How to Effectively Communicate as a Manager or Supervisor

communicating-effectivelyNo matter what field you are in, communication is the key to success. Communication, by definition, is simply the act of transferring information from one place to another. Although this is a simple definition, people tend to have a hard time talking with one another. But why is that? Why is it so difficult to communicate for a specific task? There are many factors that play a role why certain things can be lost in translation. For the work place, your mentality and success rely purely on the idea of what your goal is for the overall conversation. To improve at your business, whether you are working with another employee or a client, you have to improve on your communication.

Within the business sector, communication is incredibly vital for day-to-day operations.  To truly improve the efficiency and productivity with your employees, managers and supervisors need to be clear and precise when talking, delegating or presenting ideas to others. Below, you will find helpful tips and various guidelines in how to improve your communication skills in the business world. Following these helpful tips will allow you to leverage productivity and delegate your standards for a strong, positive, and cohesive work environment.

Be Detailed and Comprehensive When Talking

When directing your instructions to your employees, make sure that you break down every piece of information that you are looking for him or her to accomplish and execute. Do not be afraid in going in detail. The biggest mistake employees make is that they are unclear at the expectation or standard you are looking for a specific task. Providing this information will clarify any misunderstanding and provide a greater concept for future task at hand. Two things you want to watch out for, 1. Going off on a tangent and 2. Understand the perspective of your employee. For the first, the biggest mistake managers and supervisors make is that they tend to get lost in their own thoughts. When you are talking to your employee, be sure to stick with a goal in mind. For the latter, understanding the perspective of your employee is seen as a sign of respect. If you know that this is a particular task that said employee has done before, make sure you are quick and to the point. If this is their first time, be sure to explain in detail. Having this awareness will save you future headaches and better prepare productivity in the long run.

Know Your Goals Before Jumping into a Conversation

Whenever you are talking, whether that is one-on-one or publicly at a meeting, you want to make sure that there is a point or overall goal for your speech. This is especially important if you are looking to improve the productivity between co-workers and clients. Remember, setting and reaching your goals is the theme of every manager’s day. Anything else can otherwise compromise the productivity of your goal. One thing supervisors often find themselves in is that they tend to ramble on various different tangents. To prevent you from doing this, know and internalize your goal and purpose for the conversation. If the one-on-one is meant to work on weaknesses, make sure you are well aware of the weaknesses. If the presentation and meeting is about the financial quarter, make sure you focus on the financial quarter.

Email Etiquettes

When communicating online, especially through email, try and leverage the subject line to the best of your abilities. As stated above, be direct and to the point. Often times, employees tend to delete any unwanted or unknown emails. By utilizing the subject line with a quick and direct sentence, primarily about the topic, employees will be more inclined and engaged in opening said mail.

Furthermore, in the actual email, make sure you are clear and precise about the information. Too long of an email or too wordy of an email can often confuse and complicate your overall intentions. The best way to prevent this from happening is to space things out in various paragraphs.

Be Available and Accessible for Any Questions

Throughout the workday, you will find a variety of problems or misunderstandings from your employees that can be easily resolved from a two-minute conversation. Being easily available to your employees will often times play a huge factor in whether or not you are able to reach your daily goals. One big problem you need to look out for is that sometimes people feel intimidated or apprehensive to reach out to management because they are uncomfortable asking for help. To prevent this from happening, try reach out to your employees and ask them if they need any assistants in any various projects or overall operations. Doing so will allow you to establish that positive work environment that can greatly pick up morale and boost productivity.