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There are a number of things a manager can do to improve his or her communication skills:
1. Consider the Situation Before Taking Any Action Our emotions tempt us to make quick decisions based upon superficial evidence which may not reflect the true nature of the problem. The manager assumed that the poor appearance of the store was due to the employees’ lack of effort or attention. He failed to consider that several store employees had been terminated due to the financial situation, while the store’s workload remained the same. Each assistant manager was responsible for more areas with fewer people to do the work.
Furthermore, each assistant had been required to take a pay reduction due to the loss of the large customer, and each was concerned that the customer loss would slow their own promotion to store manager. Though not intended, their effort probably suffered due to their own worries.]
2. Gather and Confirm Information Before Making a Decision We have a tendency to confuse symptoms with disease, and consequently treat the symptom rather than the underlying illness. Technology enables us to capture massive amounts of data and slice and dice it to make it appear any way we want. But data is a representation of the problem, not the problem itself. Observing the work of the assistants and talking and listening to them about the aspects of their job might have led to a different conclusion than the one the manager reached.
3. Focus on Problems, Not Personalities The manager’s memo attacked the character of each assistant by implying they were lazy, derelict, or had betrayed him. The implications intensified the emotional context of the memo, overshadowing its factual content and purpose.
The assistants, in response, reacted with emotion without stopping to consider the validity of the facts or attempting to give the manager any explanations. Whenever dealing with any issue that might have emotional content, the “24-Hour Rule” should be in effect: Don’t send any email, message, letter, memo, or report to others until you’ve had a day to reflect upon its content and are sure it communicates the facts and the tone you wish.
4. Manage Individuals, Not Groups The manager’s memo was directed to everyone and no one. The lack of specificity enabled each recipient to avoid personal responsibility, since each felt his own effort had met expectations. As a consequence, the memo failed to get the desired result and aggravated an already touchy work environment. Group communications are perfect for providing general information, education, and praise; however, they should not be used for individual direction or criticism. Remember, praise in public and criticize in private.
5. Meet Subordinates Face-to-Face The meaning and intent of written words without the context of a physical presence is often misunderstood, and can lead to confusion and conflict. There is no substitute for looking someone in the eye and seeing their reaction to your conversation to clarify content and assure comprehension and agreement.
Managers often hide behind memos and notes as if their subordinates were robots to be moved into place and programmed. However, successful leaders seek personable commitment and build bridges of trust, mutual respect, and shared experience. Be physically available and “walk the walk,” and let your people know you are with them through the good and the bad.
6. Assign Tasks Directly and Clearly People work best when they know what is expected of them. Good managers identify the goals and measures in simple, understandable terms, assign responsibility unequivocally, and confirm that the information is understood by those to whom it is directed. Good managers follow up and give corrective input to ensure that each of his subordinates is on the same page and working toward the same objective.
Managers should always remember that no employee takes a job with the expectation that he or she will be overlooked, ignored, or insignificant at work. Employees want to be liked and respected by their peers and proud of their employer. Management’s challenge is to maintain and further develop this employee enthusiasm and commitment, even during times of stress.
Mistakes are part of growing, and falling short and correcting the course are regular occurrences in business and in life. Dealing with subordinates the way you would wish to be dealt with in a similar situation is the best course any manager can take.
Management and leadership is a learned skill. Effective managers have experience on both sides of the spectrum, taking directions as well as giving them. And the success of a company is directly related to the skill of its managers and their ability to lead employees through difficult and testing times.
By analyzing and being thoughtful in your communications with both your subordinates and superiors, you can better learn how to lead in whatever position you have. In this way, you’ll not only secure your future prospects to rise up your company’s ranks, but you’ll also create a more productive and better working environment for yourself and your colleagues.
Sincere interest is is necessary to show a friendly attitude on the subconscious level. People definitely will feel it and will reciprocate that will allow you to achieve productivity in communication.
It is desirable to use a pleasant tone of voice, because the important is not only the essence of the phrase, and how it was said, what kind of emotional subtext was built by man. Rough tone will spoil even the most sweet and considerate saying, people will feel the aggression and is set against the interlocutor.
Must often call a person by name so thought Dale Carnegie . For each of us own name is the most pleasant in the world of sound, so when meeting you should ask (if the name is rare) how to apply to humans. Starting a greeting or phrase, you must mention the name of the subject that he knew that the utterance is addressed to him.
In order to speak you have to listen and to write to read listen to the radio BBC
Simple and easy way to improve your communication skills is to start reading an local English newspaper for20 minutes aloud at home. Doing this exercise will help you gain command over the language after a certain period of time.
Watch more videos like national geographic, discovery etc.
You will find the change gradually within the next3 -6 months
Good luck with your efforts!!
From my point of view they are many ways as mentioned all the above answers and I agree with all100 % , but I can add one more value which is (( More Listing and less talk )) as long when you let other speaks and hear them , then take time to re-arrange the thoughts , finally can speak accurate to the point or still keep silent if you don't know the answer.
You can read and studay all your life and still not still not be talented. There is a big difference between talent and skill
a talent is something a person is born with but is a skills are gained by learning and practice. In order to gain communication skills the best way is practice
Effective communication skills are fundamental to success in many aspects of life. Many jobs require strong communication skills and socially people with improved communication skills usually enjoy better interpersonal relationships with friends and family.
Learn to Listen
Maintain a Positive Attitude and Smile
Minimise Stress
Stay positive
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