All businesses exist for the purpose of generating wealth, earn profit by selling a product or a service in the open market. For this to happen, man and machine must collaborate productively to produce and sell the product or the service the business intents to deal in. Speaking at workplace, as a separate topic of discussion, gains significance since the quality of communication, between workforce, is a deciding factor for turning this collaboration productive from all angles.
Though communication happens via different modes – verbal, non verbal, and technical – I would be only focusing on the verbal component, speaking at workplace, in this article. You can learn more about technical or email etiquette here.
What are the different paths of oral communication within an office setting? Employees, generally communicate with each other in a group or on one to one basis. Bosses speak in the departmental team meetings. Production and sales departments communicate among each other, and the sales people interact with the customers and the clients.
These are business conversations, here the degree of formality is high as compared to the casual, informal chatter you indulge in at home and in social circles. The purpose of such formal communications is multifold: establishing rapport with the colleagues across hierarchies, convince others (internal and external customers) of your ideas, instruct as clearly as possible by using minimal words in order to achieve the set goals within the set time frame.
Speaking at Workplace Style Matters for Success
Your ability to organize and put forth your ideas in a logical flow to others is critical to success in anything you have set out to achieve. Business conversation is not loose talk, it is a properly crafted language syntax populated with the right words, linked with the right grammar, delivered with the right accent, and the right modulation of the voice.
Communication is the circulation of information within the veins and arteries of an organization. It actually feeds the organization the nourishment needed to keep it alive or succeed in its purpose of existence. Speaking as a mode of formal communication has two aspects to it: what your speak (content), and how you speak.
Tweak any of the two components, to any degree, and the entire message takes a different color or meaning. Learning to synchronize these two components as per the intent of the message being delivered is an art every student of business conversation must master.
The basic rules of speaking at workplace revolve around using the various components of oral or verbal communication within the dictates of professional communication etiquette. These include usage of words, voice, speed of speech, and style of speech in different situations. Here, I will walk you through all of these in an easy to absorb manner for your benefit.
Fuel your message with the right Words
Words are the bricks of different size and fit which contribute to the overall design of your message. The way you look looses its power within the first few seconds of a conversation, as, what you speak takes the message forward from then onwards. We begin learning about language and its basic building blocks, the words, at the kindergarten level.
As kids we begin picking up the impacts of our words on elders and their reactions towards us. We get to know which words evoke smiles and which ones evince frowns from mummy. By instinct we begin using more the ones that are smile evoking as they induce feel good factor, similar to what you intend to achieve with most of your business conversations.
Apar from invoking feelings words can create mental images and project energies, positive or negative, on to the listener from the speaker. Experienced leaders and business people know how to build up their personal brand by effectively using words for adding clarity and impact to their conversations.
There is a general impression that professional communication etiquette means using power words while speaking at workplace. In reality, It is more about learning the right word along with its correct usage along the course of a busines conversation.
One needs to learn the proper construct of a sentence, grammar, and the right pronunciation of each word. Right pronunciation becomes more imperative in case you have to speak to international colleagues or clients as a part of your daily job activities.
To enhance your ability of using words effectively while speaking at workplace strive to excel in the following areas.
Expand your Knowledge Base
Expression flows easy when the knowledge base is overflowing with data from every walk of life. Reading is the best form of absorbing knowledge on any subject. Try to know something about everything on the planet. The mind is adequately exercised, while the knowledge is being collected, in areas of experiencing wide range of words and the subject matter at hand.
The more rich is the vocabulary, the more connections brain can form to express the same idea with different meanings. Read whatever comes at hand, do not categorize between good and bad information, just devour everything that you lay your hands upon. The mind knows what to keep and what not to. In fact, knowing what is not required is equally important.
Build Upon Vocabulary and its Right Usage
Make a commitment of learning one new word every day. There is no shortcut to this process. Though, using technology, online dictionary, can help accelerate the process. Each new word is an addition to the arsenal of professional communication etiquette.
The process of looking for the meaning of every new word you come across appears tedious initially, but the feeling of accomplishment you will experience as you meet the newly learnt words in your subsequent reads will help sustain the process. A lot of words in English language differ by just a letter but stand for a completely different meaning.
Advice (a verb) and advice (a noun) are such words which if used wrong can make you look half baked while speaking at workplace. Learn to align right variation of the same word to match the knowledge level of different target audience. Inform me , tell me, apprise me, all three carry same meaning, but not intended for all audience.
Sharpen you Grammar Skills
Grammar is the structure of the sentences you build to express yourself. Invest in a Grammar book and use it to practice and hone the language construction skills. Never jump from topic to topic, learning grammar has to be systematic, first master the basics and then move to advanced areas.
