Showing posts with label communication strategies. Show all posts

Monday, 11 June 2012

Positive Words – Business Communications in a Positive Way

June 11, 2012

Positive Words in your Communications

The use of terms and tone in the business can change the conversation. Using negative tone and terminology will get you nowhere and most likely, you receive negativity back.

Changing the conversation to use positive, constructive words will keep parties engaged in conversation, and the creative feedback will continue to roll out.

From reviewing a cross-section of personal development and positive thinking views, here are some positive terms forming the following Positive Words Cloud.

champion intelligent brilliant creative motivator

passionate encourage empower balance dedicated

organized responsible accountable calm controlled empathetic

sympathetic worthwhile valued valuable synergy synergistic energetic

caring unbiased informed inclusive team diverse abstract colorful

dynamic persuasive determined ambitious professional clear concise

meaningful upbeat willing able share passion constructive

forward-thinking kind lead volunteer carry mobilize

developing building leader strategist

Coincidentally, some of these terms match up with traits and characteristics of successful entrepreneurs and business leaders. Can you think of terms to add?

Pull down a word out of this cloud and insert into your discussions with staff, colleagues, partners, investors, and clients. Think more on the positive, constructive side when discussions are going off track. For instance, you may want to respond to a team member that provided an off-base suggestion with, “thanks for your creative suggestions that may inform our decisions moving forward” or “thank you for your valued input”.

Remember to use respectful dialogue, use manners, and just be all-around nice in communications. There are strategies to handle communications, whether those communications are constructive or just difficult.

The recommendation to use positive, constructive words would build into the notion of supporting and encouraging open communication in your organization, and that all feedback is encouraged. If open, the ideas, suggestions and recommendations will continue to be cranked out by all, and some of those off-base suggestions may soon turn into dynamic game-changer recommendations.

Relevant blogs and articles you may find interesting:

Strategies for Handling Difficult Conversations
Communication Strategies, Policies and Processes to Control Messages
The Right Body Language and Attitude Integral to Success
Presentation Tips for Business Meetings and Interviews
Content Marketing – Targeting Local Markets [infographic]
Values and Ethics – Integrating Strong Principles into your Organization

Positive Words, Positive Communications links:

Steps to Ensure Positive Communications
Things to Practice for Effective Communication Skills
Positive Communication Techniques

Strategy Plan One

http://strategyplanone.com

Business information, resources and tips for the entrepreneur

Friday, 25 May 2012

Communication Strategies, Policies and Processes to Control Messages

Strategy Plan One

May 25, 2012

Communication Strategies

Businesses come across difficult scenarios which require careful external and internal communications. Depending on the severity of the situation, communication strategies, plans, policies and procedures need to be developed for staff and leaders to respond appropriately.

Communication Strategies Plan

Like business and marketing planning, you need to develop a communications plan. Ensure you have a communication strategies plan which may include:

Communication policies
Education and development opportunities in communications
Process for gathering information from area experts
Procedures for approved external communication lines
Designation of approved spokespersons within your organization
Development of action plans following communications

Communication Policies

Communication policies in your organization will set the rules and help staff get organized around communications needed internally and externally. These guidelines and rules will illustrate how staff should discuss issues and who can handle communications in the organization. It will help organize staff in the event that a serious situation arises that requires carefully controlled communications.

If your organization is large enough, your may have policy specialists who may undertake a formal policy development process. Drafting clear and concise policies will assist in establishing solid guidance and help with a thorough understanding of company policies.

Education and Learning Opportunities in Communications

It would be advantageous for you as the leader in your organization or your designated communications lead to hold sessions for your staff. Staff need to be aware of the policies and procedures around communications to ensure situations are handled appropriately. Learning sessions will keep everyone informed on the proper protocol for communications and staff will be well informed on the “what ifs” that pop up from time to time.

Internal capacity building should include opportunities for staff to build skills in communications, whether those skills are centered on oral or written communications. Building individual capacities will build organizational capacities – worthy investments.

Gathering Information for your Communication Strategies

As a leader, you should have procedures to delegate some of the responsibility around information gathering to area leads, area experts. As an executive you may not be the professional at all operational levels… that’s why you hire area experts to inform your decisions. Have a procedure for circulation of communications to area experts to fill in the appropriate level of detail. Following through the track of approvers, you and your communication specialists will craft the communications for the audience.

