One of the workplaces largest challenges is communicating effectively to achieve desired results and outcomes. Due to the quick advancements in technology over the past few years, everyone is available at all times. It is fantastic that the people who need to make important decisions are available at a moment’s notice no matter where they are in the world, but do all forms of communication allow managers and leaders the ability to clearly understand the needs of their direct reports without communicating face to face? I do not always believe this is true. We need to remember that business is built on relationships and in order to create a meaningful relationship we need to “humanize” communication. I would like to highlight the four most common ways we have available today to communicate and describe some of the advantages and disadvantages with each.
- Communication via email is time stamped and an effective alternative to “snail mail”. It is a great way to send someone in your company a quick message, a long list of to-dos, or a detailed inquiry on any given task. Email correspondence is not always time sensitive and is a great way for multiple people to read, process, and refer back to tasks or initiatives sent to them by their manager before they respond with questions, concerns, or approval. The pitfalls of emailing revolve around missing the physical and vocal cues people unintentionally respond to face to face. Also, if there is ever an emergency situation a quick response may be difficult to come by. In speaking directly to your manager, you can convey certain concerns through the pitch of your voice and body motions which elicit emotions you are feeling. We read these signals unconsciously and they connect us to others. This is especially important when you have an urgent matter. Many times writing styles are confusing and may not be interpreted in the same manner in which it was intended. I would not suggest trying to email your leader or direct report when you need to make a quick decision.
- Communication via telephone is one of the earliest technological advancements and is extremely effective for a number of reasons. You can get straight to the point and make quick real time decisions. It is also possible to convey emotions through the pitch and tone of your voice which does help in connecting with the person on the other end of the phone line. However you lack the ability to gain a complete perspective of what the other person is experiencing in that given moment. Environment plays a key role in connecting people through experience and can affect the productivity of communication. Someone on the other end of the line could be fighting traffic while on the phone, distracted by their surroundings, which would take their mind off of the present moment. Important urgent decisions are influenced by environment and it is important to understand all variables influencing it. It is impossible for people on opposite lines of a telephone to know what the other is going through.
- Communication via video conference is a great alternative for people who are working together from multiple locations. Programs like Skype and Face time have brought families, friends, and colleagues from around the globe together in real time. Both parties can see each other face to face and somewhat experience their environments. You can see their facial cues and mannerisms through the video and gain a pretty accurate impression of what the other is experiencing during your conversation. While this is a great way to connect to people in your organization from around the globe it is still not the best. You miss the complete interactive feeling of being in the presence of another human being. It is often difficult to really gain full understanding of the other persons thought process because you only see the top half of their body and/or what the video screen captures behind them. Frustration may set in if the internet bandwidth is not strong enough. Complications can arise delaying the video feed and chopping the audio so I would not recommend holding high level business communications through this medium if at all possible.
- Communication in person is of course the original form of relating to others inter-personally and remains the most productive. You just cannot beat a face to face interaction. One of my coaches told me that he would evaluate the effectiveness of his interactions by imagining himself viewing the interaction as a third person in the room looking down from a corner. While this may sound strange, it is very useful to imagine how the two of you are relating and meshing with one another. After all people are not robots and a sense of connection is important to establish the feelings needed so that you can work together. You must look at a situation from another person’s perspective. If the logistics of an in person meeting are difficult to figure out I would revert back to a video conference meeting but if at all possible do it in person. You will gain a much richer experience with the other person and really connect, which increases the likelihood that you will achieve your desired results.
To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others.
- Anthony Robbins
Brian Alexander is the Marketing Project Specialist with The Ken Blanchard Companies. To learn more about The Ken Blanchard Companies please visit www.kenblanchard.com