How Does Communication Flow From Your Office to the Staff?
Office communication is critical for the daily and regular instruction needed to run a business. Managers can convey information in a number of ways, some of which are very productive and others less effectual. No one "do-all" method exists for every situation; managers and employees need to use multiple tools as situations and needs change to distribute information clearly and efficiently.
Other People Are Reading
-
Traditional Communication Methods
-
Historically, managers in most business environments communicate ideas through one of three different formats: spoken word, written memorandum and reports, and guidelines or guidebooks. These three approaches are common in all types of industry and have been for decades.
New Technology Opportunities/Demands
-
Given the burst of technology, particularly such social platforms as Twitter, blogs, and websites, the likening of office environments to "Star Trek" is becoming more and more of a reality. What used to be seen on TV as futuristic communication has become today's personal digital assistants, emails, instant chat systems, global position satellite (GPS) systems, and electronic data transfer software. As a result, managers are finding themselves under increasing pressure to respond and communicate faster and faster. Savvy managers have adapted to these new mediums to take advantage of their convenience and mobility benefits.
-
Emotional Intelligence and Body Language
-
One form of communication that is rarely discussed in managerial training programs has been the aspect of emotional intelligence awareness and unspoken body language. Managers give off hints and clues to their thinking all day long; sometimes unintentionally, this silent form of communication can influence staff both positively and negatively. Formal emotional intelligence training brings this issue into managers' consciousness and offers strategies for controlling body language. This type of awareness gives an office leader a communication tool that does not rely on verbal or written words.
Training and Protocol
-
Frequently, managers of large organizations need to establish protocols for office communication. This network-wide approach regulates the spread of information to prevent chaos. Without these controls, everybody would try to communicate without any organization or feedback.
Protocols provide rules to regulate communication traffic (for example, memos should follow a certain format). Verbal and written communication needs to go through specific channels so all involved are made aware appropriately, and certain records need to be retained so that they can be retrieved as documentation of events. Protocols to authorize certain activities should dictate who can communicate with whom. These rules, when followed, provide the organization leadership a predictable and redundant system of communication traffic protection.
Cultural Differences
-
With emotional intelligence awareness, differences become more apparent among how various cultures communicate. If managers just follow a standard Western format, they can miss critical cues that different cultures emit subtly. For example, the East Indian and Asian culture frowns upon an outright "no" to someone's request, even if an employee is in disagreement. By understanding cultural differences, the manager can ask clarifying questions to cut through passive resistance to receive an accurate answer from an employee.
-
References
- The Washington Post: Fenty's Bullpen Rejects Traditional Office Model
- Entrepreneur.com: Virtual Office Management Means Effective Communication
- Daniel Goleman: Emotional Intelligence - Why It Can Matter More than IQ
- Network World: Managing Body Language
- Pick the Brain: Why the 9 to 5 Office Worker Will Become a Thing of the Past
Resources
- Photo Credit office phone image by Christian De Grandmaison from Fotolia.com