Approved Communication Lines

As part of the policies and procedures, you communications person along with management will approve of the appropriate communication lines that either a spokesperson or communications lead will use.

Approved Spokesperson

Appropriate communications is an art and a professional career. The organization should have procedures around who in the organization should be talking to the public, external parties or the press. A dedicated, trained spokesperson would be approved by the organization and would know the appropriate tactics to use to adequately handle the situation with press, ensuring the organization does not get into hot water. They would be able to temper the press or stakeholders appropriately, taking an inflamed scenario and turning it into a positive one.

Action Plan

Internally your team should be developing an action plan following the release of information. Depending on what type of message it is and how severe, you can gear up your team to be pro-active. This preparedness will lessen the blow externally or internally.

Example

An organization has been rumored to lay off several hundred people at one location which would have severe economic impacts for a small town. This information may have been stretched and fabricated. The press has been notified and is looking interview the company for more information for their news story. This could gain the wrong attention for the national corporation and could have a wide-reaching negative impact for the public company.

Communication unit and all management would develop a communications plan around this scenario and ensure that approved communications lines have the corrected information in it. The organization would then move forward with having the approved communication person who has been trained to handle external pressures, be interviewed by the press and provide the correct information about correct job training programs in place, with no negative employment effects.

Strategic Business blogs:

Values and Ethics – Integrating Strong Principles into your Organization
Use of Social Media for Marketing
Effective Decision Making Processes Integrated at all Business Levels
Strategies to Improve Performance in your Personal Life and Business
Positive Work-Life Balance in Your Business Organization

Other communication information you may be interested in:

Strategy Plan One

http://strategyplanone.com

Business information, resources and tips for the entrepreneur

Wednesday, 28 March 2012

Strategies for Handling Difficult Conversations

Strategy Plan One

March 28, 2012

Difficult Conversations

As leaders, entrepreneurs and business owners, we have all encountered scenarios, difficult scenarios, where the conversation with staff, partners, customers or contractors has been rough or will be rough.

Certain techniques will help in alleviating difficult conversations and pressures and get everyone back on track with meeting goals and objectives through productive business methods.

Here are some strategies and techniques in handling difficult conversations:

Establish mutual ground rules at the beginning of the discussion; ensure there is a mechanism and a procedure to fall back on if things get off track
Ensure there is a goal and purpose to the conversation; make the scenario valuable with an intended outcome
Don’t make it personal – set the mutual ground rules up front and state the goal is to resolve the issue and not make it a personal attack
Create an environment where everyone can speak freely and in an open manner
Make sure that other parties know their feedback and discussions are valued
Be genuine, truthful and create an environment of trust
Hit on the positives where there are significant negatives; positive reinforcement works
Be constructive in your conversations
Offer solutions not barriers or roadblocks
Think and bring to the table alternatives if the current pathway isn’t working
As a leader, be an active listener
As a leader, be a learner; learn from the experience
As a leader be available, and engage parties frequently
Raise a third-party or theoretical example if points need to be supported
Ensure all parties have access to information, especially when it comes to rules and regulations and that line must be focused on

Extreme Difficult Conversations

Where you do have serious circumstances that require the most difficult conversations, you have the ability to speak directly and openly about inappropriate behaviours or non-performance issues. You could approach the scenario by recommending some solutions to get everyone back on track with meeting objectives. It may also be in the best interest to ask the other party what they need leadership to do. Their feedback for issue resolution is important.

Third party mediation or seeking outside sources to help resolve may also be options when the one-on-one discussions are not going anywhere. Third parties or mediation can help take the pressure off the affected parties. A third party or mediator may take neutral ground, observing both parties’ positions and offering up independent recommendations that will work.

Positive Outcomes to Difficult Conversations

The end goal needs be a positive one, with satisfaction to all parties involved. Whatever tactic you choose to handle difficult conversations, think and act systematically and strategically, with end goals in mind. It is sometimes an easier pathway to find solutions than riskier, costly pathways such as litigation.

Strategy Plan One

http://strategyplanone.com

Business information, resources and tips for the entrepreneur