Best practices: avoiding assumptions for effective communication

ASSUMPTIONS made in the absence of clear communication usually end in missed opportunities and reduced productivity.

Marketing agencies operating in a digital economy now find it much harder to maintain a seamless flow of information that can be shared by team members due to pressing deadlines. In the midst of balancing multiple projects and striving to sustain high standards, it is easy for team members to forget the basics of effective communication to ensure assumptions about work-related assignments are avoided.

Being able to communicate effectively is an essential skill that can guarantee potentially lucrative opportunities are not lost, nor are scheduled appointments missed. Avoiding assumptions is central to ensure that team members are all on the same page towards achieving all company objectives.

Among the top 10 effective communication skills, listening; being clear & concise; and giving & receiving feedback are key ingredients in communicating effectively. According to Skillsology.com, we should practice active listening, which involves hearing and understanding what a person is saying to you, and gain clarification by asking questions or rephrasing what you are being told so that one is sure one fully understands the message being conveyed.

Being clear & concise entails conveying key messages using as few words as possible to avoid unnecessary rambling and potential confusion. Giving & receiving timely feedback is a problematic feature in our communication within the digital economy as not everyone has good project management skills of effective multitasking. Skillsology.com notes that giving and receiving appropriate feedback is an essential communication skill, particularly for those of us whose roles include managing other people. And providing constructive feedback, as well as giving someone praise, can greatly increase motivation and build morale. “It is just as important that you accept and encourage feedback from others. Always listen to feedback and act positively on it. If you’re unsure about any aspect of the feedback, simply ask a question to gain clarification from the other person,” it says.

Working professionally and effectively entails good recordkeeping for all internal and external communication. Corporate entities typically employ the services of a company secretary or human resource expert to act as a ‘gatekeeper’ or repository of data exchanged among parties. Manic Creatives has employed the services of a data entry clerk, a new role that hitherto was not part of the company’s staff roster. The value our data entry clerk has added to the company operations has so far been immense as the flow of information has improved and is being monitored to track our progress as a growth agency. This has been a useful and progressive step towards avoiding assumptions among team members and enhancing effective communication.