Here, let’s see how communication skills work and what are those 5 “words” you need to do away with before bidding goodbye to 2018.
Some words like “its okay”, “no problem”, “you’re welcome”, and mere “ok” have become a part and parcel of our daily communication habits. Often we do not realize, but these replies tend to have doubled up as a quintessential element in conversations.
Whether on chat, email, or verbal communication, you would always find people frequently uttering the above words. Try and incorporate these communication skills in your next board meeting.
It was a Thursday afternoon when I was working on my presentation for the next day’s meeting. Suddenly, one of my colleague galloped to my desk, handed over a few printouts and wanted me to present a case study on it.
“Sure Sunita, I don’t mind doing it. But when you need it?” I queried her.
“Asap,” she replied and hurried back to her workstation.
Since I had a presentation to be submitted the next day, I got back to my task. By the time I could complete it, it was already late in the evening.
The next day, when I reached the office, I got a call from Sunita.
“What’s the status on the case study,” came the voice from the other end of the receiver.
“I will start working on it,” I replied.
“I told you asap,” she questioned.
“Yes, so asap for me is today since I had a presentation which needed to be wrapped up yesterday. Also, you did not mention that you needed it yesterday itself,” I answered.
Now, this is not just one instance. “Asap” can mean anything. For few, it can be an end of office hours and for few, it can be before midnight. Many times, we tend to use vague or meandering phrases at work which affects our work. Much has been said about how communication skills are more critical than technical & business skills for progressing in any business environment.
These are general communication skills which help people to express their thoughts and ideas at the same time helps to empathize with others.
A clear, concise and well-drafted sentence at the workplace is vital to work successfully. All the fundamental information and data must be conveyed to the team members for successful work implementation.
Nowadays in the global environment, everything is changing so fast that lot of business practices, etiquette and norms are getting changed or modified. Presentation/communication skills will provide you with that extra edge over others.
In addition to the “asap”, here we list down few phrases which you can avoid using at the workplace.
“Umm, Uhh and Just”
This is the most common word used, and people use this while communicating their thoughts to others. We can’t erase this word completely, but at least we should try to avoid as much as possible. People, who continuously say “uhh”, “um” divert the attention of listeners from grasping the important information.
Another annoying word is “Just”. On a prima facie, this sounds a decent work, but it shows some inferiority. Avoiding this word can represent you as a more confident professional. Many times we use “just” in written communication without any real purpose. People often use this “just” as a filler. For example; “I just want to explain the fact “and “I want to explain the fact”. The second one sounds a clear and confident statement.
A lot of people have a habit of saying “sorry” for everything. Apologising is not a wrong or bad habit; we should apologise for our serious mistakes but constantly using “Sorry” word for small situations is more annoying and this will also put yourself in the wrong or down situation.
So, if you have made a mistake or an error try to use phrases like “I will not do the same mistake next time” or “it’s a good option! I will definitely try this one”. Such sentences sound more appropriate. So stop saying “sorry” for stupid small things; be confident and change the habit.
“I Feel Like”
We usually use this phrase to put our viewpoints or to frame an idea in front of others. But most of the times we are unsure about our proposals or want to be on a safer side.
So at a workplace, during a meeting or any workshop if you want to suggest some modifications, instead of using “I feel like we should change…” we can slightly modify it to “This change is beneficial ….”; which shows more confidence and firmness about your viewpoint.
When somebody says “thank you” an immediate reaction is “no problem”. Most of the times people use this “no problem” in a sentence from small situations to major millstones while replying to “thank you”. We could not realise our mistake also.
Starting a word with No gives a negative sigh and also don’t convey a proper message. Ideal reply to “Thank you “is “You’re welcome” or “it’s my pleasure”. When you reply to this, it sounds “yes, I did it for you”; we always feel good to be appreciated, and noticed for our work, right?
“Does that make sense?”
Most of the times this sentence gets used in lectures, seminars or presentations when explaining a concept/terminology/idea to the next person. After describing the particular concept or viewpoint, people wish to draw a response from listeners, and hence have a tendency of using this sentence as a filler.
The usage of this filler may be justified to the extent of once or twice in a lecture, but a repetition of this implies that you are confused or incoherent about your concepts. Instead of this, you could ask for “Let me know if have any questions?” or “What are your views on this?”
Articulation and choice of words are an integral part of any communication skills. Selecting the right words, being concise and clear about your goals or expectations will help you to come across as an affable colleague and a true professional.