Series1- Communicate to Save time

So one of my close friends asked how can he improve their communication skills, is there a school for it or some classes? I told him that there is nothing like a right way to communicate its basically your personality in words, however there are some ground rules for effective communication.

So I decided to write a series blogs on Effective Communication in the real world for my readers.  

FYI (Disclaimer)-I am no means an expert in communication skills, however I am writing based on my experience and what has worked and what hasn't.

 The first series is how we can communicate effectively and save time. 

Are you aware that how you communicate can have a direct impact on your time? Clear communication is often the first step in ensuring that activities are finished correctly and on time. Additionally, communication can drain you of time or energy, or it can move you forward toward mutual goals.


State is Clearly - Recently I had sent an email to my colleague in Germany requesting some information on a project. His reply was on a completely different tangent. The first thing that came to my mind was that I didn't clearly state the scope of the request. I had assumed that during my very brief phone conversation with him he understood the scope. In our hurry to move to the next topic I didn't take the necessary time to listen if he understood the information.

* So I would definitely advice readers that it is worth taking the time upfront to ensure that the messages you convey are understood, and that messages you receive are understood. 

* When providing information, ask the other party to repeat key information back to you. If any confusion arises, it can be dealt with immediately, rather than after a project or task has been started or completed incorrectly.

Communication skills are at test when you are very busy (under tight deadlines) and you have constant interruptions.  If you do not have an action plan for dealing with these interruptions, you run the risk of communicating negatively and perhaps damaging relationships.

* Inform those who may interrupt beforehand so that others understand you're busy. This can reduce the numbers of interruptions. 

* When you are interrupted, politely ask how long the conversation will take, and if necessary, ask to schedule for later that day or at your earliest convenience. 

* Let the other person know you're interested in what they need to say, but that you're temporarily unavailable (this technique was used by one of my co-workers). This validates the other party while allowing you to continue your work.

* In addition, turn off your computer's email alert system, so you won't be tempted to check new messages. If needed turn off your phone, and respond to them as soon as you can. 

Much of business and time management comes down to simple communication. When you communicate clearly, without showing disregard for others, you will be able to save time and cultivate positive working relationships.