Tips to improve communication in your company

To achieve an effective internal communication is not necessary to perform complicated processes

Many companies are concerned about their communication with customers, create new channels, hire professionals to update your social networks and telephone exchanges to service customer service. They know that communication is important, and invest it. However, many fail to pay attention to something primal: the communication among its employees.

When somebody high up as the CEO or president of the company, must submit a statement to all employees, the most common way is to send him an e- mail to managers who are passing to their subordinates. Imagine that you are an employee on the end of the chain and receive an email with the subject “FW: FW: FW: FW: ENC Press Release”. In the third Acronym no longer gives more willing to open such a statement, is not it? It is these little details that can leverage or stop good communication within an organization.

Quite simply, the communication consists of a sender passing a message to a receiver. If we separate each member of this equation, we can already find several possible sources of problems. The transmitter has full knowledge of the message to be passed? And he expects the receiver do when they finally get the message? The receiver actually understood what was her past? And the message is the most understandable format possible?

Quality communications need to work three essential aspects: first, the content that needs to be communicated; second, how the information is handled; and third, whether the message was received and understood. Questions may seem obvious, but these items are the keys to having a company that can conduct a dialogue without obstacles.

One of the most used tools to send messages is certainly the email. It is cheap, fast, and its use is very simple, just each person having their account. But lack of time is often an excuse for people simply relaying their message, without worrying about the receiver. The ideal is to avoid this type of behavior. If you received an email, then another complementary message, and need to pass on to your sales team, for example, it is preferable that you spend 10 minutes organizing information – and putting what is most important at the beginning of the text – the that make each of its twenty vendors miss ten minutes looking for the important information which that contact.

Also, look beware “Subject” field. Today people are extremely selective and only open what seem to them to have some importance. Even being a corporate message, often employees see that there’s a new email but decide to open the message at a later time. If it’s something urgent, you are already losing precious time. Use the subject line to inform about what is that information, if it is urgent signal and avoid vague terms like “report” or “buy.”

With the growing use of smartphones, other forms of communication have spread by companies such as instant messaging applications. WeChat, WhatsApp, Line and others are very practical and have minimal costs, since each person has their device. You can group several people in the same conversation and send the data once they receive all of the group. The problem starts with the answers. Imagine 30 people answering a contact and then talking to each other. Someone who can not follow the conversation since its inception will cringe with 60 posts to read, many practically unimportant. Until he found what really is important, valuable time will be lost.

Another point that also seems basic, but many forget to do is feedback. The message reached the recipient’s e- mail? He read its contents? And most importantly, he understood what was passed? In the rush of everyday life, many times we just do a quick read, but not “absorb” what the message meant. What do you expect your employees to do after receiving the message in question? Ask for him and make sure he understood the contents.

To achieve an effective internal communication is not necessary to perform complicated processes. It only acquire small habits from watching the spelling to check whether the message was understood. Applying these precautions, you can prevent entire sectors of major problems caused by a simple misinterpretation.

Source: www.administradores.com.br

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