Maximizing Communication Tools For Greater Productivity Article

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Maximizing communication tools for greater productivity

Communication is the process of transfer information from one person to another person. The more you communicate with style and sophistication, the better response you get from the listener and for an individual’s career point of view.

Author: Amarpreet97

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The research on communication reveals that only 7% is the content part of communication i.e. “what we communicate” whereas 93% reflects on “how we communicate.” The manner in which we communicate is very important to achieve excellence in any stream of business. Also from an individual’s career point of view, since effective communication can make him the leader in the trail of any business.

Be it IT industry or any industry, employees anywhere are managed with communicating in different forms, communication so being used as a tool for motivating, team-building or any other organizational activity thus increasing the productivity.

The more you communicate with style and sophistication, the better response you get from the listener. There is greater trust and openness when you communicate either verbally or non-verbally.

But, we are talking of communication tools and to how these tools can be maximized or used efficiently to maximize productivity. There are communication tools which are tangible and without which communication in the present day would be virtually impossible and then there are intangible tools which is necessary and which can create a tremendous effect on the listener. The basic communication tools which are used for communication in any business are Telephone, laptops, desktops, facsimile machines etc. But, I would be rather focusing on non-tangible tools.

There are essentially two forms of communication that is used so that we understand where these communication tools are used. The first form of communication is external form of communication where in a business, you communicate externally by interacting with your customers, suppliers and channel partners. Another is internal communication where you communicate internally within your organization with your employees at all levels. Both these may require tangible and intangible communication tools.

Tools of Communication

Asking questions:
This is a potent tool as it clarifies the meaning to the listener. The questions often asked may be irrelevant or pertinent but confusing. When you ask questions like – Hey! What is it that you like most in this organization? Or What are your views about your boss?, this is slightly an indirect question which may bog down your employee. He then will take time to answer your question. So, it is better to be more precise, near to your topic of discussion and clear in your communication. When a listener tries to answer, he will take time to understand the meaning. Also, be very soft in your speech so that the listener can take even the toughest questions lightly. When you ask questions, observe closely, encourage action or speech, show interest in the speaker/listener, and try to ask open-ended questions which will various responses.

Listening:
Listening is another tool which gives way to elaborate discussion. But, when you listen, listen actively with your eyes and ears open. This if understood well, increase your knowledge as you are open to information that is delivered to you. Think of you being a vendor and you are listening to your client who wants quality solutions or products from you.

A number of IT companies have been successful because they pay due attention to their clients by listening to them and then fulfilling their demands. If you just speak and do not listen, this may cause problem to your business.

Re-stating or Paraphrasing:
Now, paraphrasing means you need to speak or ask again the information you just sought regarding the subject of concern. The informer has to send the right signals by all means so that it reaches the listener in an understandable form. This tool clarifies the statement which you have just heard or listened. It may be asking to your employee like: “I hope you have understood your work”. This tool clears the misunderstanding if any exists regarding your work.

The above tools are the basic tools which you already know, but how you utilize it makes you an effective communicator. While you adopt these tools effectively, make sure there is no distraction in your work area so that there is clear communication without any noise. Although everybody does have unique style of communication, make sure that when you communicate, this should have relevance to the work area and should also enhance the team work.

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Maximizing communication tools for greater productivity