A part of being an excellent administrative worker is being able to communicate well with others, especially your coworkers. The administrative workers in K.R. Finance are in charge of increasing communication and getting departments to talk to one another comfortably. Here are some steps to take that will result in better communication in the workplace.
Admit it; most of us are terrible listeners. Instead of really hearing what someone has to say, we tend to zone out, interrupt, or think about what we want to say instead. We also tend to make assumptions about what the person is going to say. If we don’t give our attention and listen to what someone is telling us, we will never understand what they need. If you’re trying to get in the habit of being a better listener, ask questions and avoid multitasking. Really let the person know that you care about what they have to say, sometimes it could be hard to listen to something that may not directly involve you, but it will improve your communication and relationships with others.
Different people like different styles of communication. Some people like texting, while others prefer a quick phone call. Or maybe email or social media is their preferred method. We can show respect to the person we’re trying to get a hold of by communicating with them most comfortably. For example, what if you frequently call someone and never really answer, but you’ve noticed that they respond quicker through text messages? This would be a sign to switch over to texts to contact them better. It’s important to observe each interaction, even asking directly couldn’t hurt. But be sure to be adaptable to each individual’s needs.
OBSERVE YOUR TONE
When we’re used to talking to someone on social media or even through email, it can be challenging to determine the tone someone is using. You may have said something meant as a joke, but because it reads differently than it would face-to-face, someone could take it the wrong way. As tedious as it sounds, you have to make sure everything you say is clear and concise. And if something upsets you, be sure never to type or talk when you are angry because you might say something you might regret. Beyond that, make sure everything you say is precise to avoid any potential confusion.
Don’t be quick to make assumptions about someone. If someone is having a bad day and they lack much more than usual, don’t be quick to assume that they procrastinate in everything. Instead, take the time to find out what the problem is and see if they need anything or if you can help make their day better. Even if you can do nothing to help, understanding why someone acts a certain way could help you get to know that individual more.
ONE ON ONE TIME
It’s essential to make time for one on ones with your coworkers because it allows you to get to know them better. Some people find it easier to speak in a more private setting so that you can schedule time with them weekly or monthly. Make your coworkers feel like their time is valuable and like their opinion matters. Building trust with your coworkers is vital so that they think that they are important to the team. Additionally, once trust is built with your coworkers, they will be more open with you and feel more comfortable discussing any concerns, whether personal or work-related.
CREATE A SAFE SPACE
If you want your team to be effective, it is vital that they feel safe to voice their opinions and concerns. There shouldn’t be negative consequences or comments when someone voices something that may be bothering them. If this kind of thinking is engrained in the workplace, workers are more likely to speak out about their thoughts and opinions and not just go along with an idea because they feel pressured. Some ways you can begin to employ this in the workplace include asking questions when something is unclear and admitting when you are confused about something or making a mistake. You should also control the flow of a conversation and give everyone the ability to talk.
By following these tips, you can begin to improve overall communication in your workplace. But an essential part will be allowing others to have a voice and feel comfortable when they do so. These steps enable the team to become more effective.