Jessica began her exciting journey two months ago as a project manager in the tech industry. However, her introduction to this role hasn't been smooth sailing.
With only three months under her belt, Jessica faced an uphill battle. Overwhelmed by new information and with her manager occupied by a high-stakes project, she felt lost and defeated.
Have you ever found yourself in a similar situation?
Effective communication with your manager is not just a soft skill—it's a crucial part of your professional success. Whether you're working on daily tasks, long-term projects, or career growth, communicating can either pave the way for smooth collaboration or create unnecessary obstacles. So, how can you improve communication with your manager?
What can I do to communicate better with my manager?
Communication is one of the most important levers of management that a company can implement for the formation of teams and achieving valuable performance. T1 - The Role of Communication in Enhancing Work Effectiveness of an Organization
Understanding your manager's communication style
The first step in improving communication is understanding your manager’s preferred communication style. Learn their preferred communication style and communicate with them via the avenue. Do they like quick updates via email, or do they prefer detailed discussions during meetings? Maybe they favour instant messaging for brief questions but want more complex issues handled in person. Aligning your communication methods with their preferences will reduce the chances of miscommunication.
Set clear expectations with your manager
Another practical way to communicate is to set clear expectations from the start. This involves discussing goals, deadlines, and priorities upfront. Clarifying your role and responsibilities ensures you stay on the same page with your manager.
Like Jessica, if you feel out of place, lack clarity, or are uncertain about your responsibilities or priorities, you must get clear and specific with your manager. Don't hesitate to schedule a meeting with them if you haven't understood the information you are missing. Identify the gaps that need to be filled before scheduling an unproductive meeting.
Listen carefully and show you understand
Communication is a two-way street. It isn’t just about talking; it’s also about listening. Active listening involves entirely focusing on the speaker, understanding their message, and responding thoughtfully. This shows respect and helps you absorb critical information that can guide your work. Practice rephrasing what your manager says to demonstrate understanding, and don’t be afraid to ask questions for clarity.
Check in regularly and keep your manager updated
Consistency in communication is key. To maintain consistency, conduct regular check-ins, whether weekly or bi-weekly, to keep both you and your manager aligned. These meetings don’t have to be lengthy—they can be brief updates on ongoing projects, upcoming deadlines, or potential challenges. Ask any question, no matter how "stupid" they may seem. Your manager will appreciate your eagerness to learn and improve.
Give helpful feedback to your manager
Feedback should be as constructive as possible to avoid bad blood. If you have recommendations or concerns, state them in a productive rather than critical way. Timing is necessary here; offering feedback during a relaxed moment rather than in the middle of a crisis will increase its receptiveness. Remember that the goal is to contribute positively to the team’s objectives.
Take the lead in communicating with your manager
Establishing a strong communication channel with your manager is vital; don’t wait for your manager to contact you. Be proactive by anticipating what information they need and providing it before asking. This shows initiative and helps to build trust. Whether it's an update on a project, a heads-up about potential issues, or simply sharing new ideas, proactive communication demonstrates that you are engaged and committed.
Handle tough conversations with care
Sometimes, you need to discuss sensitive or challenging issues with your manager. Approach these discussions with care and professionalism. Before broaching any issue, do some research and have some solutions handy. It speaks well of you and shows you are proactive. Remember to keep your tone calm and neutral, and be ready to listen as much as you talk. The goal is to resolve the issue without creating further tension.
Use body language to communicate better
Your body language and facial expressions, sometimes called nonverbal cues, are essential to how your message is received. Maintain eye contact, use gestures that support your words, and be conscious of your posture. These cues can express confidence and sincerity, making your communication more effective.
Take responsibility
Everyone loves being praised, and almost nobody loves criticism!
We love to be recognised at work when it’s deserved but are rarely eager to accept blame for mistakes. Learning to embrace accountability means owning up to your decisions and actions within the organisation, which is key to your growth. Your manager is likely searching for individuals to delegate tasks to, and by stepping up and accepting responsibility—along with the accountability that comes with it—you demonstrate strong leadership qualities.
Tools and resources for better communication
In today’s digital age, communication tools have become essential in the workplace. While these platforms make communication easy, they also come with challenges. For better communication, ensure your messages are clear and concise, and avoid overloading your manager with unnecessary information. When in doubt, prioritise face-to-face communication or video calls for more complex discussions.
Here are some tools to leverage for better communication:
Slack, Zoom, Google Meet and Microsoft Teams for virtual meetings and video conferencing
Gmail for sending work emails or correspondence
Project Management Software is used to share and collaborate on tasks and projects. Examples: Trello, Asana, Monday.com.
Feedback Tools like SurveyMonkey or Google Forms can be used to collect feedback on communication practices or project performance.
Avoiding common communication pitfalls in the workplace
For a non-toxic workplace, effective communication is important. Misunderstandings and conflicts often arise from communication pitfalls, but with the right strategies, you can improve your interactions and prevent common issues. Let's explore common communication mistakes and suggestions for enhancing your communication practices.
Communication Pitfall | Causes | Solution |
Avoiding difficult conversations | Avoiding uncomfortable conversations can lead to unresolved issues and increased tension | Address complex topics directly and respectfully. Start by outlining the key points and focusing on solutions rather than blame. |
Overloading | Giving too much information at once leads to confusion. | Prioritise information, break it down into smaller chunks and use visuals. |
Underloading | Not providing enough information often leads to misunderstandings. | Be clear and concise, provide necessary details, and follow up with questions. |
Lack of clarity | When messages are vague or ambiguous, they can lead to misunderstandings. | Always ensure your messages are clear and specific. Use concrete terms and provide all necessary information to avoid any confusion. |
Ignoring feedback | Ignoring feedback can result in repeated mistakes and hinder personal and professional growth. | When you receive feedback, take it seriously and use it as an opportunity to improve. |
Negative body language | Using nonverbal cues that convey disinterest, disapproval, or hostility. | Maintain eye contact, smile, and use open body language to show engagement and interest. |
Not listening actively | Individuals who are distracted or not fully engaged might miss key points or misunderstand the message. This can lead to conflicts or errors. | Practice active listening by focusing on the speaker. Acknowledge their points and ask clarifying questions if needed. |
Conclusion
Improving communication with your manager takes effort, but the rewards are well worth it. It can improve your success rate in your role and help you explore new areas of your field in a non-toxic work environment. Implement these tips today and watch your interactions with your manager become more productive and fulfilling.
Remember, communication is not just about exchanging information; it's about building trust, understanding, and collaboration.
Check out our blog for more articles that inspire career growth and help you adjust to your work environment.