Communication in Workplace (4)

Communication with Customers

Communication in workplace is an essential part of your career. It can hinder or grow your career path.

why!

Because as much you can deal with your managers , your colleagues and the customers as you will feel happy and focus on your productivity.

 

Dealing with difficult managers and Colleagues are the first steps you need to work on in your workplace.

 

Communication with Customers

 

Responding to customer complaints

 

Unfortunately, problems do occur in business. Products break or do not live up to expectations. Employees mistreat a customer. The manner in which these situations are handled can make or break a company.

 

To effectively respond to customer complaints, you should follow these five steps:

 

1 Obtain all pertinent information.

2 Confirm the problem.

3 Show empathy.

4 Develop a solution.

5 Follow up.

 

 

 Obtain all pertinent information

You cannot solve the problem if you do not understand the details of the situation. Ask the customer to clearly explain the situation. It is important to realize that the customer might need to express her anger, and it is equally important to react calmly rather than defensively.

Allow the customer to explain as much as she can about the situation.

 

Confirm the problem

Once you believe that you have all the facts, confirm your understanding of the problem by repeating or paraphrasing what the customer has told you. You do not need to admit

fault or accept blame, but instead acknowledge that an error has occurred and that you are going to work with the customer toward a solution.

 

Express empathy

It is important to acknowledge the customer’s frustration when a problem has occurred. Express empathy for the customer by saying something such as, “We’re sorry that this

problem has occurred.” This approach serves not as an acceptance of

 

Develop a solution

If there is an apparent solution to the customer’s problem, explain the solution to the customer. Discuss what steps you’ll take and what steps the customer must take to solve the problem. In addition, provide any additional information the customer needs to solve the problem.

If a solution is not apparent, explain to the customer how a solution will be developed.

If the customer needs to work with anyone else in your organization to develop a solution, identify those people. Give the customer an idea of what to expect as your organization works toward a resolution. Finally, you need to document the agreed upon solution for both the customer and your company.

 

Follow up

How your company responds after a complaint has been made is as important as how your company responds to the complaint. If promises are made to the customer and are not fulfilled, the customer is not likely to do business with your company in the future.

Follow the documented solution that was developed with the customer, and if possible, go beyond what is expected. If you are able to provide the customer with more than she expects, that customer is more likely to return to your company for future needs. Within a reasonable amount of time, check back with the customer to confirm that the solution has been implemented and that the customer is satisfied with it.

Communicating with vendors

A vendor is anyone outside your company who provides it with goods or services. Examples of vendors might include office supply providers, janitorial services, and corporate trainers, as well as vendors who provide your company with the necessary raw materials for your products.

Having good working relationships with your vendors is important because they have goods or services on which your organization relies. It is important to build vendor relationships from the start of your organization.

You need to communicate with potential vendors about your organization’s goals, plans, needs, and desires. Encourage potential vendors to submit bids for their goods or services.

Once you have selected a vendor, communicate acceptance of that vendor’s bid in writing. Create a contract listing the goods, services, prices, and any additional conditions that you’ve established with the vendor. Once you have established a relationship with a vendor, regular communication with the vendor is vital.

Maintaining communication with the vendor allows you to immediately

address any concerns or problems that occur. In addition, regular contact gives your organization an opportunity to provide the vendor with positive feedback, which helps build a sense of teamwork between the vendor and your organization.

 

Rejecting a vendor’s contract proposal

Rejecting a contract proposal is always difficult. The key to rejecting a contract proposal without alienating the vendor is to focus the rejection on the contract itself and not on any external or personal issues. Your goal is to maintain open communication with the vendor because even though the vendor did not win this particular contract, you might want to do business with this vendor in the future.

 

When informing a vendor that his contract proposal has been rejected, focus on the positive aspects of the situation. Mention what was good about the proposal before explaining what factors caused the contract to be denied. Thank the vendor for submitting the contract proposal, and express an interest in doing business with him at a later date.

 

Complaining to a vendor

Occasionally, you’ll accept a contract but find that you are dissatisfied with the goods or services received. If this situation occurs, follow these three steps to complain effectively to your vendor:

1 Give facts to explain the problem.

2 Propose or ask for a solution.

3 Affirm a desire to work with the vendor toward a mutual solution.

 

Give facts to explain the problem

Do not let your emotions cloud your abilities to state the facts of the situation. Clearly explain to the vendor what you expected and what actually occurred. Give specific details such as the date or frequency of the problem. If you can quantify the problem in

terms of lost hours or financial losses, offer those numbers to the vendor.

 

Propose or ask for a solution

If you have a specific solution in mind, share it with the vendor. If you do not have a proposed solution, ask the vendor to formulate one. Let the vendor know that you are willing to compromise to work toward a solution, but make it clear that you won’t settle for less than the terms of your original contract.

 

Propose or ask for a solution

If you have a specific solution in mind, share it with the vendor. If you do not have a proposed solution, ask the vendor to formulate one. Let the vendor know that you are willing to compromise to work toward a solution, but make it clear that you won’t settle for less than the terms of your original contract.

