Find Communication Role Models

If English is your first language, I’ve got some good news and some bad news.

The bad news: you’re too fluent! You may be too close to the language to realize how or why you’re using it in a particular way. It’s instinctive.

The good news: you’re fluent! So you are not short of ways to express yourself.

Those of you who have studied English as a second language often have earned a slight advantage. You’ve been forced to look at things differently. Maybe your grammar is better than someone who learnt English as a first language. Not unusual.

Knowledge of grammar and the way words work will help you communicate.

Given that English is the language of business, it’s not a bad idea to know how it works really well.

Look for role models who speak the language well. Listen to them. Do not rely on sportscasters, athletes, coaches, rock stars, etc.!!

Tune into the best: BBC in the U.K.; CBC in Canada; ABC in Australia; public broadcasting in the U.S.

Tune into BBC World as your news network so you can absorb the language by listening to the best.

Read your country’s best newspapers and magazines. You know their names.

It doesn’t require a lot of work on your part.

Bathe yourself in words – and the English language.

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Writing Skills Sell

Writing is one of my core skills.

It needs to be one of yours.

And you need to take feedback graciously. I’ve been writing most of my adult life. Yet I welcome feedback. I know writing can always be improved.

When I write something, I like to bounce it off an audience. I ask my team members to review it. I’m not possessive about my first drafts and you don’t have to be either.

Also, although writing is my core skill, I promise you that I do not pretend to know everything about writing. Neither can you.

Think about the challenge. More than 600,000 words exist in the English language; plus 200,000 technical words. Then there’s the grammar. You can’t know it all. In fact, if you’re a professional writer, you will own reference books. Many reference books. Tricky issues abound. Professional writers and editors often debate editing quandaries and disagree on solutions.

E.g., Is the word “Gen X” a singular entity or a plural entity? If a member of the boom generation is a boomer, would a member of Gen-X be a Gen-Xer? Hmmm. Not so easy, is it?

Take writing seriously and grab any opportunity to learn more about the skill and craft of writing.

Take writing training. You will lose nothing by learning to write well. And you could gain a lot! (P.S. And you can start a sentence with “And.” Writers have been doing it for centuries!)

Writing Dynamics™

What is one of your biggest writing challenges?

Is English your second language? What do you find most challenging when writing in your second language?

It’s OK to Make a Mistake

Your company will expect you to make mistakes. That’s life.

It’s also how you learn.

Repeating the same mistake will concern your manager more.

Not “fessing up” to the mistake will be taken as a bigger strike against you than the mistake itself.

I’ve seen staff cover up, lie, and blame others. This enhances a blaming corporate culture. (Not where you want to be!)

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Most companies want the issue fixed professionally, quickly (now if possible), and handled better the next time. Blaming someone else accomplishes none of these things.

Collect major points if you say: “Sorry. I screwed up. I made a mistake. It won’t happen again!”

Communicate!

Don’t Depend on Technology to Communicate

I remember talking to the head of communications for a large company who wanted to hire us for training.

At their offices I noted about 20 empty spaces for all the communications officers.

I asked Jim, “Where is everyone”?

He replied, “They’re all working from home. We actually don’t see each other that often. We send each other a lot of emails, we leave each other a lot of voice-mails but we don’t actually know what everyone looks like.”

I knew we weren’t going to get the job. We weren’t going to “connect.” No relationship would be built.

Getting together is often more important than why you’re getting together.

Technology is a great communication aid, but it won’t cover the whole spectrum of communicating.

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Companies that spend time and money getting together will be the companies that succeed.

Frankly, we believe companies who rely exclusively on communication technologies to communicate will get into problems they haven’t even dreamt about.

Nothing beats face-to-face communications.

Leaving Phone Messages

When I phone anyone these days, I have a short message ready to leave on voice-mail. I assume I won’t reach the caller.

Be equally prepared and keep your message short. I leave my name, the reason for calling, and my own phone number, which I usually repeat. I speak at a medium pace, without rushing.

I always know when a sales person has called me because they talk too fast, and they mention their phone number only once.

Top Tips When Leaving a Phone Message

1. Rehearse what you will say.

2. Avoid talking too quickly or too slowly.

3. Enunciate your words clearly.

4. Avoid leaving a vague, cryptic message; for example: “It’s Mary. Call me.”

5. Avoid leaving a long, chatty message as though you were chatting with the person; get to the point.

6. Ensure you include critical information: Who you are. Who you represent. Why you’re calling. Any action expected, and from whom.

7. Leave your phone number. Always. Even if they are your best friend. Don’t assume they have immediate access to your phone number. Or will remember it without a note.

8. Repeat your phone number. 

Voice-Mail Technique: Recording Your Own Message

Why devote a section to voice-mail technique? I’ll tell you why: it’s communication. And many people take voice-mail for granted.

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When you phone someone, what do you hear? Often, it’s a long-winded message about why someone can’t come to the phone. (e.g., I’m not here right now, or I’m on the line or away from my desk.)

I favour a simple approach: “This is the voice-mail of Roger Davies. Please leave your message now.”

If I’m away for a longer period, I will say: “This is the voice-mail of Roger Davies. I will be returning to the office on February 7^th. If you wish to leave a message, please do so. I will get back to you as soon as I can.”

Notice that I said, “I’ll be returning.” I didn’t go into detail about what I was doing while away.

Put some thought into your own message.

Being polite is nice. Smiling when you record your message is also nice. If you don’t smile, you can come across as negative or cranky. Smiling communicates.

No matter what, get to the point!

