Communication
Communication is one of the core skills for recent college graduates, according to employers. Communication style and strategies vary based on the method of communication (in
person, email, text, social media, or presentations). Effective communication can
also lay the groundwork for cultivating and maintaining mutually rewarding and beneficial
working relationships with customers/clients, co-workers, and supervisors. Below are
some ways to be an effective communicator in the workplace:
Pause Before Speaking
If you’re a new employee, try to observe how your new workplace communicates and follow
the best practices you see. You can offer ideas and suggestions, but don’t forget
to offer your opinion tactfully, keeping in mind colleagues and supervisors who may
have much more experience. Consider asking questions before diving into a response.
Listen Attentively
When others speak, practice your “active listening” skills. Instead of preparing for
what you’ll say next, try to show you are interested in the other person and what
they are saying. Look at them, nod to show you are listening, and ask questions or
paraphrase what you heard (“So you’re saying…”) to make sure you understand. Notice
both words and body language. Listening can help to prevent or minimize conflict or
misunderstandings in the workplace.
Who, What, When, Where, Why – and How?
The Five W’s and one H can help make you a stronger communicator. So, when you’re communicating verbally
or in writing, cover all six angles. Also, when you need to communicate, consider
whether it should be spoken or written – and this depends on the content, purpose,
situation, and the preference of your receiver.
Double-Check Emails
but most importantly, your questions or messages are clear. Consider using a tool
like the free version of Grammarly to help minimize errors and strengthen your professionalism in written communication. Respond
to emails in a timely manner with an appropriate subject (Project Deadline), salutation
(Hi Ms. Brown,) and signature (Best regards, Kevin Mikel). Avoid using overly casual
language or abbreviations in emails. For important emails, consider asking a colleague
or supervisor to proofread to ensure your message is strong and successful. See sample
professional emails here.
Technology Etiquette
or supervisors. Try to engage and show interest with strong eye contact and by taking
notes as needed.
Stay Current
talking to professionals in the field, attending conferences, watching webinars/videos,
and reading articles. Ask colleagues or supervisors for some ideas of where to start
for your field.
Policies and Procedures
Almost all organizations, regardless of size, have varying degrees of written policies
and procedures. Organizations usually maintain global or organization-wide policies
and procedures, as well as some department- or area-specific policies and procedures.
As an employee, you are expected to obtain and maintain a general working knowledge
of those policies and procedures. Your Human Resources Department, in combination
with your specific department, should provide or make available to you in some form
these policies and procedures.
Often overlooked or underestimated are the unwritten policies and procedures of an
organization, sometimes referred to as the organization’s culture or way of doing
business and/or getting things done. Although not always immediately obvious, it is
important for you to be aware of the existence of any unwritten policies and procedures.
As long as these unwritten policies and procedures are not unlawful or unethical,
it is often wise for you to be sensitive and even responsive to them.
Professional Email Communication
Emails are an opportunity to show your written communication skills and professionalism
through tone and style. Choose to write emails, starting today, that are clear and
professional. Here’s an example of how to write a professional email to an instructor
or facult member here at Southeastern.
