the dictionary are your friends.

When in doubt, use them. If you aren’t in doubt, use them anyway.

Original post at Lifehack

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Comments (2)

  • Ismail Aboulnaga Reply

    This is the second blog I read at your site> However like bthe fitst blog which was about ” Traditional and Modern Managament”, you just carve old knoledge! You do it very well organizedand concise. but no real prioritization for significant new added value information. For example, in the present blog one should emphasize the need to be silent, during communication, to give chance to the counterpartener to absorbe what you said or to clarify/stress some points or ideas. I think that, mastering the art of beeing seilent when communicating is something verey important for a successful one.

    March 4, 2013 at 11:15 am
  • Ismail Aboulnaga Reply

    N.B. The phrase ( each no and then ) should be added after (silent) in the 4th line! to be rad like that :
    …the need to be silent, each now and then, during communication, to give chance ….

    March 4, 2013 at 11:23 am

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