The Importance of Communication

In Business

Major problems are created when a breakdown in communication occurs, especially when there
is a team of people that are working towards the same goal. We usually relay on leaders to
provide solutions to the problems, or to facilitate an open channel of discussion that will solve
the problem. Leaders understand the consequences of a poor financial management, but not all
leaders understand the importance of communication skills. Moreover, inadequate
communication leads to accidents and safety incidents, and many programs fail to meet their
objectives.
It is the leader’s role to ensure that communication factors, such as the appropriate channels, the
amount of information is shared, well-constructed messages, complete feedback from the
recipient to sender, etc. all take place effectively, as we have to remember that it is not only what
we say, but how we say it. Another major aspect which is vital in communication, is the cultural
aspect, where non-verbal cues and physical closeness are to be respected. All these factors,
create a culture of trust and openness in the organization, and are key in how an organization
functions.
The free flow of information and communication, starts from the leader and the way they
communicate, by being transparent and adopting methods that promote dialogue and engage the
employees. The lack thereof transparency and openness, creates a breakdown in the
communication flow and leads to employees that are disengaged, and problems are no longer
brought to the surface. The non-verbal communication, with two postures “open” and “closed”,
can either inhibit one’s response or make them feel comfortable in their communication.
Communication is a two-way street, an exchange of verbal and non-verbal messages, and is
essential that all messages are accepted and understood by the recipient, where the
communication media and technique play the utmost role. The effectiveness of a two-way
communication results in an early identification of problems, team goal orientation and increases
employee’s creativity.
Leaders should identify when there is a breakdown in communications, if inappropriate channels
are used, if there are incomplete feedback, or poorly framed messages, and make sure all take
place effectively. One of the most important aspects in ensuring all communication means are
used efficiently, is for the leader to make time for open communication, where the employees
can apprehend the leader and clarify concerns or ask questions, during team meeting, or before
and after the meeting. When problems are shared as a team, the communication is done
unanimously, and more solutions can be found bringing all parties to agree on terms in real time,
without the need to wait until all employees are informed on changes and decisions made.
Communicating who you are is also important when in a business environment. Much of what
we do is an added component to the communication culture. Are we motivated or uneasy and
choose the expedient route, are we allowing others to see our “inner being”, or other deep issues?
As a leader you have to face your fears, overcome them, and practice new ways of operating,
with a communication culture that promotes trust and brings the maximum exchange of
information.
Effective ways of learning communication skills are readily available and can be practiced daily
regardless of one’s position or status, but first we must analyze and define what kind of speaker
we are. Either we are “engaging” or “flat line”. By engaging the listener, their attention to the
information shared is guaranteed. Taking responsibility for our communication, is not just simply
speaking then just awaiting an immediate response, we are invested and interested in the
listener’s understanding of the message. When taking responsibility for the information shared, a
partnership is created when the dialogue is developed. The interlocutor’s interest can only be
captured by the way we construct and deliver the information. In addition to sharing information
we are also addressing listener’s needs, when answering important questions, that they posed. In
the end the interlocutor’s feedback is the one steering what we say and how we say it.
We must emphasize the fact that engulfing the listener and saturating them with too much
information, can become a one-sided conversation, where the connection with out listener is not
forming, and no rapport is built. To facilitate a two-way communication, we should develop
“intrigue”, use shorter segments, obtain feedback, address small and big details, and
accommodate the lister’s learning style. Their learning style is a turning point in how well they
understand our message, and their ability to process the information we are relaying, and what is
presented, to elicit a response. It is important to recognize the listener’s need for detail, as a
person interested only in the big picture will become quite frustrated quickly, hence why a good
strategy is to provide the overview and some detail. By obtaining their feedback we can adjust
the amount and structure of information needed to be shared.
One way to maximize the engagement with your listener, is to say information that applies to
their situation and circumstances. Often times, questions need to be asked, and depending upon
their situation, the listener will act and will provide information that you might not know unless
they tell you. Everyone has different style with specific preferences, when it comes to
communication, and is advisable to try and accommodate as many styles as possible. In addition,
the use of stories can make what you say interesting and illustrate a point, either by using real
situations or a made-up story, that listener can identify with.
To master communication, we must also be willing to listen to other’s perspectives. Not
everyone is proficient in expressing ideas and techniques, or easily provide information about
themselves. Active listening is vital to understanding, and our focus and attention are key factors.
Concentration on the details communicated by the other person, absorbing and understanding the
information conveyed is the goal in active listening. If we relate to others professionally and
personally in our shared experiences, we are laying the foundation for honest, clear, and
functional communication.
Another skill involved in communication is conflict resolution, where we become the mediators
for disagreements and conflicts, and sometimes the use of compromise and openness is needed to
solve the conflict. While developing the skills of active listening and empathy, one can broaden
their perspective, and becomes more patient and open with others. We want to make the other
person feel respected and heard, these actions being key, if we expect the others to respect and
listen to our ideas. Numerous times we have to face situations where people let out strong
emotions and become angry, losing their ability to remain rational. When reaching that level
where an agreement cannot be reached, a reassessment of the goal in communication with this
person must be made. Usually, mutual goals keep all parties grounded and allow some flexibility
on both ends if a compromise will be made.
The use of language, the thoughtful usage of words and their selection, can pave the way to an
easy communication. It is connected to active listening, where we avoid assumptions, and a key
skill is to ask the person what they really mean by “x”. This way we are demonstrating, that we
are engaged, and we relate to the person’s experience. The way we repeat with our own words,
the shared experience, proves that we pay close attention to the communication that takes place.
It is imperative that we do not get stuck on one detail that we might not understand, and create a
tunnel vision, giving our interlocutor the impression that we already formed our belief or
opinion, without truly perceiving what is going on. While our past experiences can be important
to us, in reality, someone else might have the same experience, but perceive something
completely different from theirs. It is important to not let assumptions from our perception lead
to the final conclusion, but to gain all the facts and information about the other person as an
individual.
We should always know when to take charge in a conversation or let the others lead. It is a very
complex skill to acquire and requires continuous learning and growth. Depending on your goal,
either to impress your employees, your coworkers, or your boss, finding a window to
demonstrate your strength, or simply teaching others what you know, always focus on your
objective and use the appropriate communication skills you learned.
Communication impacts all aspects of life, our education, employment and our health. Observing
meticulously and expressing views are extremely important in every field, especially when
communiction is directly responsible for the success of the organization.

Refererence:
https://managemagazine.com/article-bank/self-handicapping-leadership/importance-
communication-skills-leadership-management/