The Supervisors 14 Essential Truths For Communicating With Direct Reports

One amazing, but sadly true, fact of today's advances in communication tools is that we really don't communicate much better than in the past.

Indeed one recent study determined the number one advancement in communication tools was the availability of cheap on-line airfares.

The airline trip was needed to clarify some earlier communication sent out electronically!

Therefore a Manager/Supervisor must be able to clearly communicate to his/her direct reports in an effective manner.

The following are 14 essential truths you must understand in order to improve your communication skills.

1. Focus--When someone is talking to you, STOP what you are doing and thinking. Face the person talking, devote 100% of you attention to both the person speaking and to what is being said.

2. Listen--Don't just "hear" the words being spoken. Listen to what and how the statements are being said. Observe body signals and facial expressions.

3. Attention--Don't let your mind wander. Let the person finish what they are saying, then take a few seconds to think about what your response will be.

4. Paraphrase--When the person is finished speaking repeat back in your own words what you heard. Ask the person if you have an understanding of what they said.

5. Empathy--Be aware of the other person's needs. Everybody has different needs, wants and desires. Be cautious about substituting your needs for theirs.

6. Ask--Don't tell. Telling quickly gets the other person on the defensive. Save your comments and guidance until you totally understand the question and the situation.

7. Be Open. --Don't criticize, pass judgement or preach. Make objective conclusions about alternate ideas, people and situations. Be careful of attaching or offering your values too quickly, if at all.

8. Advise--Watch the temptation to "give" advice. Only "offer" advice. It's always better to say something like "I suggest we?" and not "Here's what you need to do".

9. Trust--Is what open and honest communication is all about. Without trust teams can't function properly, people will loose respect for each other. Without trust you are building a house of cards that will eventually tumble down. With trust teamwork and cooperation are much easier to achieve.

10. Equity--Both parties must feel equal. While at first reading this may seem an unusual requirement in the Supervisor and Direct Report relationship. However even in this situation the relationship should be equal on the personal level. By using equality in speaking, you avoid the dreaded condescending speech.

11. Comfort--While stress and tension may be surrounding the conversation learn to be comfortable with yourself and the message you are about to deliver.

12. Interest--Strive to have a genuine interest in others. Everyone has a story to tell and most of the time it is an interesting one! Talk in terms of what the other person is interested in. The familiar quote of "In order to be understood, we must first seek to understand others" is very true. Practice it.

13. Motivate--Always be looking for ways to motivate others. Use positive reinforcement often. Look for ways to offer praise and recognition.

14. Humor--Take life seriously, not yourself. Life is too short to go without a constant stream of humor. Look for it.

© 2004 TrainingConnections.ORG, All rights reserved

About The Author

John brings over 20 years of management experience at the Mid to Sr. Level in Fortune 100 companies. He knows and understands the "real world" of business and the challenges you face. His company, TrainingConnections.ORG is available to work with you to increase employee productivity. He can be contacted at www.TrainingConnections.ORG

johnrob281@hotmail.com

In The News:

pen paper and inkwell


cat break through


13 Comments on Bad Meetings

Bad meetings are a cultural malady that senior executives pass... Read More

Smart Choices: How to Hire the Best

Your organization's continued growth and success depend on making smart... Read More

Hows Your HUB?

Marketing gurus are always coming up with new lingo but... Read More

CEO: The Key To Fix ingThe Marketing/Sales Collaboration Problem

We all know that achieving better alignment, synergy and cooperation... Read More

Customer Focus - Just 5 SimpleThings You Need to Think About

You can boil down the difference between successful businesses and... Read More

Using Employee Opinions Effectively When Designing HR Programs

Using Employee Opinions Effectively When Designing HR ProgramsEmployee opinion is... Read More

Competion or Cooperation?

It has been said, there is no better way to... Read More

What Makes a Crisis a Crisis?

If you're old enough and were living in America about... Read More

Process and Procedures Investments - How to Get Money Back

In September 2004, President Bush signed the $146 billion tax... Read More

How You Can Learn to be a Better Manager

When you first take over a department, expectations are usually... Read More

Spotlight on Productivity: How to Overcome E-Mail Overload

Do you ever feel overwhelmed by e-mail? Have you ever... Read More

Is Your Employee Newsletter Management Propaganda?

It should not be. If it is an effective newsletter,... Read More

Just The Facts

Attitudes are more important than facts. Dr. Karl Menninger... Read More

Temporary Employees and Operational Problems; Your Use of Temps Might Reveal Warning Signs

A recent Washington Post article, described the life of temporary... Read More

The Art of Motivation and Need Fulfillment

Industrial/clinical psychology and applied psychiatry have made tremendous strides in... Read More

Negative Self-talk is Too Expensive

I'm always fascinated by the people who lift huge weights,... Read More

Innovation Management ? Measuring Failure!

Creativity can be defined as problem identification and idea generation... Read More

Write Winning Proposals For Venture Capitalists

You need to secure money for your project. You visit... Read More

Organizational Capital in Politics, War, Sports and Business

Intangible Corporate Assets such as Organizational Capital, Blue Sky and... Read More

Counseling Interviews for the Marginal Employee

ACTIVE LISTENING: The most frequent cause of failure in therapeutic... Read More

Best Workplaces

The Best Workplaces report (Financial Times, April 28, 2005) notes... Read More

Rethinking the CEO-Chairman Split

Traditionally, in American businesses, the same person occupies the role... Read More

7 Tips for Growing Your Business You Do Not Want to Ignore: Business Strategies To Easily Implement

Growing companies must always be ready for the next challenge.... Read More

Technology & Communication

A study a couple of years ago found that 63%... Read More

A Leadership Screw Driver: The 90 Day Improvement Plan

I was talking with first-line supervisors in a utility company... Read More

The Walmart Cult

The CultBecoming a part of the Cult, consists of being... Read More

Twitch Speed: Reaching Younger Workers Who Think Differently

Every parent, educator, and manager knows that "Nintendo children"--those born... Read More

Check Your Communication Skills

Use this check list to assess your communication skills.Focus* Do... Read More

Preparing For ISO 9001 2000 Registration

The steps need to be taken to prepare an organization... Read More

Creativity and Innovation Management: Specialisation or Generalisation?

Creativity can be defined as problem identification and idea generation... Read More

Leading Bad Actors To Be Good Performers

A successful leader told me, "The biggest challenge I've had... Read More

Squeezing the Blood Out of that Old Turnip

I suspect all of you out there have someone that... Read More

Transform Any Business into a Go-Getting Power House by Working SMART

Probably as well known as SWOT, SMART turns goals, objectives... Read More