How Better Communication Makes Projects Happen Faster
As telephones and computers become more accessible, project timelines should be easier to understand than ever. Yet coworkers still have trouble communicating enough to execute a project on time, no matter how many tools are provided to them.
When a task takes longer than expected or an emergency pulls someone from work, more than one person’s timeline has to be changed. However, with the right amount of planning and discussion, a project’s deadline can be reached with some flexibility and communication.
To make projects happen faster, try to make any delays or accomplishments clear to all coworkers involved in a project, discuss what is needed to move on and show appreciation for work accomplished.
Make Current Status Clear
By providing updates to coworkers on the same project, other colleagues can adjust their schedules to push up a key task. If there are any delays, coworkers can find other assignments to accomplish while they’re waiting. Further, employees will learn which tasks are necessary for others to do their work and tackle those first.
Try to keep these updates limited to avoid clutter. Once a group chat is filled with unnecessary interruptions, the notifications may be ignored interminably.
Focus on Big Picture of Project
Staying isolated from project coworkers can be disastrous to providing a timely solution to customers. This is because the end goal of what the users want should drive every aspect of the project, including the conversations around it.
If a design needs to be shown to a seamstress for a new dress, updates on the choice should be sent to her quickly so she can plan around putting together the final project as fast as possible. Any delay in the design would completely alter the seamstress’ schedule. Also, without any knowledge on when she can expect the design, she can’t manage her time as efficiently as a tight deadline requires.
Show Appreciation
A simple expression of thanks for an update and especially for tackling a tough task can help a coworker feel more accomplished and secure in their profession. When an employee feels satisfied with their work, they’ll likely be more content with their career situation and act with confidence. All it takes is some attention and recognition for hours of work.
By communicating a little more, tasks can be accomplished easier and faster, all while boosting coworkers’ morale.
How Better Communication Can Make Workers Happier
An enjoyable workplace can be the difference between a night relaxing with a book and a night driving with a plan to leave everything behind. While at work, conversations between coworkers, bosses and clients can drastically affect employees’ attitude in all facets of their lives.
Without a workplace that respects them and their talents, employees are likely to feel trapped in their job and let productivity slip. A couple of steps in the direction of clarity can turn attitudes around.
Staying positive, being actively in the moment, reading body language, communicating expectations clearly and giving positive feedback can make the workplace more productive and enjoyable.
1 Stay positive, for everyone
Don’t worry about coworkers complaining about someone being too happy. In the end, it’s likely best to make smiling contagious in the office.
While research that said forcing a smile is now in doubt, the scientific consensus is that one person’s smile can prime another to smile in response. The smile is a reflexive one triggered by empathy and can help keep the office upbeat.
2 Be in the moment
Even when people are thinking of pleasant things, they are still less happy than when they are living in the moment, no matter if they’re driving to work or sitting poolside.
Research by Matt Killingsworth, who has a doctorate in psychology, said people whose minds wander from their current task are likely to be less happy.
A Harvard Medical School publication says taking time to intently breathe and deliberately work on the moment’s task is one of the best ways to stay mindful of the present. Of course, meditation is the preferred technique of mindfulness.
3 Read body language
Imagine being a poker player and trying to understand what an opponent is thinking. Knowing she looks stressed when raising the stakes may mean she’s bluffing. Those same tips easily apply in the boardroom.
Pick up on the little things that people do, whether it’s crossing their arms or staring a bit too intensely. With a bit of practice, it becomes easier to read what people are thinking and what they might be hiding. This Entrepreneur article has a couple of great tips on how to read body language in a professional setting.
4 Clearly Communicate Expectations
On its face, it seems so obvious that no one would miss it. But plenty of bosses hastily offer suggestions for their employees without giving them enough instructions on what to do.
“We need a risk assessment for a new server we’re considering,” the boss says. “Get it to me quick.”How detailed of an assessment is needed? What server is being considered? Why might the office need a new server? How soon must it be done?
Understand that employees need some framework on which to build their next task.
5 Give positive feedback with constructive criticism
Last week’s newsletter comes to the desk bleeding red ink, with two large words hastily written: “Needs Work.”
Exclusively negative feedback can lead to dissatisfaction with work and a decrease in efficiency. Sprinkle in some positive aspects of the assignment in question to help an employee feel validated by her work.
The U.S. Office of Personnel Management says feedback needs to be specific to a goal or task, timely to the suggestion and positively spoken.
A few words or gestures can mean a great deal to employees who are struggling to make sense of their place in the world. Keep them confident, able, and willing to take on the day’s goals.
How to Keep Phones From Disrupting Conversations
The story you’ve been planning to tell ever since your first day of vacation finally comes up at lunch. Naturally. Coworkers will be sharing this story all over the office once they hear it. The stage is set.
It needs a bit of backstory, but about a minute later, the excitement hits. With the punch line seconds away, you make a final check to make sure it lands. Every coworker is on her phone, browsing Twitter, checking emails and aimlessly checking anything that could come up.
The joke ends halfheartedly. Another minute goes by, with only the door opening to break the silence. The phones have taken over.
As it turns out, even having a phone in view can affect how close people feel to one another during a conversation, according to The iPhone Effect study. In plain English, more fulfilling conversations happen without a phone.
Keep the phone on vibrate, use different tones for different contacts, leave cell phones at the office and avoid unnecessary calls to be a more efficient and rewarding workplace communicator.
Turn off Ringtone
While ringtones can be a happy reminder of a nostalgic tune, a workplace full of everyone’s favorite song can become tiring and annoying. On top of that, loud ringtones can be jarring for the phone’s owner. Turning the phone to vibrate mode will alert without distracting.
Use Different Vibrations for Important Calls
When vibrate mode is on, usually a single vibration style is used for every contact. Choose which calls to ignore and which ones to pick up with this guide for iPhones and this guide for Android phones. Both set ups allow custom vibrate patterns for each contact to help remember when the boss is calling.
Leave the Phone in a Pocket or Purse
The New York Times Reported that “technoference”, or electronic devices getting in the way of human relationships, has become more prevalent as smartphone use has increased. Try to avoid checking for every notification or buzz and stay involved in discussions and chats instead.
Only Take Important Calls
Work is not the time to hear about a cousin’s fantastic weekend. A boss is checking in while on the road may be necessary, but time used on the phone is time not spent on a task due tomorrow. Keep calls constructive and relevant.
Today it’s pretty difficult to live without a phone. While it allows for some quick and effective communication, mindful use of a cell phone is best to avoid distractions and coworkers’ frustration in the office.
