A striking 69% of managers say they feel uncomfortable communicating with employees. But if “communication is key” for a successful business, how can we move from feeling uncertain to confident when communicating in the workplace? Experts believe mindfulness could be the answer.
For far too many businesses, miscommunications in the workplace hinder growth potential. If you’re looking to ensure everyone in your organization—whether they're interns or executives—are effectively conveying their messages successfully, learn how mindfulness strategies can help shape everyday conversations into proactive communication.
The Science of Communication
While effective workplace communication is crucial to a successful business, communicating in a way everyone understands is surprisingly difficult. In fact, a reported forty-six percent of employees leave a meeting unsure of what they need to do next. To put this statistic into perspective, if you're a manager catching up with two of your employees, chances are good one of them has no idea what to do when they leave the conference room.
So what is at the root of all this confusion?
To understand how communication breaks down, let’s consider a basic model of communication. Communication requires at least two people and at least one person with a desire to convey a “mental image,” such as an idea, thought, or emotion. The person who wants to communicate is called the sender.
Basic Model of Communication Source: Jossey-Bass/Pfeiffer
To transfer an image to another person, the sender must translate their mental images into symbols that receivers can understand (words, pictures, sounds, sense information). The process of translating images into symbols is called encoding. Once a message has been encoded, the sender transmits the message to a receiver through processes such as:
Face-to-face verbal interaction
Over the telephone
Through printed materials
Through visual media
Body language (touch, gestures)
When a person receives the message, a decoding process occurs. Just as a sender must encode messages in preparation for transmission, receivers must interpret symbols and decode them into images, emotions, and thoughts. When a receiver decodes a message exactly as the sender has intended, the mental images in both the sender and receiver match, and effective communication occurs.
The steps appear simple, but how does miscommunication occur?
People’s experiences impact how messages are encoded, transmitted, and decoded. The meaning of a symbol for one person could be completely different for another. This mismatch of meaning occurs frequently when people use slang terms or resignify words (e.g., sick = good, hot = sexy, in the cloud = stored online)
Researchers refer to issues in communication as “noise.” Basically, there are two types of noise: physical and psychological. Both disrupt communication, but in very different ways.
Physical noise refers to distractions in an environment. This noise could be caused by:
Sounds (e.g., clinking glasses, construction equipment, talking)
Feelings (e.g, hot or cold temperatures, humidity, uncomfortable seating)
Smells
Psychological noise alludes to mechanisms within individuals such as:
Preconceived notions
Undeveloped vocabulary
Inexperience
There are no two people that will decode and encode a message in the exact same way. Therefore, as the quantity of people communicating increases, so does the potential for miscommunicating. However, communication is not a one-way system, but rather an interactive two-way process with senders and receivers.
Good communicators are mindful of their receivers’ histories when choosing their words, pictures, sounds, and gestures. While it’s impossible to know exactly how people will interpret every term you use or movement you make, you can use emotional intelligence to make sound educated guesses.
Emotional Intelligence and Interpersonal Communication
A Harvard Business Review survey noted fifty-eight percent of workers say they trust strangers over their boss, revealing the true divide colleagues face with communicating with their employers. Without trust, how can employees feel comfortable asking for clarification after a meeting?
The answer involves developing emotional intelligence and enhancing our interpersonal soft skills. Through developing our emotional awareness and emotional self-control, we can learn to identify and manage our emotions and the emotions of others.
One of the best ways to become a better communicator is to become a better listener. By mindfully observing how they encode their messages, you can gain insights into how they’ll decode your messages. For instance, if you have an employee whose second language is English and their vocabulary is limited, you’ll have a better understanding of how you should adapt your communication.
In this case, you could use simpler language, visual aids, and even translation software. Being mindful of how others communicate will not only help ensure your message is clear, but it will foster a stronger workplace culture. Additionally, interpersonal skills from proper communication help in:
Building trust
Exercising self-awareness
Improving timeliness and accountability
Increasing employee engagement and collaboration
Accepting constructive criticism
Workplace mindfulness strategies can help you improve your emotional intelligence and interpersonal skills. However, traditional meditation is not always an option in the office. For guidance on how you can adjust your communication style, take a look at these three workplace-friendly mindfulness strategies below.
Be Present
The modern workplace atmosphere requires us to be present in person and online. Great communicators are mindful of how they balance the two. While it may be tempting to multitask (e.g., write emails during a meeting), doing so does a number on productive communication.
In fact, research by the American Psychological Association found that the brief mental blocks we create by shifting between tasks can cost as much as forty percent of someone's productive time. Further, multitasking could be linked to poorer cognitive and emotional control.
Here is how to get the most out of your meetings:
Silence your phone and other mobile devices
Position your body to focus on the person speaking, or those you’re speaking to
Plant your feet
Make eye contact (if your eyes are focused, your mind will follow)
Adjust your posture to boost alertness
Take notes (try taking them on good ol’ fashioned paper)
For a productive eight hour workday, stay present in your meetings. Block out time on your calendar to address all of your emails and other electronic messages (Slack, Teams, Riot, etc.) all at once.
2. Listen with Your Mind and Body
It’s challenging to work with others who don’t listen. According to research from Bonhill Group and Sideways 6, nearly a third of employees already don’t feel like their company listens to their ideas. When people feel like they’re not being heard, they lose confidence and motivation.
To engage your team, listen with your mind and body. More specifically:
Respond in specific, actionable terms
Let people finish their thoughts before you respond
Take a few seconds to consider your response
Keep your arms at your side or in an open position
React with your eyes
Nod when appropriate
Check for understanding
3. Watch Your Pronouns
Using pronouns such as “I” and “my” negate collaboration in the workplace. When speaking, frame your statement around the group and its collective effort. Words like “our,” “we,” and “us” communicate a stronger respect for everyone’s thoughts and reinforce your synergy.
Mindful Strategies
Careers should bring home the paycheck, not additional stress and confusion. When employees are happy and healthy, so is your company. Learn more about mindfulness programs and what they can do for your company by visiting Mindfulness Strategies’ contact page.