Why the Word ”Interactivity” is Misleading

By Roger HB Davies

The generations are changing the language. Obvious. But as generations overlap in the workforce, some words merit closer attention.

For example, the words ” interactivity” and “connected.”

Gen-Yers see the words (and skill sets) as related to technical “connections,” e.g., social media and staying in touch via technology.

Boomers use the words very differently. They “connect” with people through face-to-face exchanges. They “interact” by talking and listening – on the phone, in client meetings, with each other.

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Two sets of skills, both important, both quite different and covered by two potentially misleading words.

Gen-Yers see “interactivity” as both a technical word and an “interpersonal” word. Boomers don’t understand this. Their spin on “interactivity” speaks to their bias towards and face-to-face communication.

Who’s right?

Generational Communications

A dynamic exists in the workforce that hasn’t happened before. It’s the dynamic between the generations.

You have probably figured out which generation you’re in. If you go to the internet, you’ll see that different experts use slightly different dates of birth to define each generation. You’ll just have to decide which one you most relate to.  

Be aware that these three groups have a lot of influence in any organization.

 

Their perspectives appear to be very different.

Our communications research has profiled the differences.

Briefly, boomers tend to be mainly analytical.

Gen-X more interactive.

Gen-Y more direct.

More on this in the coming weeks.

Issues around Confidentiality of Your Salary: Don’t Communicate!

It’s one of the unwritten protocols in business: Never, ever discuss your salary with anyone besides your manager! (Or immediate family.)

I have seen so much damage done by people comparing notes on pay levels. You gain nothing by knowing this information, and even less by discussing it freely.

You might think that knowledge of what others are paid will help you in your salary aspirations. It won’t. Rest assured, most organizations try to pay (and treat) staff fairly.

Recognize two additional unwritten rules about compensation.

1. Every position has a certain value to an organization. This value is based in part on what it would cost to replace you.

2. No mileage exists for anyone in underpaying you. The longer you stay with a company, the better you will end up being paid.

It’s not unreasonable to ask for more money. Just discuss it with your manager ALONE.

Otherwise, be discreet about your compensation and do not discuss with anyone other than your manager.

Focus more on increasing your value to your company. This usually translates into better pay!

Technology Etiquette Depends on Corporate Culture (and Good Manners)

If you join a “conservative” company, you are going to have to bend over backwards to be respectful in the use of technology. In other words, you can’t text non-stop in meetings and continually go into your Gmail or Twitter account on company time.

Some companies are digitally focused and accepting of a technological free-for-all; many are not.

If you’re seeking success in a business, just look around and see how everyone else handles themselves.

We delivered a workshop recently to a large bank. You will appreciate our instructor, Amy, was not expecting the participants to be using their BlackBerries during the session. At the break, Amy went to them and said, “Do me a favour. Maybe you could use your BlackBerry on the breaks or at lunch.”

One participant turned around and said, “When you earn as much money as I do, you can tell me what to do.”

We thought the response to be totally out of line.

I’m guessing that person is no longer employed – financial meltdown or no financial meltdown.

Courtesies, respect and politeness go a long way!

Respect your corporate culture.

Should all corporate cultures adapt to allow people to use technology for personal use?
What are some of the pros and cons of allowing more digital freedom in the workplace?

The First Days at a New Job: Keep a Low Profile

In the first few days and weeks in a new role, keep your opinions to yourself! Focus on learning your job. Be the quiet observer. Avoid commenting on anything at this time, unless asked.

Remember: First impressions do count. I fired one person because he was disrespectful to his wife – on the phone in front of the whole office.

Reality check: It will probably take you one year to truly learn your job.

Once you know your job, you should receive ample chances to voice an opinion. Especially if you can streamline your processes.

Hopefully, you’re in a company where opinions are sought after!

Let us know: 

Why do first impressions count to you?

What is something you learned about someone based on your first impression of them? Were you right? Wrong?

Taking Charge of Your Professional Development

What are Your Core Skills?

Force yourself to answer this question: What am I really good at?

I say this because many people still don’t know what they’re good at – even after 20 years. And they insist on doing what they’re not good at.

They haven’t accepted that you can’t possibly be good at everything.

In my own case, I realized this early in my career. I put it down to luck. I clearly recognized those things I wasn’t good at. Over time, I have deliberately surrounded myself with a team who can do the stuff I’m not good at. I try to focus on my strengths.

By default or by mistake, this turned into one of my best decisions.

Realize, however, that early in your career, you might have to compromise with the first job(s). As time goes on, you really have to get into somewhere where you feel comfortable.

Be honest with yourself about assessing your true skills.

Be prepared if necessary to take a menial job to get started. I’m now CEO. To get started in the workforce, I did the following: parked cars, swept floors, burnt garbage, sold door to door, drove tractors, worked behind a bar.

I didn’t see any of the jobs as menial. I saw them all as experience. A stepping-stone to my future.

What have been some of your “stepping-stones” to get to where you are in your career?

What are some goals you hope to achieve to advance your career?

Why Communicate Well?

Opening Doors for Your Talent

Communication is the one skill that opens doors to all other skills.

You can’t learn enough about communication. It’s the key skill for all high performers.

Take every opportunity to learn about the communication process.

Take every opportunity to learn more about the skills that make people excellent communicators.

You will never stop learning.

And remember, communication is not easy. Don’t take it for granted. You will not always get it right. I don’t. Yet you can increase your chances of success if you take the skill seriously.

Your challenge rests with first recognizing the definition of good communications: straight-line messages from me to you, from you to me.

Sounds simple, doesn’t it?

Stay linked-in for our journey!