Hi everybody and welcome to this video,my name is Rima.
嗨 大家好 欢迎观看这个视频 我是Rima
And today we are going to talk about
the key communication mistakes that people make
OK now when I am talking about communication
I am not talking only about spoken communication
the way I am talking to you right now.
This is communication.
I am talking about written communication
It could be emails,It could be texts
or of course conversations that we have.
And mostly I have seen people make a lot
of communication errors at work in a profession scenario.
Now this could be embarrassing.
It could take a toll on your professional relationships
and in a long run this could affect your career.
So let’s learn how not to make these key communication errors.
I am Rima.
I am going to share some tips with you. So stay with me.
Now big mistake that people commit while communicating while talking
especially in a work scenario
is that they end up saying”Yes” when they actually want to say”No”
Now saying “no” is awkward.
It’s at times embarrassing.
It feels uncomfortable.
and most of us are not conditioned to say “No”.
Because maybe sometime somewhere in life we have said”NO”
and we have been made to feel very bad about it
which is why each time you have to say”No”
it becomes little difficult.
And that’s understandable.
Don’t feel bad about it.
But remember you can’t always say”Yes” because you can’t say”No” .
You can say yes when you need to yes.
But when you need to say”No” ,
you need to be assertive and you need to be able stand your ground and say” No”.
Now most people in a professional environment find it difficult to say no
because they feel if they say” no” to a certain task,
they will not remain in the good books of their bosses or colleague.
Now it’s not always easy and it’s not always viable to keep pleasing people.
OK sometimes you have to take a stand and state a”NO”,
a very firm”No” for the task that is being presented to you ,
Because if you take on every bit of work that comes to you
which may or may not be your responsibility.
What’s gonna happen is that you’re gonna get very burdened with work,
overburden in fact.
And you are going to lose your productivity
which will create problems for you.
So whenever it’s required,
you must stand your ground.
Be assertive, be confident.
Do not get worried about the repercussions
Say a polite but firm”NO”.
And always have your reasons ready.
You can’t say a”No” without having a reason.
It has to be a valid reason
that will be accepted by your colleagues and your bosses.
So remember when your heart is telling you to say “No”
It’s not correct to say”Yes” right now.
Just say “ No” .
It takes practice but you’ll get it.
It’s a simple word,it’s short.Say”NO”.
And one another mistake that a lot of people make in professional communication is
reacting to situations but not responding to them,
Now like difficult conversations
there are also disagreement at work on and off
maybe not every day
But whenever disagreement happens or a difference of opinion happens between you and another person
its very very important that you don’t just react to the heat of the moment
Because that would end up spoiling things
It will spoil up your relationship with that colleague
and make you come across as very hotheaded
and not professional at all.
So it’s very important that you learn the”art of restrained”
Think about what you are saying.
Think if what you are saying is valid
and respond from a place of intelligence
rather than reacting from a place of anger or from a place of ego.
It’s very important that you hold back in the moment if required like I said earlier.
state your points on paper
and come back and kind of explain your point of view.
Do not just react at the heat of moment
because you will not like it later.
It’ll make you feel all embarrassed
At the same time it won’t create a value.
because that all the time what you need to be doing what your colleague need to be doing
is for looking for resolution
looking way of solving the problem
rather than increasing the tension and escalating the problem.
So remember always respond don’t just react.
Now another thing that I want to warn you against
that lot of people don’t even
realize they are doing this is
avoid crossing the line of privacy at work.
Yes it’s a very very important point,
a very big communication a very great communication error
that people end up committing over and over again.
and this leads to a lot of people getting offended,
a lot of chaos lot of gossip at workplaces.
so let’s make it very clear
that workplace are meant for people to work together
and engage with each other professionally and only professionally.
Now if you end up making friends at work,
it’s very important that you don’t treat them that casually at work.
You can probably catch up after hours and be friendly with them.
but at your workplace
maintaining the professional etiquette and behavior is very very important.
A lot of people have complicated personal life
and even if it’s not complicated,
everyone’s personals life is theirs only.
So if you know something about some one’s personal life
it’s important that
you don’t bring it to your professional equation.
So whether it’s written communication, verbal communication, emails or texts
所以 无论书面交流 口头表达 通过邮件或短信
make sure you keep all the communication at your workplace extremely and totally professional.
You don’t get personal with people.
You don’t address them in a casual manner the way properly address your friend or a boyfriend or a girlfriend.
Keep it very polite very professional.
Because I don’t think anybody deserves to feel personally violated at workplaces.
and a casual attitude at workplaces can lead to a lot of complications later on
So it’s very important that
we avoid crossing the line of privacy at work
even this takes a lot of practice
because some of us are naturally talkative
naturally have this habit of getting very personal with people.
So let’s avoid this,let’s practice professional etiquette.
and I am sure all of us will be able to work absolutely harmoniously by doing this.
我确信 通过不断练习 所有人都能和谐地工作
So avoid avoid avoid crossing that line
and maintain that privacy of all your colleagues
Now let’s look at communication errors
that people commonly make in the professional environment
Have you heard of” Hitting send on your email without a review”?
