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“Creating Successful Leaders”

Category Archives: Communication

June 26, 2024 How to Establish Communication Expectations

Have you ever worked with someone who is a notoriously poor communicator? Perhaps they often do not reply to emails, their expectations are unclear, or they come across as brusque or unapproachable. When communication is lacking, that can affect all aspects of the work environment and result in misunderstandings or delays. To establish effective communication expectations, it’s important to set clear guidelines from the start.

Here are 5 ways to improve communication standards in the workplace:

Define Communication Channels

When working with someone, it’s a good idea to inquire about their preferred communication methods. While email might seem like the go-to method, some people prefer the directness of a phone call or the brevity of a text or Slack message. In some cases (as with major or complex projects), in-person communication might even be best. By understanding others’ preferred communication methods, you can streamline processes and reduce the risk of miscommunication. Furthermore, having clarity on how and when to use each communication method can enhance efficiency and productivity within the workplace.

Set Response Time Expectations

Setting expectations for response times can help manage others’ expectations and prevents misunderstandings due to delayed responses. While it may seem strange, at first, to set these expectations, they can actually be enormously helpful for both parties. Approach this tactfully, saying something like, “Since I would like to move on to the next phase of the project by Friday, I would very much appreciate your response by Thursday afternoon.” Additionally, establishing guidelines for urgent communications versus non-urgent ones can aid in prioritizing tasks effectively.

Address Non-Communication and Poor Communication

When someone is repeatedly non-responsive or has trouble clearly and concisely communicating their thoughts, it can be a good idea to address the issue directly. Try offering feedback or guidance on how to improve their communication skills. Providing examples of misunderstandings or delays caused by poor communication can help illustrate the importance of effective communication. By addressing these issues promptly and constructively, you can prevent further communication breakdowns in the future.

Encourage Feedback

Encourage feedback from team members about the communication processes in place. By regularly seeking input and suggestions for improvement, you can foster a culture of open communication and continuous refinement. Creating opportunities for constructive feedback can enhance overall communication standards and ensure that everyone feels heard and valued. This feedback loop can also help identify any recurring issues or challenges in communication, allowing for proactive solutions to be implemented.

Lead by Example

If you expect excellent communication from others, it is essential to lead by example. Demonstrating strong communication skills, such as active listening, clarity in messages, and timely responses, sets the tone for others to follow. Consistency in your communication style can help establish trust and credibility among your colleagues. By practicing good communication habits and showing respect for others’ time and preferences, you contribute to a positive communication culture within the workplace. Remember, effective communication is a two-way street that requires active participation from all parties involved.

Communication can, quite literally, make or break an organization. When you take the time to set communication expectations and address communication issues directly, you set the stage for a more productive and harmonious work environment. Remember that effective communication is an ongoing process that requires attention and adaptation. By prioritizing clear and respectful communication, you can build stronger relationships, enhance teamwork, and ultimately contribute to the overall success of the organization.

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

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June 5, 2024 How to Set the Stage for a Tough Conversation (4 Ways)

As a leader, tough conversations are inevitable. There will come a point when you’ll need to deliver some less-than-great news, provide negative feedback, or make a difficult request. And avoiding these types of tough conversations is NOT the answer. In many cases, the more you delay, the more difficult the discussion will be once you eventually have it.

However, it IS possible to effectively set the stage for tough interactions. This will help to soften any difficult blows and provide a safe space for feedback, commentary, and questions. Let’s talk about four ways to set the stage for tough conversations.

Choose an Appropriate Time and Setting

Where and when you decide to meet can make a huge difference. When talking about a sensitive issue, it is best to find a quiet, comfortable, and private place to speak. Make sure to choose a time when both parties will be free from distractions and able to focus on the conversation. This will ensure a more productive and respectful dialogue. By setting the stage appropriately, you create an atmosphere conducive to open communication and problem-solving. Additionally, being mindful of the environment can help create a sense of safety and comfort, encouraging honesty and transparency during tough conversations.

Be Transparent

When inviting someone to engage in a difficult conversation, it is usually best to be transparent and clear about the purpose of the conversation. This transparency will help to avoid confusion and set the right expectations. Clearly stating the reason for the discussion allows both parties to prepare mentally and emotionally. It also establishes trust and shows respect for the other person’s time and feelings. Open communication from the start fosters a more constructive and meaningful dialogue.

Prepare

Before engaging in the conversation, it is essential to prepare yourself for a variety of questions and reactions. Anticipate what the other person might ask or what pushback they might have. Consider different scenarios and prepare appropriate responses. I encourage you to practice out loud in front of a mirror, even if that seems a little odd at the time! It really does help. This preparation will help you stay composed and focused during the conversation. Being mentally ready for various outcomes demonstrates your commitment to handling the tough conversation effectively. Moreover, preparation allows you to convey your message clearly and logically, reducing the chances of misunderstandings or conflicts. Remember, the more prepared you are, the more confident you’ll be in navigating challenging discussions.

Commit to Empathy

In my experience, the most productive conversations are ones in which both parties feel that they are listened to, respected, and understood. Make a commitment to enter the conversation with empathy. That means actively listening, asking appropriate questions, and aiming for understanding. Ensuring that both parties feel heard and valued fosters a collaborative environment where tough conversations can lead to growth and improved relationships. By showing empathy, you create a safe space for open dialogue, allowing each person to express themselves honestly and without judgment.

Remember, the goal of these conversations is not only to address challenges but also to strengthen trust and understanding between individuals. Practicing empathy can transform difficult discussions into opportunities for positive change and progress.

While it’s never fun to engage in a tough conversation, it is often necessary to do so in order to clear the air, make positive progress, and/or benefit the organization. By approaching your difficult conversations with empathy and tact, you can create a more positive outcome that leads to growth and understanding.

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

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May 29, 2024 15 Questions to Build Trust in Your Leadership

It may seem surprising, but asking questions can actually make you a more trustworthy leader. Questions do not diminish your authority or make you appear weak. Rather, by asking the right questions, you can gain valuable insight, open the floor for more meaningful conversations, and demonstrate that you respect your team.

Which questions are the “right questions?” The simple answer is: open-ended questions that stimulate conversation and do not presuppose an answer. A question such as “Don’t you think Client X would benefit from our new product?” is not open-ended and not productive. It is only searching for agreement, not a true dialogue.

Instead, try asking questions that begin with words like How, What, or Why. These question words typically allow for a wide range of answers, not just a yes or no response.

The other half of asking good questions is practicing active listening. Leaders build trust by seeking their team’s thoughts, opinions, and ideas, and listening closely to the answers they give. This show of respect is integral to building trust

Next time you’re in a meeting (either with your entire team or a single individual) try asking some trust-building questions. Here are 10 to get you started—choose ones that are applicable to your team and situation.

  1. What resources do you need to complete your task?
  2. What is holding you/us back from success?
  3. How can I help?
  4. What are some possible solutions you envision?
  5. Who/what are we lacking to achieve success?
  6. What can I do to help foster more creativity?
  7. Why do you think                            is happening?
  8. What are your current frustrations?
  9. What is our biggest risk in this endeavor? What is the Plan B?
  10. Is this assignment a good fit for your talents? (Why or why not?)
  11. How does this add value to our mission?
  12. What effects will this decision have?
  13. How can we improve                     ?
  14. What opportunities can bolster our business?
  15. What else would you like me to know?

This is just a sampling of the questions you can ask your team. Get curious. Involve them in decision-making. Ask good questions and build trust.

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

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