Proper office communication is needed because it helps a company move towards success, productivity and better relationships among clients. Without communication, it is impossible to run your business smoothly as problems may arise between the management and employees, including the clients. It would be difficult to settle any issues when there would be no connection between you and your people. However, this also has some rules that should be followed to assure that everyone will have a great and effective interaction not only in the office, but in their personal life as well.
Paying attention is one rule that every single individual should remember at all times, not just when someone is speaking to them. When someone approaches you, make sure you drop everything else and focus your attention to what the person asks or tells you. If you are doing other things while he or she is talking to you, this is not just a sign of disrespect, but of unprofessionalism as well. Your undivided attention is needed and must be dedicated to one task alone so that you won’t be troubling yourself over mistakes.
Keep it short and simple- KISS. Why waste time on long, complicated and repetitive lines when you can settle for something shorter and direct to the point? Most of the time, over explaining can become confusing especially if you keep on beating around the bush. One explanation leads to another; you’d find yourself astray from your original point. You’d be glad at how fast and easy it is to communicate if you just remember to K.I.S.S - it’s faster, simpler and clearer.
Smile and be confident.
Doubt and lack of self-confidence wouldn’t get you anywhere in this world; much less if you’re communicating at the office. When people see you talk without confidence, they would either doubt your legitimacy as an employee or a representative. It will also reflect on the company’s reputation. Instead of asking more about your products and services, there’s a chance that they would prefer to another company over yours. Remember to smile and speak with confidence. Believe in yourself and never let doubt or hesitation get the best of you.
Stop and Go.
Everybody’s familiar with the traffic light: red is for stop, yellow is getting ready and green is for go. Why not think of the traffic light when having an office meeting, talking to a fellow employee or when transacting with a client? When they are talking, you should stop and listen. When they’ve finished talking, wait for the signal that tells you that it’s your turn to speak. Learning when to stop and talk can help to manage the flow of the conversation without any humps and bumps along the way.
Speak your mind.
Holding back information and letting it sleep in your mind could be a problem for some people. If you want to say something about the current management system in your office, speak. As an employee, you have the right to share your opinions especially when it already involves your career and welfare. Some people are hesitant to say and share their opinions for the reason that they’re scared that it may get rejected or no one will listen to them. Not realizing that in the long run, it will have a positive outcome for you and everyone else.
These golden rules are not only useful during face to face conversations. Even if you are talking on your personal mobile phone or through your RingCentral small business phone, these tips will make your phone conversations run smoothly. Communication is a bridge for people to build good and long lasting relationships.