Now let me tell you that this is a complete No, No,
A lot of peoples write long emails,
Firstly I think emails should be brief, crisp and to the point.
首先 我认为邮件应当简洁 干脆 突出重点
but it’s ok maybe sometimes once in a while you want to write a longer email.
So people write long emails
and they actually end up hitting send button
without reviewing their email
without checking for punctuation errors, spelling errors
without even checking whether their core message is being sent properly in the email.
So I suggest that before even hitting the send button
what you need to do is you need to go through your email one more time
You need to read it line by line check if the entire message is flowing through correctly.
Read it like a reader
See if the email was sent to you
how would you react to it.
Check your punctuation.
Don’t always rely on the spell check.
Make sure you are checking all the spellings.
And then you can hit send.
Because god forbid if you end up sending a wrong email,
it could lead to a lot of confusion
and a lot of complication at work.
So make sure before hitting that send button
it’s very important that you review written communication
and this applies to text messages as well.
Now another really grave mistake that people commit while communicating professionally
is that they choose to deliver important news whether good or bad by email.
Why would you do that? I mean
if you have something very important or very sensitive to say to someone
to your colleague, to your employee.
It could be good news it could be bad news.
but you shouldn’t be delivering this only through email
I think approaching the person and
having a talk one on one makes all the sense
rather than just resorting to written communication.
Now for example let’s talk about bad news
If there is an employee that you want to lay off
rather than just sending an email saying that you have been laid off
and these are the key reasons.
what I would suggest is you call the employee for chat
and have an empathetic respectful talk with the person.
And you might end up making the person feel a little better
and making them realize why this is happening to them.
Similarly if you have an employee that you want to prompt
rather than sending out a promotion email
What you need to do is you need to sit the person down
and talk to the person and deliver the good news in person .
You will see all that joy and excitement on that person’s face.
and you will really feel good.
and it would lead to developing a very positive relationship with this person.
Of course once you have had the chat
then you can send out an official email as well
But in the beginning you must have a one- one chat
whenever you are delivering anything sensitive.
It could be positive or negative
Now the next thing that you should absolutely avoid is delaying difficult conversations.
接下来要注意的是 对于一些高难度的会谈 你绝对不能一直拖延回避
Now there is always certain situations at work
whenin you need to have a difficult or a confrontational conversation with somebody
It could be regarding productivity issues
it could be regarding punctuality,
it could be regarding performance issues.
Now these difficult conversations will visit your career path once in a while
and you have to accept that
So most people what they do is
they try avoid having the difficult conversation
because they find it uncomfortable
They are not ok with it.
They feel very exposed.
They feel clueless about what to say.
So I’m going to tell you one thing
Though it may seem very easy to avoid these conversations or delay them till a later point
the earlier you have them, the better it is.
Because it gonna work out towards finding a solution for this particular problem.
If you delay it,
no solution will come forth
and things will keep getting worse.
Remember first and foremost you need to accept its part of your work life.
Second thing you need to do is
you need to have the courage to have this conversation.
A lot of people are not very good with words and that’s understandable.
What you can do is you can take a piece of paper
and make your points”I’m gonna state these facts.”
and make sure your facts are facts and not your imagination Ok?
So you make a small note.
you state these facts on it .
and then if you want without feeling a little silly
you can rehearse these points,
maybe in front of a mirror.
and then go and approach the sat person for a difficult conversation.
At all times in this conversation,
remember to be respectful and objectively.
Don’t let your personal judgment cloud the conversation.
And yes difficult conversations are difficult which is
确实 高难度谈话真的很难 这也是
why they are called” Difficult conversations”
But go through them get them over with
and I am sure a solution will come forth.
Never ever delay having a difficult conversation.
A huge mistake to make in professional communication
is making assumption.
Remember this and remember this really good.
Making assumptions leads to confusion.
For example now at your workplace
if you share a plan with your colleagues
and you want your colleagues to take some action on this plan
and there are certain deliverables that you need from them
Now if you just assume that they’ve understood what is to be done and
you are waiting for them to revert.
you are making a great mistake my friend.
Because you are just assuming that they have understood what they have to do.
So whenever you are communicating in a profession environment
especially if you expect certain people to take action on something.
You need to clarify to them that this is the action required.
State the action either on an email or have a conversation
-the best thing to do would be to have a conversation
and then follow it up with an email.
So once you have made things clear,
There is gonna be no confusion.
there’s absolute clarity on what is expected from whom.
And then I assure you that things will be delivered the way you wanted them.
But just assuming that your message has been understood by everyone around you
is a big mistake.
And please avoid making this mistake.
Absolute clarity is a must in professional communication
to avoid all confusion and all problems.
Well, I really hope that you have enjoyed today’s video
and promise me you are not gonna make these communication mistakes
when you’re dealing with people professionally.
Now before I leave
there is one other thing that I want you to do,
I want you to subscribe to our channel “skillopedia”
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and for now it’s bye from me Rima.