{"id":58090,"date":"2020-04-28T11:00:47","date_gmt":"2020-04-28T05:30:47","guid":{"rendered":"https:\/\/www.vskills.in\/certification\/blog\/?p=58090"},"modified":"2024-04-03T13:24:32","modified_gmt":"2024-04-03T07:54:32","slug":"ever-wondered-why-communication-holds-so-much-importance","status":"publish","type":"post","link":"https:\/\/www.vskills.in\/certification\/blog\/ever-wondered-why-communication-holds-so-much-importance\/","title":{"rendered":"Ever wondered why communication holds so much importance?"},"content":{"rendered":"\n<p><br><strong>Effective Communication<\/strong><em><\/em><\/p>\n\n\n\n<p><em>&#8220;Nobody ever tells <\/em>me these <em>things&#8221;<\/em><\/p>\n\n\n\n<p><em>&#8220;Why didn&#8217;t you tell me <\/em>sooner&#8221;<\/p>\n\n\n\n<p><em>&#8220;I guess I should <\/em>have <em>included you in the list of <\/em>people <em>getting my memos&#8221;<\/em><\/p>\n\n\n\n<p>The list of\nobstacles to good communication is almost endless. And each failure can mean\nserious losses\u2014errors, delays, bottlenecks, misunderstandings. Accordingly, the\nexecutive who maintains effective communications <em>up, <\/em>down, and laterally has taken a giant step toward increasing\nhis effectiveness. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>At our workplace<\/strong><\/h3>\n\n\n\n<p><strong>GETTING YOUR SECRETARY TO SCREEN CALLS<\/strong><\/p>\n\n\n\n<p>It&#8217;s up to\nyou to tell your secretary how you want incoming phone calls handled. Calls can\nbe broken down into general categories: Business calls\u2014urgent<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Business\ncalls\u2014routine<\/li><li>Calls\nof solicitation (salesmen, for example)<\/li><li>Calls\nof inquiry<\/li><li>Calls\nfrom business friends that may be either business or personal calls<\/li><\/ul>\n\n\n\n<p>No general\nrules tell you how to handle calls in each of the above categories. But using\nthe list as a basis for a discussion with your secretary you can tell her\u2014<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>which\ncalls come through immediately<\/li><li>which\ncalls require taking a message for a call-back<\/li><li>which\ncalls require a turn-down: &#8220;I&#8217;m sorry but I am quite sure Mr. Smith is not\ninterested.&#8221;<\/li><\/ul>\n\n\n\n<p>But it&#8217;s\nimportant to realize that your secretary is a public relations operative in her\nposition as call-screener. A secretary may make it all too clear that she&#8217;s on\nthe line to keep people away from the boss. The result can be cold, impersonal,\nand destructive of your executive image. The effective secretary is one who\nshows that she&#8217;s not only serving her boss but is rendering a service to the\ncaller.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>HANDLING THE PAPER FLOOD<\/strong><\/h5>\n\n\n\n<p>The\ncorrespondence load tends to be a highly individualized problem. No two\nexecutives face the same situation. By the same token, no one employee can\ncover all aspects of the problem for everybody. Here are some basic methods\nthat executives can use to individualize their handling of paperwork:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><em>The physical factor <\/em>It&#8217;s not unusual to find a lopsided pile of mail in an undersized\nin-box. Of course, a barrel-sized receptacle would <em>increase <\/em>rather than minimize the problem. But just check to make\nsure that you have an adequate container for incoming material.<\/li><li><em>Pre-sort delivery <\/em>One method of pre-sorting can be especially effective if you can get\ncooperation from your mail handlers. Here are two versions of such a plan:<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">One Executive&#8217;s Mail-Handling Technique<\/h3>\n\n\n\n<p>Andrew A.\nLynn, President of Yardley of London, Inc., handles his morning paperwork as\nfollows:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Read all mail.<\/li><li>Dictate replies to all letters\nrequiring personal attention.<\/li><li>Instruct secretary on how to reply\nto routine letters.<\/li><li>Forward mail to be handled by others\nto the appropriate associate, with comments or instructions, as necessary.<\/li><li>File mail to be acted on at a future\ndate in pending files, and instruct secretary to present them when they are\ndue.<\/li><li>Sort out reading matter and\nperiodicals, put those to be read in a briefcase for home or commuting perusal.<\/li><\/ol>\n\n\n\n<p>Even where\nsecretaries are competent to reply to routine letters, Lynn feel the executive\nshould sign them. He says, &#8220;You should know the contents of any letter\nthat goes out over your name. You owe the recipient the courtesy of a <em>bona fide <\/em>signature.&#8221;<\/p>\n\n\n\n<p>You may\nagree with Lynn&#8217;s statement. On the other hand, some executives use the\ntime-saver of having their names signed by an<\/p>\n\n\n\n<p>assistant\nwith the notation, &#8220;Per R.C.