Category Archives: Thrive at Work
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.
Tags: better communication at work, establish communication expectations, improve communication at work, improve communication with co-workers, margaret smith career coach, Margaret Smith licensed Insights practitioner
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.
Tags: difficult conversations at work, engaging in difficult conversations, how to deal with tough conversations, Margaret Smith business coach, margaret smith career coach, set stage for tough conversations
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- Posted under Communication, Leadership, Thrive at Work
May 22, 2024 4 Steps To Find Your Perfect Mentor
With any job, we all rely on guidance from our supervisors and peers to learn the ropes and develop new strategies for accomplishing tasks. If you’re starting at a new company, taking on a new role, or endeavoring to learn new skills, a mentor can be an incredibly valuable asset.
A mentor (or coach, or guide) can stretch your abilities, introduce you to new people, or connect you with relevant resources. Their experience and expertise are resources as valuable as any skill in your personal toolbox. But finding the right person for the role can be challenging. As you begin your search, you may find a few of these strategies useful:
1. Identify your process and values
As we grow, we try out and exchange work habits and strategies to make ourselves more effective. Finding a mentor who speaks to you starts with understanding yourself and how you work. What are the values that drive you? How do they translate to the type of work you do and which projects or responsibilities you’d like to take on? What are the pain points and blind spots of your working style that others may need to accommodate for or address? These questions are important to ask and reflect upon when seeking a mentor. Knowing their answers to some degree will help when approaching others for help.
2. Look across disciplines
Everybody brings a unique mix of experience and ability to the table in an organization. A person’s job description doesn’t always tell you everything about the perspective they bring or their ability to teach. If you are worried or intimidated by reaching out to folks in your own department, making connections outside your usual circle and observing how people attack problems may shed a learning light you never considered before.
3. Establish rapport
Mentors are not always our closest friends, but a good mentor will be someone who respects your goals and spends time to observe and understand your learning process. Get to know folks who’ve joined the team before you and communicate your respect for their role and the work they’ve done. If you’re not familiar with these details, friendly chats over lunch or coffee can provide a way to accrue insight casually and over an extended period of time.
4. Develop yourself and network
Professional associations often offer conferences and seminars to learn the ropes of new skills or discuss innovations within a given industry. If you feel like your office lacks the means to provide the guidance you seek, attend trainings and make connections – either with fellow learners or the speakers. Handing out business cards and picking someone’s brain for 15 minutes may be all it takes to find a new teacher.
Finding a mentor isn’t always easy, but the returns for your efforts can be transformative. Keep an open mind, and be honest with yourself if you aren’t getting what you need on the first attempt. If you keep at it, often the right guidance is never too far away . Stay positive and start your search. There’s no time like the present!
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.
Tags: benefits of mentoring, find perfect mentor, find work mentor, Margaret Smith life coach, Margaret Smith Minneapolis career coach, ways to find a mentor
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- Posted under Advice from a Life Coach, Goals, Thrive at Work
