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May 29, 2019 Achieve Greater Clarity in Communication

Seagull screeching the words "Clarity in Communication"

Communication is the lifeblood of all organizations. So much so, there are whole industries built around identifying the divides between people and bridging them to create effective teams. If your co-workers do not understand the goal or details you are trying to convey, it is likely there will be confusion strewn throughout the entire process of your project. Clear communication is not all about group dynamics and personalities. There is a rhyme and reason to the process that can be reflected and improved upon on an individual basis too. If you’re interested in improving your own communicative process, consider the tips below:

1. Pay Attention To Language Preferences

Everybody has language preferences. If you spend enough time in an organization, you’ll likely develop a sense of the different backgrounds people come from, and the type of language that engages them the most easily. Pay attention in meetings and in written correspondence to the way ideas are phrased and the presented. Then, apply your findings to your messaging.

2. Body Language and Volume

Humans are emotional creatures, and we are wired to pick up signals not just from speech, but from the way in which our speech is presented. For example, folded arms can undermine your position when trying to encourage participation and collaboration. Getting loud or using animated facial expressions can be read as excited as easily as intimidating. If people shy away or don’t physically present in a way to you that seems engaged, consider how you might adjust your body language to appear more approachable.

3. Expand Vocabulary

Sometimes clear communication is as simple as developing a greater precision in language. Crack open a thesaurus and study the contextual differences and appropriate use of terms you frequently encounter or use in your organization. There’s nuance in English between similar concepts, so any additional ability to distinguish your meaning can be valuable.

4. Ask Questions

If you are confused by someone’s meaning, do not be afraid to simply ask for clarification. Sometimes it can be intimidating to question a superior or pester a group message with a stream of individual questions. However, your confusion may be shared by the group at large, so being proactive and asking for more information can be beneficial for all. If the questions don’t clarify to your satisfaction, consider asking other colleagues or involving a mediator to get everyone on the same page.

There are a lot of factors that make up clear and effective communication. By using concise language and being more aware of others’ manners and modes, you can implement the changes that will lead to more effective team dynamics. Where there is rapport and understanding, there is success!

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.
NOW LIVE: Check out Margaret’s NEW online Leadership Course.

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May 22, 2019 Your “Vacay From Work” Checklist

Your vacation from work checklist

In past blog posts, I’ve written about the benefits of taking time away from the daily grind to rest and rejuvenate. It really is beneficial to your mental, physical, and emotional health to take a vacation and get away from the office for a little while. Taking this R&R time helps you from getting worn down, burned out, and even gives your health a boost.

But, what if you have trouble truly getting away? What if you’re physically in another place, but your mind is still in the office, worrying about clients or invoices? That kind of defeats the purpose of getting away. When you’re constantly worrying about how things are going back at work, you’re not allowing yourself to rest and revitalize.

To prevent obsessing about work while you’re away, it’s a good idea to properly prepare for your vacation. Spend a little time now to enjoy your vacation later.

Use my handy Vacation Checklist as a guide:

-Set an automatic vacation response for all incoming emails. If you’d really like peace of mind, keep the response active for one day after you return from vacation to give yourself a little catch up time.

-Delegate tasks to co-workers or staff. You probably have some weekly or monthly responsibilities that will slip through the cracks unless someone else does them. Ask a co-worker or two if they could take care of those tasks, and assure them you’ll return the favor if and when they go on vacation. BONUS TIP: Schedule the assigned tasks on a calendar, share them with your co-worker, and set a notification for when the task should be completed.

-Anticipate potential fires. If you have a particularly troublesome client or a tricky weekly report that you always write, anticipate any hangups and do a little planning. Tell your troublesome client you’ll be out of town, and give them the phone number of a co-worker (with their permission, of course) who can help them. Train someone on how to write that tricky report. These actions will help you prepare for this vacation and others down the road.

-Check your tech. If you must check emails (though I hope you can take a little break!) while you’re away, make sure you’re able to remotely access your inbox without issue. Once you’ve confirmed that everything is functioning properly, commit to only checking email ONCE PER DAY. Get up, spend a few minutes addressing any pressing emails, and move on with your day.

-Give yourself permission to rest. Many of us feel guilty when we’re given a sustained amount of time to relax and do absolutely nothing for a change. If running around like a mad person is your norm, putting on the brakes and doing nothing can make you uncomfortable. Before going on vacation, come to terms with this. Tell yourself that this is “you time.” You’re investing in yourself, and you are worth it. You can also look at it from a work perspective: By spending this time away from the office, you are equipping yourself to be mentally sharper, emotionally rejuvenated, and physically healthier. You’re investing in your personal wellbeing.

I hope you have a chance to get away sometime soon, and when you do, I hope you’ll allow yourself to be truly present. Enjoy a leisurely breakfast. Take morning strolls. Notice and enjoy your surroundings. Just breathe.

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.
NOW LIVE: Check out Margaret’s NEW online Leadership Course.


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April 17, 2019 4 Steps To Find Your Perfect Mentor

working with a 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. These people serve as coaches and mentors, and can be a principle reason for creative and professional success.

A mentor’s experience is a resource as valuable as any skill in your personal toolbox, but finding the right person for the role can be challenging in a new environment. 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 a drink 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 innovation 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 get cracking.

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