&#8221; the initials of the assistant.<\/p>\n\n\n\n<p><strong>Now here comes \u201cSIX OBSTACLES TO COMMUNICATIONS\nWITH YOUR BOSS\u201d that you may face every-day.<\/strong><\/p>\n\n\n\n<p>Even the\nbest of bosses may have qualities that may create com\u00admunications problems.\nHere are the six major complaints executives make about their contacts up the\nlines and what can be done about them:<\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>1. When He Won&#8217;t Listen.<\/strong><\/h5>\n\n\n\n<p>It has been noticed<strong> <\/strong>that<strong> <\/strong>many top\nexecutives say they don&#8217;t listen to communications from subordinates because\ninformation is presented in poorly organized form, or because opinions are\nbrought in half-baked. Perhaps your boss <em>ought\n<\/em>to listen; but since he&#8217;s human, you may have to encourage him to pay\nattention. Whenever you communicate with him-<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Be\nbrief.<\/li><li>Be\nclear on the purpose of your communication.<\/li><li>Define\nthe problem involved, so that he can see it\u2014fast.<\/li><li>Organize\nthe relevant facts so that he can get a grip on them\u2014fast.<\/li><\/ul>\n\n\n\n<p>Map out possible alternatives, and give him\nyour recommendations\u2014clearly labeling what is opinion and what is fact.<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Appeal\nto your boss&#8217;s special interests: do things his way, as far as possible.<\/li><li>Sell\nthe benefits of his paying attention.<\/li><li>Present\nany recommendations you have in terms of what they will do for him and for the\ncompany.<\/li><\/ul>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>2. When He Won&#8217;t Talk. <\/strong><\/h5>\n\n\n\n<p>&#8220;Cancel\nall overtime starting today!&#8221; Nothing more\u2014no further word of explanation\nto you.<\/p>\n\n\n\n<p>You know\nyour people have been counting on the extra pay. With no explanation to give\nthem, you expect trouble. It&#8217;s his mistake\u2014but your problem.<\/p>\n\n\n\n<p>Often a\nboss&#8217;s failure to tell the whole story is simply due to the fact that he has\noverlooked it. In the press of business, the matter slips his mind. Here are\narguments that make your case with him:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Lack\nof information can foul up your handling of a situation for which he is\nultimately responsible.<\/li><li>Incomplete\ninformation may send you off in the wrong direction\u2014causing delays in meeting\ndeadlines and similar waste.<\/li><li>You\nmay know of a Bette, alternative than one he suggests.<\/li><\/ul>\n\n\n\n<p>But, be\nspecific. Talk about real cases and actual or potential con\u00adsequences.<\/p>\n\n\n\n<p>The most\nalarming aspect of this problem, though, occurs when the boss just hasn&#8217;t given\nyou any clue at all that something is in the wind.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>3.<\/strong> <strong>When He Won&#8217;t See You.<\/strong><\/h5>\n\n\n\n<p>The boss\nbehind the Mahogany Curtain is certainly a most difficult problem for every\nexecutive. You may have to prove that time spent with you is beneficial to him.<\/p>\n\n\n\n<p>How? The\nsteps recommended above for the boss who won&#8217;t listen apply to the boss who\nwon&#8217;t see you. Add one additional require\u00adment: you may have to pave the way\nwith a telephone call, a brief preliminary one-sentence remark to him\npersonally, or a message relayed to him through his secretary. In any of those\ncases, your short message must be well thought out to:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>arouse his interest<\/li><li>suggest benefits that can be derived<\/li><li>indicate that you will not burden\nhim<\/li><\/ul>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>4. When He&#8217;s Indecisive.<\/strong><\/h5>\n\n\n\n<p>He&#8217;s the\nkind of boss, who, for example, fails to give needed information. But later,\nwhen things turn out badly, he says: &#8220;You sure screwed up the works. . .\n.&#8221;<\/p>\n\n\n\n<p>On the\nother hand, the error into which many people tend to fall is the belief that\nthe top executive will be able to answer any question\u2014whether it has to do with\na purchase of a box of paper clips or the relocation of an entire factory\u2014off\nthe cuff.<\/p>\n\n\n\n<p>If your\nsuperior is indecisive, first make sure that you&#8217;re not expect\u00ading\ndecision-making that would be as inadvisable as it would be impossible.<\/p>\n\n\n\n<p>Let&#8217;s\nassume, however, that the boss is, in fact, a Hamlet in execu\u00adtive clothing.