A surprising fact, but unfortunately, of today’s advances in communication tools is that we do not really communicate much better than in the past.In fact, a recent study identified the number one advance in communication tools: the availability of cheap flights online.
The airline’s trip was needed to clarify some previous messages sent electronically!Therefore, the Manager / Supervisor must be able to communicate their direct reports efficiently clearly.
Below are 14 essential skills for the first-time manager or supervisor you must understand to improve your communication skills.
1. Focus: When someone speaks to you, stop doing what you’re doing and focus on them. In front of the speaker, devote 100% of your attention to both the person and what is said.
2. Listen, not just “hear” the spoken words. Listen to what the statements say and how it’s conveyed. Observe the body signals and facial expressions.
3. Pay attention – do not let your mind wander. Let the person finish what they say and then take a few seconds to think about what your response will be.
4. Paraphrase: When a person has finished speaking, repeat what they said in your words. Ask the person if they understand what you’ve said.
5. Sympathy: Be aware of the needs of another person. Each one has different needs and desires. Be careful to replace your needs.
6. Ask – Do not say. When speaking fast, the other person defends himself. Keep your comments and recommendations until you fully understand the question and the situation.
7. Be open. – Do not criticize, judge, or preach. Make objective conclusions about alternative ideas, people and situations.
8. Advise – Look to “give” advice. Only “offer” advice. It’s always better to say something like “I’d recommend…”, and not “This is what you need to do”.
9. Trust is what open and honest communication is about. Without the confidence of the team, you cannot function properly, and people will lose mutual respect. Without confidence, you build a house of cards that will eventually fall.
10. Justice: Both sides should feel the same. Although at first reading, this may seem an unusual requirement in the relationship between the Supervisor and the Direct Report. However, even in this situation, relationships must be the same on a personal level.
11. Comfort: While stress and tension may be associated with a conversation, learn to be comfortable with yourself and with the message you are about to make.
12. Interest: It points to a genuine interest in others. Everyone has a story to tell, and most of the time, it’s interesting. Talk to what the other person is interested in. The family quote “To be understood, we must first strive to understand others”, this is very true. Practice it.
13. Motivation: Always look for ways to motivate others. Often, positive reinforcement is used. Look for ways to offer praise and recognition.
14. Humor: Take your life seriously, not yourself. Life is too short to go without a constant flow of humor.