 

Finally, Communication powerfully with customers and vendors grow your business remarkably. it is all about how you serve others and help them to buy your products and meet their needs.

 

Check these articles:

Communication With Difficult Managers 

Communication with Colleagues 

Are You Emotionally Intelligent! Easy Steps to Cultivate Your Emotional Intelligence, Read to Know.

5 Easy Powerful Steps to Acquire Skills!

How to Avoid Toxic People

How to Stay Motivated: 6 Steps to Be Self-Motivated

 

We are providing leadership training and coaching and we can help you figure out our supervisor type and raise your awareness to know your own type and how to be effective leader and supervisor. contact us for further details and reserving a slot.

info@influenc.live

 

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Communication in Workplace (1)

Communicate Powerfully With Difficult Managers

Communication with Managers

 

When you think of a Managers, you probably think of your immediate boss. However, in the workplace, most people have several supervisors. Your workplace might be divided into teams, departments or divisions. Within each level, there is a supervisor to whom you are accountable, even if you do not deal with that person on a day-to-day basis. Company executives, board members and supervisors can also be considered Managers

because they might have the power to make decisions regarding your employment, salary, promotions, and work assignments.

It is important to communicate effectively with all of your Managers and your colleagues to maintain an efficient workplace and to be able to promote your own ideas for improvements.

 

Qualities of an effective Managers

Effective Managers share an important quality—the desire to serve their employees. Competent Managers realize that it is their job to keep things operating smoothly in the workplace. To ensure this occurs, they listen to suggestions and follow through when possible. Communicating with this type of Manager is usually easy because such supervisors maintain an open-door policy.

Types of ineffective Managers

Unfortunately, many Managers allow some particular aspect of their personalities to affect their interactions with employees, which hinders effective communication. The following are five types of ineffective Managers:

  • Bully
  • Guilt tripper
  • Blamer
  • Dreamer
  • Emotional volcano

 

Bully

Bullies bask in their own authority. They will most likely use body language to suggest superiority, such as crossed arms and peering over eyeglasses.

Threats are a key component of the bully’s communication style. A bully often uses phrases such as, “You’d better get that done” or “I need this done right now.”

 

To communicate with the bully boss or your colleagues, it is important to remind yourself that this person is human and should not be regarded fearfully. Also, find a way to compliment the bully.

By complimenting your Managers, you’ll feel more powerful and less intimidated when the supervisor tries to bully you

Guilt tripper

Managers who use guilt trips to motivate employees are using a passive-aggressive style of supervising. For example, they might say that they do not mind staying late while everyone else goes home, but their body language tells a different story. Rather than asking directly for help, the guilt tripper will attempt to earn pity to get a specific response, such as getting an employee to stay late to work on a special project.

When dealing with guilt trippers, first establish what they are asking you to do. Determine if the task is as pressing as the guilt tripper would like you to believe. If she is being unreasonable, and you have a legitimate excuse for not immediately working on the guilt tripper’s task, use it. However, the best way to communicate with a guilt tripper is to make definite plans to help your supervisor at a time that is convenient for both of you.

By doing so, both you and the guilt tripper will feel satisfied that the job is going to get done in a timely fashion, and you’ll have responded in a way that demonstrates a team effort.

Blamer

Some Managers respond with blame when errors are discovered. Should you encounter a blamer, it is important to focus on the facts of the situation. Your goal is not to establish fault, but to understand what can be done to remedy the situation. Be willing to accept responsibility for the situation. However, accepting responsibility is not the same thing as accepting blame. Accepting responsibility conveys an attitude of

Willingness to resolve the situation without focusing on who is at fault. Above all, remain calm. Do not feed into the anger or anxiety of the blamer.

 

Dreamer

At some point in your career, you might encounter a Manager who is a dreamer. This supervisor not only has many ideas, but also has complete confidence in himself. The dreamer is likely to come up with a new idea every week and expects full support from his employees. Communicating with a dreamer can be tricky because you do not want

to neglect an idea that might be profitable for your company; however, it would be too time consuming and inefficient to act on each of the dreamer’s suggestions. When the dreamer presents a new idea to you, first determine the logistics of the situation. Determine what priority your supervisor wants to give this project. Then, give yourself some time to review it in private. Make a list of questions to ask your supervisor about the idea’s feasibility.

For example, you might ask your supervisor to explain cost projections, marketability, or industry impact. While it should not be your intention to shoot down new ideas, you need to make sure that each idea is workable before it becomes your project and your potential failure.

 

Emotional volcano

The emotional volcano reacts to fear and frustration through yelling, ranting, and fist pounding. This Manager thinks that she can motivate employees through fear.

Unfortunately, this behavior often motivates employees to look for a new job. If you find yourself dealing with an emotional volcano, try to identify what is motivating your supervisor to react in an emotional way. For example, an emotional volcano who is worried about your supervisor own upcoming performance review might get angry during your performance review.

Understanding the cause of the supervisor’s emotions will help you communicate with your supervisor because you’ll realize that you are not the true target of your supervisor emotions.

