Communication is like the blood of an organization. Without communication, it will be difficult for employees to be told what to do and how they are expected to be done. Lack of proper communication is one of the easiest ways for an organization to shut down. If you own a business or you are a leader in your organization, here are some tips for effective workplace communication.
Be as clear as possible
When you are speaking, speak as loud and as clear as possible. Where you are addressing a lot of people or you know you do not have a loud voice, you can arrange for a sound system. Before you start to give instructions or communicate, you should ask to be sure everybody is hearing you clearly. When you are sure they are, you can then proceed with your communication.
Use simple English
Do not use big vocabularies when you are communicating to your employee. This could make it very difficult for them to understand what you are saying. Ensure you communicate in a simple enough English that everybody can understand. Also avoid the use of difficult idioms, quotes and proverbs or those that could be interpreted in various ways. This is with the exception of when it is very important to drive your point and you have the time and ability to fully break down the idiom, quotes or proverbs to simple English that everybody understands your point. You should leave no room for you to be misquoted or misunderstood when you are communicating as it could be disastrous.
Encourage asking of questions
Do not just speak like a radio or television that does not expect response from who they are communicating with. At intervals, try to ask if they are hearing you, if they understand you and if there is any questions. This is considering some people could forget a question they have if you have spoken for a long time without leaving room for questions. You should thus, allow space for questions or clarifications after speaking for between 15 and 30 minutes. If you must talk for hours before addressing questions, encourage them to get biro and paper before you start talking so they can note down questions they want to ask or clarifications they need.
It is important to always be accessible as a manager or team leader. This will be helpful as an individual could have forgotten a particular instruction or suddenly gets confused while carrying out the instruction. Accessibility will make it easy for him to come back to ask. It is still better to ask at that time, than assume wrongly and mess up the whole task. You should thus, always be accessible to your team members physically and through other remote means such as phone calls and text messages.
Document communications where necessary
Documentation is very important as it serves as a proof to avoid unnecessary trouble. You should sign contracts with employees while employing them to show they have agreed with the job responsibilities you want to give them. Other very sensitive communications could also be noted down by both parties and probably signed so that should issues arise, denials will not lead to complication of the problem.