If you as a leader cannot communicate effectively, then it is a big possibility that no other leadership skill will compensate for this weakness. Therefore, first and foremost, you must be able to exchange information accurately and effectively.
Getting it, retrieving it, and giving it.
Getting Information
When getting information, you may be watching for a variety of verbal or written and nonverbal behavior clues to gather meaning. If you are not careful, facts will be forgotten or distracted. This happens because both the person sending and the individual receiving the information might unintentionally obscure the message.
There are two ways you can be sure that the information you receive will not be forgotten or distorted:
•Take notes. It is always the best way to jot down any key information received.
•Repeat what you think you heard the person say to avoid misunderstanding.
While you think you understand what you think you heard, you could in fact have gotten it totally wrong. Hence, clarify and verify! In a communication exchange, the sender controls what and how is uttered, or the content of the message. The recipient controls what is heard and the feedback given.
To encourage good communication, you are obliged to encourage others to speak freely.
•Show interest by leaning forward, taking notes, nodding in agreement, paying attention, or so forth.
•Greet new ideas coming up with interest.
•Give the other person your undivided attention.
•Maintain eye contact.
•Mention the individual’s name.
•Relax, be friendly and smile.
Retrieving Information
Information received might have to be recalled at a time later on. There are many different ways in storing and retrieving information. Recently, we would simply think of computers as a means for it. Nevertheless, the medium is not as important as what you write and how you store the information. You can apply a variety of methods to help you remember details, including memorization, note-taking, repeating back, and mnemonic devices.
Giving Information
When you give information, it is suggested to use all five senses whenever possible. In addition,
•Speak clearly.
•Use language that everyone understands.
•Vary your pace and tone.
•Move from the general to the specific.
•Use visuals— charts, maps and diagrams.