Displaying bad grammar while speaking at workplace can invite sniggers and snides from your listeners, you do not have to be a pro to sense the cracks in the structure of the sentences you speak. it just sounds incoherent to the ears and smells foul of your character and authority.
One can even take one of the many online grammar courses vying for your attention on internet. Invest in upgrading language skills and reap the dividends over the entire life time. Using good grammar can convey intelligence, logical thinking, and confidence on your part. The three basic traits of good leaders.
Learn to use small sentences, an idea can loose power and direction if presented in w long, forever, winding sentences.
Use Action Oriented Words
Action oriented words like achieved, propelled, created, launched, created have more punch to them than using words which do not project surety like perhaps, apparently, looks like, seems etc.
Action words create a powerful image if used correctly on a resume. Similarly, use these words in your interactions at office. Corporates and business are action oriented and dynamic environments, using action words makes you look in sync with the business targets and environs. These words generate a sense of dynamism and movement among the listeners.
Such words are powerful motivators too, these words can inspire to take action on the listeners part. Using these words as a part of professional communication etiquette while speaking at the workplace adds fuel to the process being discussed.
Very important, avoid using words that are culture, technology, domain, or age specific. These words appear trendy as jargons and buzzwords but can be understood only by the class it is intended for. Senior people do not understand a lot of terms created and abundantly used by younger generation.
Last, never use slang words while speaking at work place. Use ‘Please’ and ‘Thank you’ at the right places and see how the atmosphere becomes receptive to what you have to say.
Use the Voice Right – Speaking at Work Place
Voice is the medium on which the language, words travel to the listeners. Spoken language is nothing but a string of vibrations of sound called voice. You may have chosen the best of the words and the quaintest of the grammar to put across you point but if the voice used to load them on is not appropriate the purpose of the message gets killed. Quality of voice contribute to making good first impressions.
Voice can have different characteristics; it can be authoritative, gripping, or soothing in its effect on the listeners. Same words when spoken using different voice characteristics add the corresponding connotations to the message being delivered. Amitabh Bachchan possesses his signature baritone, Lata Mangeshkar is known and identified only by her melodious voice, voice if used intelligently can build up your personal brand.
The quality of voice can be explained with its four measures.
Pitch – It is the level of frequency of the sound produced when you speak. High pitched voices are shrill and jarring by nature. Low pitched voice is preferred while speaking at work place because it appears poised and confident. Seasoned business project low pitched and deep voice while speaking as experience has trained them in professional communication etiquette.
Diction – It measures the clarity of the voice, Pronouncing the words so that they can be easily understood. Pace your words and sentences properly to make you diction clear and understandable. Spoken language appears gibberish when lacking in good diction.
Tone – Speaking with the same pitch and vibration makes the voice monotonous in effect. Train yourself to vary the tone of your voice while speaking to add emotion, surprise, and excitement to your speech. News readers of the erstwhile Doordarshan Tv channel in India sounded monotonous, whereas the News readers of present News channels are adept at sensationalizing the information being presented just by varying the tone of their voice.
Accent – It is the quality of voice where you stress on a particular syllable to produce a peculiar pronunciation of the words in the speech. English is spoken with native accents across the continents of the world. One must use neutral accent while speaking at work place. Train yourself to get rid of the regional accent from your voice.
Speaking to French people in Indian English accent will only create confusion among the listeners. Most important, never try to copy the accent of others as this will project you as ‘fake’.
All the four qualities combined when used in a certain way determine the particular modulation of that voice. A well modulated voice can generate trust in the listeners as it helps align the speech with body language. Its a clear winner when used with the right body language at job interview. It enhances the involvement of the audience by tying them down to the speaker with the cords of emotions.
Lastly, a voice when used well in speech can increase the impact of the message being delivered.
Train for Speaking in Public
Public speaking and the art of effectively articulating your thoughts in speech are the two basic requirements of any job title. Rather speaking effectively must be the part of your hiring interview winning strategy which will help you impress at the first 2 minutes test.
You may be holding any position of responsibility in an organization; speaking in meetings, presenting to groups and interacting with an assembly of people will be necessitated from time to time. Train yourself on the art of public speaking by following these easy to unerstand guidelines.
Assess your voice – Record your voice over your mobile phone recorder and play it to a unbiased third party member (not a friend or a family member) in your presence and ask them to evaluate it without any prejudice. Talking on phone is also an important part of business communication, learn the rules for talking on telephone.
Did you like what you heard? Would you want to listen to this voice for longer? Can you sense enthusiasm and energy in the voice being re-projected at yourself. If not, research on how to add these qualities to your voice and begin practicing. Repeatedly listen to the people you love listening to over internet or their personal recordings and attempt o pin point the factor that makes them likeable.
Exercise your voice – Reading aloud, learning deep breathing techniques and how to speak from the abdomen, training involve the throat in your speech, and dabbling with classical singing can help improve the quality of your voice.
