Good communication is one of the most critical aspects of leadership. When staff are able to approach you with queries and problems it creates transparency and open lines of communication.
Learning how to listen also goes a long way towards effective communication. Discussion doesn’t work if you don’t take the time to concentrate on and listen to what’s being said; it has to work both ways. With good communication, managers can develop a great relationship with the people on their team, gain loyalty and commitment from employees and achieve the company’s short and long term goals.
Key ways to improve your managerial communication skills include learning to listen, empathise and practicing what you have to say. We have some great tips on how to improve your skills in this area that will help you understand what, when and how to communicate effectively.
1. Learn to listen
Effective leaders know when to listen. This is especially important in team situations, when emotions are running high and when the team or employees (or managers) are sharing ideas. Give others the chance to talk - don’t interrupt people when they are talking. Nobody likes being interrupted and it’s disrespectful to talk over someone else. Let them have their say and try to understand their point of view whilst maintaining an open mind. Learning how to see the worth of different viewpoints is an important communication tool for managers.
2. Maintain positivity
One of the most vital skills a manager can have is to maintain a positive attitude - it is crucial for productive communications and staff morale. Never be overtly negative or complaining; rather, be constructive and practical. If people feel as if they are being attacked or criticised they will shut down. Be supportive, understanding and encouraging even when you have to discuss your concerns or dissatisfaction.
3. Clever questioning
Managers need information but often don’t know how to go about getting it. Employees may have the information managers need but perhaps don’t know how to communicate it. Managers can encourage successful and productive communication by asking the right types of questions. Closed questions elicit yes/no answers. These are beneficial when you need to check the progress of a task, but by asking open questions you will gain more information and more detailed responses.
4. Be aware of your tone
It is important as a manager to be assertive and show that you are in charge of all situations, but you should never be aggressive. Being antagonistic is not at all productive. Be direct, but at the same time ensure your tone is calm, cooperative and unambiguous.
5. Find connections
Great communications involve connecting with your employees on a personal level if possible. Find common interests; you may have some personal interests that you share such as pastimes, sports, family activities, etc. A personal connection makes a huge difference to manager-employee relationships and is likely to benefit future communications as well. However...
6. Beware of asking personal questions
Never ask inappropriate personal questions. Asking a member staff if they are in a relationship, for example, can be perceived as prying, even if you have good intentions. Appropriate questions, however, can strengthen the relationship between employee and manager. Asking whether they had a nice weekend, asking after their families (that you already know about) or following up on something they told you they were doing helps you connect on a personal level with individuals.
7. Observe discretion and confidentiality
Good managers will treat personal (and professional) information given to them by their employees with discretion and confidentiality. This way they will develop a sense of trust both within their team and with individuals.
There are different types of confidential situations that may arise, both personal and professional, for employees which they need to discuss with their manager. The following topics would more than likely warrant discretion:
Watch your body language and take notice of what the body language of others is saying to you. If you notice certain non-verbal signals like crossed arms, lack of eye contact or fidgeting, you should know that the person to whom you are speaking is either being defensive, not telling the truth or restless, respectively. These types of signals usually indicate that the discussion is not going to be a productive one. Wrap up the conversation quickly or postpone it - if possible, inquire about the discomfort if there is a discrete way to do so.
Benefits
Communication is effort well-spent given the benefits: a more productive and pleasant work environment where everyone feels valued and relationships are based on trust. Notice the effect that good communication has on a team. Effective communication and its results will be the proof that it is the key to good management.
Learning how to listen also goes a long way towards effective communication. Discussion doesn’t work if you don’t take the time to concentrate on and listen to what’s being said; it has to work both ways. With good communication, managers can develop a great relationship with the people on their team, gain loyalty and commitment from employees and achieve the company’s short and long term goals.
Key ways to improve your managerial communication skills include learning to listen, empathise and practicing what you have to say. We have some great tips on how to improve your skills in this area that will help you understand what, when and how to communicate effectively.
1. Learn to listen
Effective leaders know when to listen. This is especially important in team situations, when emotions are running high and when the team or employees (or managers) are sharing ideas. Give others the chance to talk - don’t interrupt people when they are talking. Nobody likes being interrupted and it’s disrespectful to talk over someone else. Let them have their say and try to understand their point of view whilst maintaining an open mind. Learning how to see the worth of different viewpoints is an important communication tool for managers.
2. Maintain positivity
One of the most vital skills a manager can have is to maintain a positive attitude - it is crucial for productive communications and staff morale. Never be overtly negative or complaining; rather, be constructive and practical. If people feel as if they are being attacked or criticised they will shut down. Be supportive, understanding and encouraging even when you have to discuss your concerns or dissatisfaction.
3. Clever questioning
Managers need information but often don’t know how to go about getting it. Employees may have the information managers need but perhaps don’t know how to communicate it. Managers can encourage successful and productive communication by asking the right types of questions. Closed questions elicit yes/no answers. These are beneficial when you need to check the progress of a task, but by asking open questions you will gain more information and more detailed responses.
4. Be aware of your tone
It is important as a manager to be assertive and show that you are in charge of all situations, but you should never be aggressive. Being antagonistic is not at all productive. Be direct, but at the same time ensure your tone is calm, cooperative and unambiguous.
5. Find connections
Great communications involve connecting with your employees on a personal level if possible. Find common interests; you may have some personal interests that you share such as pastimes, sports, family activities, etc. A personal connection makes a huge difference to manager-employee relationships and is likely to benefit future communications as well. However...
6. Beware of asking personal questions
Never ask inappropriate personal questions. Asking a member staff if they are in a relationship, for example, can be perceived as prying, even if you have good intentions. Appropriate questions, however, can strengthen the relationship between employee and manager. Asking whether they had a nice weekend, asking after their families (that you already know about) or following up on something they told you they were doing helps you connect on a personal level with individuals.
7. Observe discretion and confidentiality
Good managers will treat personal (and professional) information given to them by their employees with discretion and confidentiality. This way they will develop a sense of trust both within their team and with individuals.
There are different types of confidential situations that may arise, both personal and professional, for employees which they need to discuss with their manager. The following topics would more than likely warrant discretion:
- Conflicts between employees
- An employee’s concerns about a colleague’s behaviour
- Discussing the poor work performance of an employee
- An employee with a health issue or personal problem
Watch your body language and take notice of what the body language of others is saying to you. If you notice certain non-verbal signals like crossed arms, lack of eye contact or fidgeting, you should know that the person to whom you are speaking is either being defensive, not telling the truth or restless, respectively. These types of signals usually indicate that the discussion is not going to be a productive one. Wrap up the conversation quickly or postpone it - if possible, inquire about the discomfort if there is a discrete way to do so.
Benefits
Communication is effort well-spent given the benefits: a more productive and pleasant work environment where everyone feels valued and relationships are based on trust. Notice the effect that good communication has on a team. Effective communication and its results will be the proof that it is the key to good management.
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