\nHere are the moves to make in order to get a decision:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>First, try to find out what\ndecisions he would like you to make. That in itself is a decision, of course,\nbut it&#8217;s one that would relieve him of a heavy burden.<\/li><li>Second, when you do have a question\nfor an indecisive boss, marshal all the facts he will need for a decision\nbefore you put the question to him.<\/li><li>Third, spell out <em>why <\/em>a decision is needed and <em>when.<\/em><\/li><li>Fourth, if there is any chance of a\nkickback on the decision you ask for, spell it out. It&#8217;s amazing how often we\ndelay decisions because consciously or unconsciously we are trying to\nanticipate any trouble they may cause. If you spell out what such trouble may\nbe, you save your boss the time it would take him to think these matters\nthrough for himself.<\/li><\/ul>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>5. If He&#8217;s a Bypasser.<\/strong><\/h5>\n\n\n\n<p>He&#8217;s the\nboss who steps right in and gives orders to your subordinates. It&#8217;s safe to\nassume that there are reasons for the bypassing: the boss is in a hurry; he\nthinks he&#8217;s helping you; he expects to get quicker or better results. In any\ncase, steps like these can help:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Don&#8217;t show personal resentment. The\nimportant thing is not the damage done to your pride, but to the work and morale\nof the department. Keep it matter-of-fact; avoid accusations.<\/li><li>Be specific about the harm done.\nStay on a factual level. Don&#8217;t suppose or guess. Show what actually happened in\nthe past. (If nothing has happened, there may be no point in raising the question.)<\/li><\/ul>\n\n\n\n<p>Watch for\nlong-range effects. In some cases, bypassing may have no immediate\nconsequences. But over a period of time, you may find your position with your\npeople is weakened. They look elsewhere for information and instructions, for\nexample. Discipline itself may become a problem. In this case, your best bet is\nto sit down with your boss and give him the whole picture as you see it.<\/p>\n\n\n\n<p>Your\nbiggest problem will be to keep the issue from becoming personal. Don&#8217;t let\nfeelings and emotions complicate the situation.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>If He&#8217;s on Your Neck.<\/strong><\/h5>\n\n\n\n<p>There are\nmany possible reasons for the boss hanging around all the time. Maybe he&#8217;s\nworried about the way things are going, wants to pitch in. In that case, accept\nhis help.<\/p>\n\n\n\n<p>Or maybe he\nfeels uncertain about how well the job is being done. The remedy is to give him\nmore information. Ask yourself:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Are your reports too infrequent?\nWatch when he shows the greatest interest\u2014if it&#8217;s a couple of days before the\nregular report is due, volunteer the information earlier.<\/li><li>Do your reports contain the type of\ninformation he wants? Pay particular attention to the kinds of questions he\nasks on his visits to your depart\u00adment. Make that information available to him\nregularly.<\/li><li>Are your reports too detailed\u2014or\nlacking in detail? Either may be wrong.<\/li><\/ul>\n\n\n\n<p>In any\nevent, remember that your first communications duty to the boss is to give him\nall the information he wants.<\/p>\n\n\n\n<p><strong>And, of course, to your subordinates, you&#8217;re the boss, try your-best.<\/strong><\/p>\n\n\n\n<p>Become a <a href=\"https:\/\/www.vskills.in\/certification\/media-and-communications\/workplace-communication-skills-professional\"><strong>Certified Workplace Communication Skills Professional<\/strong><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Effective Communication &#8220;Nobody ever tells me these things&#8221; &#8220;Why didn&#8217;t you tell me sooner&#8221; &#8220;I guess I should have included you in the list of people getting my memos&#8221; The list of obstacles to good communication is almost endless. And each failure can mean serious losses\u2014errors, delays, bottlenecks, misunderstandings. Accordingly, the executive who maintains effective&#8230;<\/p>\n","protected":false},"author":967,"featured_media":58101,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_joinchat":[],"footnotes":""},"categories":[1405],"tags":[7161,7193,2061],"class_list":["post-58090","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-media","tag-become-a-certified-professional","tag-certified-workplace-communication-skills-professional","tag-vskills-certifications"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Ever wondered why communication holds so much importance? - Vskills Blog<\/title>\n<meta name=\"description\" content=\"Ever wondered why communication holds so much importance? At workplace communication is the key. 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