Management Matters

Communication Tips to Effective Motivation

Date Posted: 01/27/2016

Communication Tips to Effective Motivation

Effective communication is imperative in a leadership role as communication skills are what separate a poor leader from an exceptional one. As the saying goes, “It’s not what you say, but how you say it.” Choosing the right words and getting your message across as clearly as possible are skills that all managers need to work on.

Effective and efficient communication with your team can eliminate misunderstandings and encourage a peaceful and healthy workplace that leads to improvements in productivity, profitability and employee motivation.

Here are some tips management experts use to improve communication in the workplace:

Open Meeting – As a manager, it is easier to communicate your thoughts, plans, and goals in an open meeting with your team so each person knows what they are supposed to do and are responsible for. They will not just hear what you are saying but will also see and feel it.

Emails – In any office, email is the main source of communication and remains the strongest and most effective way to send messages to members of your team. You don’t need to pull them out of their work station and in just a few clicks they receive your message. It’s therefore very important that your message is perfectly clear and does not raise more questions than it answers.

One on One – In some situations, written words are not enough to relay your message as some people understand better when you talk to them on a one-on-one basis as it’s solely focused on them. However, make sure you maintain eye contact with them when you talk and ask them to let you know if something is not clear or if they have any questions.

Use Visuals or Presentations – Visuals are powerful in any communication as most people grasp messages better with the aid of pictures or charts. This too gives room for better comprehension as they do not only hear the message, they also see it.

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Show confidence and seriousness – Always display confidence and seriousness in delivering your message to ensure that you will not be taken for granted, particularly if you are discussing a serious matter about how a task should be completed. Failure to do so can likely make your team members ignore or disregard the message.

Avoid micromanaging your staff – When employees feel they have control over their job, they feel a sense of purpose and are more invested in the entire process. Provide your employees with the tools they need to get their job done and give them the freedom to do it their way. Micromanaging only makes employees feel that the company doesn’t consider them competent enough to do their job and they feel insecure and unmotivated.

Give positive feedback – Don’t forget to give positive feedback whenever possible. Praise and recognition will motivate employees and make them feel competent and important.

Use Simple Words – You don’t need to be a walking dictionary to effectively communicate. Use words that can be easily understood by the level of people you are speaking to, ambiguous words can be misunderstood and a waste of time having to explain yourself.

Listen – Communication is always a 2-way street. Being an effective communicator means listening as well as talking. Listening will help you become aware of what your staff is thinking or what they need so you can help them meet their goals and standards. Encourage your team to open up and talk. This is also a good way to get their feedback to see if they understand your message.

Use Body Language – As they say, “Actions speak louder than words.” While you are speaking, your body language is also delivering the message. Master the art of using body language: stand/sit up straight, use smiles, handshakes and eye contact.

Use an Appropriate Tone of Voice – Make sure you use the right tone of voice in communicating. One word can mean different things when said in a different or impatient tone of voice and can discourage or demotivate staff members.

Be Humorous – Use of friendly jokes can help pass the information in a more relaxed way. This can also minimize tension in the group when the atmosphere becomes unfriendly and intense. Just make sure you don’t overdo it.

Avoid Mumbling – Speak clearly when communicating and don’t mumble. Speaking too quickly or mumbling words can show that you lack confidence in yourself. If you don’t know the answer to a question, say so and tell them you’ll find out and get back with an answer.

Gesticulate – Demonstrate your message with your hands. Hand motions and signals helps making the subject matter serious and shows that you really understand what you are trying to say. Again, just don’t make your body movements too exaggerated.

Communication is something we do normal but communicating effectively entails choosing the right words and delivering the message in an appropriate tone and listening with our minds.

By mastering the above communication strategies, you can ensure that you are a key communicator in your office. Communication skills are essential no matter where or who you are with. Also, successful communication within a workplace can determine whether a business, company or individual is successful or not.

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