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10 Communication Practices To Stop

Posted by David Grossman on Tue, Jan 08, 2013

As we begin 2013, I thought it might be useful to share what’s on the “Outs” for this year.  In some cases, these “Outs” were never in fashion yet are sadly still common.

Start the year off strong with a commitment to stop those bad habits that get in the way of getting the results you want, and being your best self.

Here’s my list:

Out: Communicating from our perspective alone.  We’re clear what’s in our heads and what we think.  What’s even more powerful to know is what others think and where they’re coming from.  That’s how we can decide how best to motivate and move others to action.

Out: Too much talking and not enough listening.  Make this the year you will listen first.  Ask open-ended questions.  Paraphrase what you’re hearing.  Then, provide your commentary and coaching.

Out: The same old communication cadence. In today’s business world, more people today are working virtually and change is the norm.  That means additional communication touch points are needed.  Attention bosses: you need to communicate more and more effectively with your people.  What’s your rhythm of communication for your key audiences?

Out: Email is your default communication method.  Email is effective for sharing detailed information such as informing others of decisions made or recapping action items, scheduling meetings, sharing documents, or summarizing a conversation.  Make 2013 the year you commit to more phone and face-to-face conversations.

Out: Not setting boundaries for your availability on vacation.  If you can’t disconnect from email to go on vacation for a week, it’s says a lot about your effectiveness as a leader.  The most effective leaders plan ahead, manage up, set their team up for success, and understand the value of time off to recharge.  Plus, think about the shadow you cast for your staff when you’re connected on vacation; it tells them that they need to do the same.

Out: Waiting to communicate a change, or worse yet, bad news.  While you wait to communicate, others are communicating for you, and you’re going to be in clean up mode.  Communicate sooner than you might think, and get the dialogue going.  What do you know?  What don’t you know?  Share both.

Out: Making things up.  Stop pretending you have all the answers.  If you don’t know the answer, say so.  It’s a credibility enhancer.

Out: Telling people what to do.  No one likes something done to them.  Involve your people in decision-making.  Ask questions.  Allow people to come up with their own solutions.  Cheer from the sidelines and give them the credit.

Out: Reply all.  Need I say more?  It should be used rarely, if ever.

Out: Overconfidence in our leadership and communication skills.  In some organizations, it’s pure arrogance and a lack of self-awareness. It’s human nature to overestimate our skills.  This is an area where we overestimate a ton. Everyone – no matter what level – can improve how they communicate and lead others. With change as the norm, there’s no skill more critical to your success than effective communication.  The majority of the problems you have are rooted in the absence of transparent, authentic and courageous communication.

What “out” are you guilty of that you’ll commit to stop in 2013?

How to manage your tasks!!

How to Manage Your Tasks
Manage your tasks by taking these 5 simple steps...

Step 1: Consolidate You probably have tasks written down on your desk, in your calendar, in documents and email and maybe even on your mobile phone. The first step is to consolidate all of these tasks into one simple list. Make sure your task list is easily accessible because if it's not, then you'll end up with a splattering of tasks around your office within no time. Try putting your task list online using ProjectManager.com so you can share it with others and access it from anywhere, anytime.

Step 2: Prioritize With all of your tasks in one place, prioritize them by moving the most important tasks to the top and the least important to the bottom. In this way, you can work from top to bottom in your list knowing that you are always working on the right thing at the right time. Make sure you prioritize your tasks based on the right criteria. Don't always put the easiest ones at the top. The “highest priority” tasks should be the ones that either deliver the most value, are critical to the project or must be done before others can commence their work.

Step 3: Schedule With a clear view of all of your tasks and their priorities, you now need to estimate how much time it's likely going to take to complete each task on the list. So write down the effort needed for each and try and make it as realistic as possible. Then create a schedule so that you know which tasks you are going to work on and when. Having a schedule is great because it allows you and your team to forecast the workload ahead.

Step 4: Update At the start of every day, update your schedule by marking the tasks you've completed and re-forecasting the tasks you still have ahead. Only then will you know if you're on track. If your schedule gets out of date, it will quickly become useless. However by keeping it up-to-date, it will become a powerful tool as it will give you and your team a roadmap ahead.

Step 5: Communicate: People around you will want to know what it is that your working on and when it's likely to be completed. So share your schedule with them, helping them to keep informed along the way. By creating a task schedule and updating it daily, you'll become much more efficient with your time.

Use ProjectManager.com to create and share your schedule online.