How to communicate effectively

-How to communicate effectively?

I often hear the small partners of the project team complain that "I told you, why did you do something wrong?" "I have sent you an email, didn't you see it?" "You just said a lot, and I didn't understand what you really want to express." "We just said this problem, and the solution you said has nothing to do with it." What is the crux of ....................................................................? Everyone is emphasizing that we have been communicating, but is our communication effective?

Communication, in layman's terms, is the interaction between you and me, so why do you think it is so difficult to communicate in the project? Let's really understand effective communication ~

Before I say it, let me share a little joke with you:

The factory owner found the directors of his three branches and said, "This year's benefits are not good, and the year-end bonus will not be issued. You three go and convey it to the following. "

Director of a factory: "This year's benefits are not good, and the year-end bonus will not be issued." So the employees of a factory complained and swore again and again.

Director of Factory B: "This year's benefit is not good, the year-end bonus will not be issued, and the boss will lay off employees, but after some pleading, the boss decided not to lay off employees." So the employees of factory B thanked them.

Director of Factory C: "This year's benefits are not good, the year-end bonus will not be issued, and the boss will lay off employees." Then he turned and left, so the employees of factory C took red envelopes and went to the factory director's house.

Let's taste the moral of this joke first. Let's talk about what is effective communication:

First, the six elements of effective communication:

Communicate-accept-understand-approve-act-feedback.

1, "I already told you, why did you do something wrong?" Everyone thinks that if I say what I say, it will be OK, and the rest is what others are doing. This is precisely the root of the problem. Only the first step and the second step are done, which is not effective communication;

2. "I have sent you an email, didn't you see it?" -when I sent it out, I thought it was finished, and all that remained was waiting, just taking the first step, not effective communication;

3. "You said a lot just now, I don't understand what you really want to express"-when communicating, I don't know what my purpose is, who to communicate with, how to organize the language to make things clear, and only do the first and second steps, which is not effective communication;

4. "We just talked about this problem, and the solution you mentioned has nothing to do with it"-the crux of the problem lies in the understanding of communication content, not effective communication;

As can be seen from the above examples, when we communicate, we usually do more things in the first step and the second step. If the content of communication does not confirm that the two sides have understood and agreed with each other, and we have taken positive and correct actions on the conclusion of communication, then most of our usual communication will only be in vain and cannot achieve the expected effect, thus causing complaints.

Second, how to communicate effectively

The first aspect: as an active initiator of communication, to achieve effective communication, we must follow the "five musts":

1, why (you must know why this kind of communication is necessary and what is the expected purpose/goal to be achieved through this kind of communication).

-This is the key premise. For example, when communicating with the parties, it is necessary to find out in advance what the communication is mainly for, and must think clearly and clearly in your mind before communication;

2. who (you must know who to talk to)

-This includes two levels: 1) Who do you want to communicate with: the people in the group, the partners or the customers? Find out who you want to communicate with. Different objects, the same thing we speak from different angles, which requires us to ensure that what you say is concise and accurate when communicating, and not always explain or explain the problem from a technical point of view before the customer's business; In terms of cooperation, the contents, principles and matters that need cooperation should be negotiated in advance, and it is not easy to agree or refuse. For matters that need to be decided, we should promise the other party a feedback time in communication, and then consult the direct leader and give feedback before the promised time.

2) Who can help you communicate effectively? In practice, we often encounter some difficulties that cannot be solved by our own level, which directly affects the effect of communication. At this time, we need to consider in advance: if we want to communicate effectively and solve things, who do I need to ask for help, what kind of help I need from him/her, and make sure that he/she can help. Think clearly and find someone who can help you, and your problem is basically solved by half;

3. What (you must know what to say)

—— The content of communication should be considered comprehensively. In communication, the key points of communication should be clearly defined, always around the key points, and it is the responsibility to bring the ineffective communication that deviates from the center back to the discussion of key contents. For example, when discussing the project schedule delay, we unconsciously discussed another technical problem, and the discussion of this technical problem is getting deeper and deeper. At this time, as the initiator of communication, you need to stop it in time. Please find another time to discuss this technical problem and return the focus of discussion to the discussion of project schedule delay.

4. When (you must know when to say it)

-communication should be timely and feedback should be timely. For example, if we solve a production accident, we may not be able to find out the specific reason immediately, but what is important is whether you have promised a feedback time and whether you have fed back the progress of the solution on time. If you can't locate the cause of the problem, whether you have actively promised a communication and feedback mechanism to regularly feedback the progress and results of the solution;

5. How (you must know how to say it)

-1) The organization of communication language will directly affect the effect of communication. Think about what to say and don't talk nonsense. So that little joke I shared with you at the beginning. Don't underestimate everything you say. A bad word can hurt people. Think for three seconds before you say it, and you can be responsible for what you say.

2) In order to achieve the expected communication effect, we must learn to make clear requirements in communication: who needs to do what at what time, what to feed back, and when to feed back. Only in this way can we better put the conclusion of communication into action.

The second aspect: As the receiver of communication, if you want to communicate effectively, you must achieve the effect of "listening":

1, listen carefully

-Pay attention to the communication process, give positive feedback on the key contents of communication, and put forward the unclear and incomprehensible places in the communication process. If the doubts are not solved in the process, be sure to record them and find time to ask after communication.

2. Learn to repeat and summarize.

-At the end of communication, repeat the main conclusions and important resolutions of communication, and make a record summary to ensure that you can act effectively according to these conclusions and resolutions;

3. Give feedback

-after clarifying the communication content, give the other party a feedback, such as when to reply or when to start doing it.

If we can clarify our thinking and communication purpose before communication, pay attention to the wording when communication, concentrate when communication, summarize repeatedly at the end of communication, take action after communication and pay attention to feedback, then our communication effect will be much better than now. If you don't believe me, you can try ~