Blog: Winning through communication – Part 2

Now we have a lot of channels to explore when it comes to communicating and different levels of it as well. However, the quality of communication has not gotten better, but rather deteriorated. The hustle culture makes us want to do more, be more, achieve more. While enthusiasm to do more is a positive attitude to have, it is so only if it is within the limits. But more cannot be equated to better. Hence it is not about increasing the quantum of communication but about improving the quality. Our expertise in communication now needs to extend across different channels.

So let us explore a few channels of communication, their relative benefits and how to optimize the usage of the respective channels. We would also examine the challenges in the post pandemic world and how to overcome them

What are the modes or methods through which you can communicate?

•     One-to-one meetings – This is probably the most advantageous when it comes to effectiveness. One is able to look at the face of the person and relay clearly what they intend to say. The speaker can also gauge the reaction of the listener and clearly convey the point with very little chance of misunderstanding or erosion of the ideas. This is the channel best used for conveying tricky and difficult communication as the meaning of such messages have a high chance of getting misinterpreted through any other mode.
•     Emails – For people whose strength is the written word than the spoken word, an email is the most effective tool of communication. The edge that an email has over spoken word is the possibility of making well thought out responses. In a face-to-face interaction, chances for emotion fuelled knee jerk reactions are more. When you write an email, there is an opportunity to think well, word it appropriately, edit and rephrase the communication to make it convey the exact sense it was intended to.
•     Messages – Messages too works as a great means to communicate brief information bits for people with better writing skills than speaking skills. The chances to amend and respond after deliberation is present here along with the advantage of a faster response time than emails. In this platform, focus should be on brevity and on precise, sparsely, worded communication for maximum impact. Same applies to WhatsApp messages too as longer messages can’t usually hold the interest of the reader or it may result in them missing the core point in a deluge of less relevant information
•     Group Meetings or Video conferences – When a larger number of people need to be communicated to, then a virtual or video conference is the best option. In the present situation where most organizations are opting for a hybrid model of functioning, it is easier to have targeted communication done virtually. It has almost all the benefits of a face-to-face meeting coupled with less hassle and time required compared to organizing a physical meeting. The only flip side is active interaction and engagement is difficult to have in video conferences.
•     Phone calls or video calls – When communication is between two people and it is a sensitive subject that needs to be discussed then a phone call or a video call has maximum impact. It would feel more personal to the receiver of communication and also give them a sense of being acknowledged and given importance to. This is a tried and tested mode of communication which lost its well-deserved importance with the advent of more impersonal technological advancements

Challenges in communication in the post-Pandemic era

In the post pandemic world, among many other new challenges, one of the vital ones is difficulty to get across significant communication in the most appropriate manner to the intended recipient. This is quite a challenge especially in environments where communication has a big role in day-to-day functioning. The impediments faced are mainly because:

•     Physical proximity has reduced with fewer people being present at work places – It is impossible now to take advantage of the physical presence of employees and reap the benefits of immediate communication and reciprocation. It can only be done at a pre scheduled time and even then, the effectiveness could be lesser because of the time lag.
•     Attention span is lesser – Covid lockdown and isolation periods have made the attention span of people lesser than ever before. People are no longer forced to ‘wait’. If a communication is not able to keep them engaged in the initial couple of moments, they are not willing to wait patiently. There is always an alternative readily available to grab the interest. In this background, when the communication is not crisp, brief and timed well it has very little chance of getting the recipient’s attention

What can be done to overcome this situation?

How quick you adapt to the changing environment defines your success. It applies to communication as much as to anything else.

Using advancements in technology effectively – One of the few positive developments from the covid times is the numerous kinds of communication They helped people keep in touch throughout their periods of lockdown. Embracing these even in post covid times and using it to make workplace adaptable for the people separated by physical distance is imperative to ensure seamless communication

Use time effectively – Long Winded communication style is out and crisp, brief communication is in. To reach people with less attention span, leaders have to relook at their communication style and learn to make the best use of available time

Establishing the understanding and rephrasing– With lesser opportunities to gauge the reaction of people from body language and expressions, it is imperative to repeat, summarize, rephrase and establish the understanding of what is communicated. Assuming what is intended is what is communicated becomes dangerous in the new world.  

Fix a time for interaction or communication – When one has a specific time slot fixed for interactions – online meetings, calls or even informal interactions, the involved people are more receptive as there is a sense of preparation. Unscheduled meetings or calls interrupt the regular work routine and could create a resistance because the inconvenience of disruption will not be very welcome. This is where planning assumes importance. Having monthly, weekly and daily calendars help in scheduling interaction time well ahead and getting the buy-in of all stakeholders involved.

If you are looking for any mentoring for your team in improving their communication skills or if you are looking at equipping yourselves better as a communicator do write to us at harish@harishrao.world to know how we can help you with it. We understand the difference good communication focused mentoring can make on a person’s productivity. We would love to work with you on this or any other business coaching needs you may have!