Building Communication Skills to Be a More Effective Manager

By Kelly Botto

 

 

Communication is a critical skill for any HR professional. But for those hoping to move into managerial ranks, it becomes even more critical. Workplace communication can run the gamut from composing important e-mails to running a staff meeting to delivering difficult messages—maybe even delivering presentations to board members or shareholders.The first step for improvement: conducting a communication skills assessment.
An assessment will help you pinpoint areas that need improvement. Perhaps you need to beef up your presentation skills. Or, you may need to improve your one on-one or small-group interactions. Maybe you need to learn to deliver difficult messages well, or maybe you need to work on your communication via technology, such as by e-mail.
Seek opinions from others. Ask a trusted colleague to give you constructive criticism about your communication abilities. For instance, if you need to improve your presentation skills, the colleague can help you target where to start: Do you need a stronger introduction? Are you able to effectively engage your audience? Are you dynamic? Are you defensive in addressing questions? Getting specific feedback will help you further strengthen your skills.
Once you have completed your assessment and know which skills need sharpening, you can then focus on improving your techniques. Here is a six-part framework to consider when developing a more effective communication strategy:

1. Who is the audience? Are you speaking to board members, colleagues at a staff meeting, new clients, a department, the entire organization or an external audience? Consider the setting as well—there is a vast difference between a one-on-one meeting, a small-group gathering or a speech in front of thousands. Know your audience and what they are looking for. Communication is not one-size-fits-all; it should be customized for each specific group.
   
2. What is the goal? What are you trying to accomplish with this communication? Are you giving a report or trying to start a dialogue? Are you answering questions or asking them? Are you brainstorming ideas or trying to solve a business issue? Think about what you need as an end result as a way to frame the communication.
   
3. What are the messages? You may want to relay one main message or several. It is important to be succinct and to have a deep understanding of your messages so you can get your point across successfully. If you aren’t able to clearly articulate your messages to another person without stumbling, you need to develop them further.
   
4. What is the content? The content is the actual information you will include in the communication. How will you structure the information? What is the best format? What is the sequence? What technologies will you need, and do you have a mastery of them?
   
5. Where can I get feedback? Reach out to others for feedback. Where does your communication style need strengthening? Are the messages clear? Does information need to be added, removed or more clearly explained? Many of us develop “tunnel vision” when crafting a speech, proposal or presentation, and a fresh set of eyes can lend depth and perspective to the project.
   
6. How can I refine it? Use the information gathered from your feedback sources to polish your communication.

Effective communication is vital to being a successful leader. Yet, most of us could use improvement in at least one area of communication. If you identify that area and follow this framework for honing your skills, you can develop the skills that will prepare you for a management role.
Kelly Botto is a partner at Camden Consulting Group (www.camdenconsulting.com) in Boston. She specializes in the management of Camden’s strategic coaching programs as well as driving business development and client relationship management.


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