Core communication skills for managers

Good communication skills is one of the most overused terms for professional personal attributes. Almost all job adverts list it as a must and interestingly almost all candidates claim to be masters of it. I infer it goes to show that the ability to communicate effectively is the most important professional and life skill of all.

Corporate management techniques are only as effective as the communication that drives them. This article highlights some core communication skills for management as;

Self – Awareness

A good starting point in improving communication skills is to take time to understand yourself- self-awareness. This will help in understanding your emotions and how to manage them. Empathy for example may be innate but for certain professional decisions it may have to see the way of the corner telephone booth! This introspection will result in a habit of reflecting on your success and failure and keep you ready for new challenges.

Interactive Communication

There is need to aim towards interactive communication across the different categories of staff. The transmitter and audience roles will interchange in this process as either party may inform, listen and question. Some organisations are faced with employees who believe that for them communication is to criticise management and that the role of management is to take action to fix whatever is wrong. Leaders should communicate in a way that is intended to encourage participation, employee buy-in and ownership. Interactive communication encourages stakeholders to take personal responsibility for their own action and inaction. The problem is not that employees run away from the challenges they face in their day to day work but they are simply not asked and guided in facing them.

Always check for employees’ understanding every time you communicate. Be mindful that the job is not done when a message is send-it needs to be heard and understood first before acting on it.

Listening

Challenges may have been experienced in organisation simply because some of those in the leadership seem to be lacking the ability to listen. Listening makes communication effective as it allows learning about what is working and what is not. This will become your departure point in setting context of a shared vision. Every employee comes into the work place with his /her own context, a mixture of cultures, memories, upbringings and experiences. Employees need to understand the bigger picture and their fit into it. There is need to constantly communicate the why behind the business plan and every other business facet and then taking time to listen to all concerned. Professional listening skills require therefore that one listens to the message, listens for any emotions behind the message and be seen as acting on the information given.

Repeat communication

Effective leaders repeat their communication. But the most prevalent mistake by some managers is   the ‘tick –off –the box’ mentality. We tend to see communication as a once off event. Many people naturally need to hear a message multiple times. There is therefore, need to move away from the ‘I have already communicated that’ comfort zone. When effective /great leaders build trust and credibility in their teams it is about communicating a message consistently across multiple touch points. When employees hear the message repeatedly they are more likely to take notice and believe it and most importantly act on it.

Feedback

Complimenting/ appreciating employees is an imperative for great leaders. People work for more than a salary, they want to be noticed and praised for their work. Compliments are generally most effective if they are specific to the situation and in writing. On the other end, customers must be allowed to give feedback on your services and product if organisations are to continue improving.

Body language/ Dressing/ Self Esteem

It’s important to consciously watch out for non-verbal communication. Your intent may be expressed more by non-verbal communication. Voice projection, posture, eye contact etc. are part of non-verbal communication.

Presentation skills

Empirical evidence has shown that presentations have far greater intended success than non-face to face communication. This is another area where practise makes perfect.

Writing skills

Poorly written communication may be frustrating to the readers. Organisations who have invested in training all employees on basic business writing skills have seen the benefits of acquired communication techniques.

Clarity

Another core communication skill is clarity. Always try to think of who, what, when, where and how as you communicate. Explaining the why is vital particularly in regards to deadlines and expected outcomes. Employees may not realise that their job is only part of a series of tasks for a bigger project. Generally people like to know the reason why they are doing something. An overlooked link in communication is making it clear where to get more information if need be.

In conclusion, chances are you will continue learning about becoming an effective communicator throughout your career. Always remember that not communicating is a way of communicating. Spend a bit of time every day learning, reading and practising essential communication techniques. John Powell said ‘Communication works for those who work for it.”

Emmanuel Jinda is the Managing Consultant of PROSERVE Consulting Group, a leading supplier of Professional Human Resources and Management services locally, regionally and internationally. He can be contacted at Tel: 263 773004143 or 263 242 772778 or visit our website at www.proservehr.com