Don't Take Communication for Granted Mailing Systems Technology

Some do it fast, others slow. Some loud, others soft. But everyone does it it is called communication.

In a recent Proudfoot Management survey, oral communication skills were ranked most important for success in the business environment. However, we often take the communication process for granted. But if we are to be successful supervisors, department directors and employees, we must learn to communicate effectively.

Communication is more than just speaking and listening; it is a reflection of who we are. There are two distinct areas involved in the communication process: innate drive and learned skills.

Innate Drive

The communication process requires an energy base. Whether it is internally or externally driven, everyone has a power source. The internal source is characterized by: the need for quiet time for concentration, attention to details, uninterrupted work on a project, interest in the idea behind the job and content alone. The external source drive is characterized by: variety and action, good interpersonal skills, an interest in results, ability to communicate well and the ability multi-task.

These drives determine interaction with people both at work and home. Our communication success is based subsequently on our self-knowledge.

Learned Skills

To ensure more successful results in the communication process, we must be able to master and control the following ten elements:

Active listening: Concentrate not only on the explicit meaning but also on the implicit meaning such as the unspoken words, undertones, personal diversity and individual values. Listen to the feelings expressed.

Examine the real purpose of each communication: Ask yourself what you really want to accomplish, solicit information, initiate action or sell an idea. The sharper the focus of the message, the more effective the result.

Clarify the communicating process: Know your audience. Are they internally or externally driven communicators? Prepare and refine your message to them.

Convey value: Be aware of the attitudes and values of the listener and consider their point of view. People respond more positively when you take their interests into account.

Follow up: Ensure your message was understood, get feedback, ask questions and encourage reactions.

Know your environment: Meaning and intent are conveyed by more than words alone. Other factors such as emotions, values and language impact the communication process. Be aware of the environment in which the communication process takes place.

Consult with others: Be open and listen to others to enhance your communication ideas. The added input will brighten the message's success.

Know your audience: Develop skills to attract and maintain attention to your ideas. People listen more attentively when individual differences are respected.

Be congruent: Make sure actions support your communication, believe in your message and act upon your convictions. Be sincere and not an actor.

Be responsive: Include the listener actively and continuously evaluate the communication process by soliciting feedback and input. If the message is confused or convoluted or if you have lost the attention of the listener, start over and maintain directness.

Communication is by far the most important tool for business success. Take time to review your personal skills. The more in touch we are with ourselves, the easier it is for others to relate. After all, we are what we communicate.

Sean P. Joyce is the president of OMEGA Consultants to Management, an international consulting agency that specializes in employee development and educational seminars. For more information he can be contacted at R. D. #4 Box 4003-Stroudsburg, Pennsylvania 18360, by phone at 570-424-7440 or e-mail joyceomega@aol.com.