Many accidents and misunderstandings in the office arise from poor communication. This leads to the destruction of the value as it separates the organization's efforts from value-added tasks to focus on retention and restoration.
Communication is about information transfer and provides people with the right information to make the best possible decisions. We are all information brokers. It is our responsibility to make sure that we have made the best possible choices with the information available and that we have some information that may influence our decisions.
Here are some tips for careful communication
- Avoid "Responding to Everyone" – Too often people find the "Reply to Everyone" button. Most often it is not justified. Ask your "Reply to Everyone" to "really have to paste it" and limit the response to these individuals.
- They only include those that need to be involved for everyone most of them have no desire or need. Be respectful in people's time and include only those emails that require attention. Some emails should be sent as information. A simple help technique only includes those that are part of decision making or "action" in "to:", and all other information includes "cc:".
- Follow a Conversation with Confirmation Email – Recalling that some of the discussions are most left out of emails, there is nothing wrong with sending the email to clarify buyers during the discussion. Somehow in the "By Our Conversation" order, others have the opportunity to clarify whether there are any misinterpretations or understandings before things begin.
- Whenever possible, avoid email is always better when you go to the adjacent closet or pick up the phone to talk about a situation rather than sending an e-mail. E-mail is too much over-utilized communication method, which is easily out of the spiral. It's amazing that simply an email can be taken from the context, be it; incorrect wording or capitalization. Talking directly, you can either clarify or diffuse a situation before snowballs.
- Let's make a clear distinction between facts and opinions Many times, we may misrepresent your opinion, which can cause a lot of confusion by disproportionately blowing out. An opinion that is allegedly or factually presented is a defensive and less open to communication. Discussions take on completely different voices when they are based on facts and opinions. The fact-based debate is confrontational and "I'm right wrong". Conversely, the opinion-based debate is subjective and is based on accumulation of facts that are easier to disseminate as everyone has the right to their opinion. By clearly distinguishing facts and opinions, and objective and subjective observations, the receiver is more likely to open the debate and less defensive, resulting in better communication
- Always pay attention when receiving communication – Before you let go or jump to conclusions. Listen to the entire message and do not touch the delivery of the message. Understand the message. Before you assume it, you should politely ask clarification and help understand. Many times you do not receive the received message.
- Avoid Telling Emotions – Feel like feelings of anger, frustration, pain, judgment, and send a message that you should not have sent. If this is the case, write down your message and exit. Wait a little while to clean your head and regain the restlessness. Better stay than regret. Always keep the confusion in communication, especially when sending an e-mail. If you send an e-mail on a sensitive subject that can stimulate or trigger an emotional reaction, always wait for it to regain conservation and objectivity before it arrives. If it is sent, it is out there and has little chance of returning it. Although many e-mail programs have recall function, the reliability is very low.
- Remember that some topics are most likely to be left out of the emails. Although email is a great tool for tracking conversations, email. As e-mails are easily misinterpreted, you should be careful. Email may be subject to judicial discovery. There have been numerous litigation battles for badly interpreted emails. Before sending the email, ask yourself that this can not be unconditionally discovered.
- KISS Rule- Keep it short and simple. Always make sure that communication is directly and accurately. Purity is the Best Cruelty to Misunderstanding
- The most important thing is to show humility. Always remember that communication is an exchange of information. If you deal with other people, remember that we are all brokers and there are others who do not. Understanding that we or anyone else has all the information we need to make informed decisions can open up the exchange of information better. This will lead to better communication and better decision making.