Make sure that you learn the basics of the correct standing posture as the right posture enhances the projection of your voice on others. Keep looking for opportunities, in office or otherwise, where you can speak to a group of people to keep your practice up.
Drink a cup of warm water just before you begin to speak to an audience. This will warm up the vocal cords for and equalize the quality of your voice throughout the speaking session.
Use Humor Wisely – Speaking at Work Place
Humor if used intelligently can lighten the atmosphere and aid by establishing connect between two individuals. Humor minus intelligence can be destructive especially at work place. Misplaced humor can make you sound stupid and foolish among your colleagues. It is like medicine prescribed by the medical practitioner, consume it only in the right measure, at the right time, and at the right place.
Use humor to motivate and reduce stress level of your audience. Adhere to the following rules when trying to play with humor while speaking at the work place.
Remember every joke will not fit every situation.
Never crack political, sexist, or racist jokes in from of fellow employees.
Use situation humor (jokes on current affairs) or anything that has just happened can help you instantly connect with your audience.
The safest is joke on yourself, it will project you as real.
Do not overdo humor, use it very sparingly after properly sensing the atmosphere in which the conversation is taking place.
In case you are a boss, never crack jokes on your own position.
In case you do not like some of your colleagues, never express your negative feeling towards them via making them the butt of your jokes. It can damage your relationship with them beyond repair.
Use humor to disperse stress in tense situations only if you are the boss and are leading the conversation.
Speaking too Loudly at Work Place
We Indians, are brought up in noisy environments. Honking traffic, jarring bells at schools, churches, and Railway stations has conditioned us to speak loudly in order to be heard against these thundering backgrounds.
No wonders we walk into our offices carrying the same hangover and end up creating a fish market like situation within the work premises. Loud is not pleasing to the ear. It can convey aggression and disrespect to the person you are speaking at work place.
Speaking loudly conveys weakness, anyone feeling helpless feels the need to compensate it with a raised voice in order to feel normal. Keep you voice low enough to be easily heard and understood by people around you.
Speaking loudly at workplace is culture specific, Americans are louder in their expression as compared with Europeans or Asians who are comparatively softer in speech. When travelling abroad, to be on the safer side, speak softly to others irrespective of the part of the world you are in till you get the hang of their culture.
Speak politely in board room meetings and with people in common open areas at office. Move to a cabin, if available, in case you need to raise your voice, permitted by a valid reason of course.
Do not speak too softly either, it may convey lack of self esteem on your part. Train your self to project your voice with enough force which can convey the message with clarity and the desired impact.
Speaking Too Fast at Work Place
Another extreme of speech is speaking too fast that the listener doesn’t get the time to register the spoken word. Speaking too fast conveys anxiety, excitement, and nervousness. Some people are habituated to speaking fast whereas others can turn the speed mode on in certain situations.
Human mind is accustomed to listening at a certain speed in order to absorb the message being conveyed. Anything below that can be monotonous and boring, anything above than that can be easily missed.
In order to train yourself on the right speed to speak first you need to start being aware of the speed of your speech. Pick up signals from your audience, are they sounding confused or looking lost reduce the pace at which you are speaking.
Train yourself to identify the commas and full stops mentally while speaking and punctuate your speech with proper pauses at these points. A little training can make it a easy task in the long run.
Always summarize the point you were attempting to make while speaking at workplace in order to sense the understanding of your audience. Majority of the fast speakers do so because they feel excited about what they are speaking. Learn to calm the mind while speaking so that the speech can be appropriately paced.
Avoid Talking Business all the Time
Just talking business will not make you a business success, getting human element within the business conversations help you read and understand your colleagues better. Grab the opportunities for small talks or discussions on general topics to bond better with others.
Such opportunities present them galore while taking a small break at the coffee machine, lunch hour, or any office celebrations. Do not stay aloof at these places and participate with warmth and smile.
Pick up conversations on spouses and children with colleagues you are sure are married and have children. Do not ask direct personal questions like ‘ are you married?’ Do not sound like you are making enquiries, but make it look as if you are genuinely interested in them.
As business meals do not discuss business till the time the beverages or the meals are served. Its better to wait for the senior to begin the conversation than you broaching the topic on your own. Show that you are accepting of diverse ideas and views in order to avoid sounding snobbish while speaking at work place.
Conclusion:
Professional communication etiquette demands learning basics of the rules of speaking at work place. A good vocabulary base to choose from along with good grammar skills can make the required impact in business conversations. Learn the basics of public speaking and how to use humor intelligently at office.
Getting to acquaint yourself with the right pace of speech and the dos and don’ts of what to and what not to discuss or talk about when on the job can add to your arsenal for success for achieving your targets.
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