Seven Communication Tips for Personal Excellence

Constantly, I have people quip that communication is a huge problem in their company. I get it. It's a side effect of our accelerated, frenetic, and technological world. The worst strategy I see people try to use is hope. They hope people will change. They hope the world will change. They hope they will win the lottery and get to quit their job. Hope is a beautiful ideal but a terrible strategy. Instead of hoping things will change, use these seven tips for improving communication in your company beginning with YOU.

1. As the leader, communicate clearly, succinctly and in writing what you want people to do. Your business needs a procedures manual that explains, diagrams, and outlines the expectations. A dear friend, Don Carrol told me this, "Uncommunicated expectations are a premeditated opportunity to be disappointed." True dhat! Eliminating the mystery with a clear procedure also eliminates unnecessasary communication on how, what, when, where, why?

2. When you receive an email, really read it. Read it from beginning to end. Read it thoroughly. Ask yourself, what does this person need from me. How can I serve them? When responding, make sure you address their needs, concerns, and requests referring directly to their words and request. 

For Example: 

"As you requested, I have attached the file you need. In addition, I have cc'd the department completing the action item, "Share with the team." If there is anything else, you need. It's my pleasure. (Yes, you too can give excellent customer service just like Chick Fil A!)"

3. Use your manners. Mamma said, say "please." Mamma said, say "thank you." Mamma said, say "you're welcome." Do what mamma said. You'll make her proud. And, you'll develop a reputation of someone who was "raised right."

4. Communicate where you are and what you are up to! People have high expectations about hearing back from you quickly. Sometimes I am unable to return emails the same day because I am working with a group doing collaborative coaching or I am speaking at an event in a seminar process from 8am to 5pm! I let people know this tidbit so, they have grace with me! When your email auto-responder is not set up it does not tell people that you're out of pocket. They sit around waiting on a response thinking she's going get back with me. Set up your auto-reponder with details about what you're doing for the day. Mine might say...

I am working with a city team today facilitating a collaborative coaching session with a focus on leadership. I will return emails by the end of business tomorrow. 

Then... I add a link to my website and invite them to leave me a voicemail or text if it is urgent! This is very smart for the ambitious and the entrepreneur. I can't tell you the number of times I have received emails saying, "I didn't know you did things like that." Or they say, "I want to know more about your group work for my team." This is also great sales and marketing!

5. Change your voicemail every day! WHAT??? ...you're thinking. Yes, change it everyday. Why? Because people need to plan what to do based on your ability to respond. Everyday I let my callers know what my schedule is. I list the times I am able to return calls and then ask them to leave me a message with the BEST time to call them back. This eliminates phone tag. NO more... "YOU"RE IT."

6. Create a shared calendar with your team. Use Outlook. Use i-Cal. Use Google Calendar. Just start. Get rid of your paper calendar. All the online calendar systems allow you to integrate each other's calendars. My team uses i-Cal. I know when they are on vacation, getting a hair cut, and working with clients. It makes it very easy for me and for them to know if they can talk or I can talk right now or when I might possibly be available. I also know when they are playing with their family and friends! AND...they know when I am doing the same. This puts up boundaries that healthy. Hello...we're busy. But, some things CAN wait. Right?!

7. Practice truth-telling, honesty, and candor. If you mess up, fess up. Period. If you are frustrated, say so. Stop the drama and get real with each other. This is a HUGE problem in organizations. We need to learn to give feedback to each other and help each other become men and women of character. Vibrant Coaching's collaborative coaching teaches teams to communicate through organizational development work with teams. If your team could benefit from learning these tips and having a candid conversation about communication. I'd love to help. Just call me, 704-502-4953!