Another important point to keep in mind when communicating with an emotional volcano is to avoid telling your Manager to calm down. Nobody likes to be told what emotions to feel, so telling someone to calm

down is more likely to increase your Managers rage than not. You should set an example by remaining calm. Use language that promotes a team effort to work through the situation. Above all, never let yourself get involved in a shouting match.

 

Handling feedback

If you find yourself on the receiving end of positive feedback, begin your acceptance with a simple “thank you.” Express your regard for your Manager and explain why the compliment is important to you.

If anybody should share in the positive feedback, be sure to tell your Manager so that your colleagues can be recognized.

Unfortunately, not all feedback from your supervisor will necessarily be positive. If you are the recipient of constructive feedback, take the opportunity to learn from the situation. Ask your supervisor which areas you can work on to improve your performance. Listen to everything your supervisor has to say rather than acting defensively or trying to shift the blame to others. If you feel that the criticism is unjust, try to understand how your supervisor has perceived the situation. Keep in mind that

perception varies from person to person. Perhaps your performance has been outstanding but your supervisor has not been made aware of your achievements. If you cannot find anything to change about your performance, make an effort to open the lines of communication with your supervisor and be your own cheerleader.

Your supervisor cannot reward you for a superior effort if he or she is unaware of your accomplishments

dealing your managers styles will increase the chances to feel self esteem and self confidence at workplace and handling any critical situation nevertheless your productivity will skyrocket.

Check these articles:

Dealing with Your Collages at Workplace

Are You Emotionally Intelligent! Easy Steps to Cultivate Your Emotional Intelligence, Read to Know.

5 Easy Powerful Steps to Acquire Skills!

How to Avoid Toxic People

How to Stay Motivated: 6 Steps to Be Self-Motivated

 

We are providing leadership training and coaching and we can help you figure out your manger/ supervisor type and raise your awareness to know your own type and how to be effective leader and supervisor. contact us for further details and reserve a slot.

info@influenc.live

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Communication in Workplace

Communication in Workplace

Communicating with Colleagues

Communication in workplace is an essential part of your career. It can hinder or grow your career path.

why!

Because as much you can deal with your managers and your colleagues as you will feel happy and focus on your productivity.

 

Dealing with difficult managers and Colleagues are the first steps you need to work on in your workplace.

 

Colleagues might include people in your office, team, department, or division. They do not hold a supervisory position over you, nor do you hold a supervisory position over

them. Instead, you are all in a similar place on the corporate ladder. Learning how to communicate effectively with your colleagues helps maintain a friendly and effective workplace and enables you to better promote your ideas and respond to those of others.

Guidelines for communicating with colleagues

There are a few guidelines to remember when communicating with your colleagues:

  • Demonstrate respect.
  • Establish ground rules and responsibilities.
  • Be honest about your thoughts and feelings.

 

Demonstrate respect

There are many ways in which you can show respect for your colleagues. Often, it is the everyday actions that make the greatest impact on your colleagues, such as listening and showing interest in a conversation. However, you can show respect in other ways as well. For example, if a colleague has helped you with a project for which you have received a reward, be sure that your supervisor knows that your colleague is also

deserves recognition.

 

Establish ground rules and responsibilities

Colleagues can often become territorial about job responsibilities and physical space in the workplace. The easiest way to minimize these frustrations is to openly communicate and set ground rules that everyone can respect.

By eliminating issues such as boundaries and job responsibilities, you can improve communication between colleagues.

 

Be honest about your thoughts and feelings

If you have a problem with a colleague, it cannot be remedied until that colleague is made aware of the situation. Be open and honest if there is a problem, so it can be solved quickly. Also, share positive thoughts and feelings to communicate a spirit of teamwork within your organization.

 

Promoting ideas among colleagues

To effectively promote an idea to your colleagues, you must envision yourself as the idea’s champion. The champion of an idea is the person who is willing to fight for an idea and see it through to the finish. This person must recruit colleagues who are willing to invest their support in a project. When seeking your colleagues’ support, carefully choose your allies.

It is important that each colleague feels a sense of ownership over the project or idea, so keep your group small. Talk to your colleagues individually and let them know that you truly value their opinions and support. Once you have their support, you are better prepared to promote the idea to management.

 

Responding to an idea

Whether you support or disagree with a colleague’s idea, it is important to keep your feedback positive and specific. It is easy to keep the tone of positive feedback light.

However, you can also keep constructive feedback upbeat by making suggestions for improvement. In addition, the more specific you make your comments, the more helpful they will be to your colleague. For example, telling your colleague that an idea is not cost effective is much more helpful than simply saying that an idea will not work.

 

Check these articles:

Communication With Difficult Managers

Are You Emotionally Intelligent! Easy Steps to Cultivate Your Emotional Intelligence, Read to Know.

5 Easy Powerful Steps to Acquire Skills!

How to Avoid Toxic People

How to Stay Motivated: 6 Steps to Be Self-Motivated

 

We are providing leadership training and coaching and we can help you figure out our supervisor type and raise your awareness to know your own type and how to be effective leader and supervisor. contact us for further details and reserving a slot.

info@influenc.live

 

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