How to improve communication skills in the workplace fast | Professional communication training

Summary

This script presents a fast-track approach to improving workplace communication by focusing on practical strategies used by high-level executives. It emphasizes using clear, non-confrontational language, focusing on specific behaviors rather than blaming individuals, and maintaining professionalism in difficult conversations. The script provides a step-by-step method for addressing issues, setting expectations, and ensuring mutual understanding, all while maintaining empathy and respect. The key to success is delivering messages with emotional intelligence and structuring them to ensure both parties are on the same page, ultimately fostering positive change and achieving desired outcomes.

Takeaways

• 😀 Communication success starts with using a structured script that can be customized for various situations, making conversations more effective and impactful.
• 😀 High-level executives use scripts to ensure their messages are delivered in a clear, non-confrontational manner, helping them to maintain control of crucial conversations.
• 😀 It's essential to start with a non-confrontational lead-in, using the person’s name and an adjective that reflects your emotional state, like 'frustrated' or 'concerned.'
• 😀 Before addressing an issue, it's important to set up the conversation by requesting the other person’s patience and commitment to hearing you out without interruptions.
• 😀 The script emphasizes using the passive voice to focus on behavior, not blame, ensuring that the person doesn't feel personally attacked or defensive.
• 😀 Providing specific examples of behavior, including time, date, and context, is crucial to slowing down the other person’s self-talk and maintaining clarity.
• 😀 Instead of generalizations like 'you always...' or 'you never...', be specific about the behavior you observed to make your message more impactful.
• 😀 Use the 'hamburger method' by sandwiching negative feedback with positive statements to maintain the other person’s emotional engagement.
• 😀 When seeking behavior change, use the passive voice to ensure the other person feels empowered to make the change, while framing the request as a collaborative effort.
• 😀 To influence decisions, ask the other person how they feel about the proposed change, helping them emotionally commit to the solution.
• 😀 Close the conversation by asking a closed-ended question to ensure agreement and affirm the relationship, making the outcome clear and fostering cooperation.

Q & A

What is the primary purpose of using the freestyle script mentioned in the video?

The freestyle script is designed to help individuals communicate effectively and assertively in challenging workplace situations, making them sound polished and professional, similar to a high-level executive.

Why is using a non-confrontational adjective important when starting a conversation?

Using a non-confrontational adjective helps set a calm and respectful tone at the beginning of the conversation, reducing the likelihood of triggering a defensive reaction from the person you're speaking to.

What is the role of the 'passive voice' in communication, according to the speaker?

The passive voice helps to avoid direct blame and reduces defensiveness by focusing on actions rather than individuals. It makes the message feel less confrontational and more objective.

How does the speaker suggest addressing unwanted behavior in a professional setting?

The speaker recommends being specific about the behavior, expressing how it made you feel, and explaining why it’s a problem, without blaming or criticizing the person directly. The goal is to address the action, not the individual.

What is the significance of using 'I' statements in the freestyle script?

Using 'I' statements helps to communicate feelings and perspectives from a personal point of view, which avoids sounding accusatory and keeps the focus on how the behavior affected you, rather than attacking the other person.

Why is it important to ask, 'What do you think about that?' during a conversation?

Asking for the other person's thoughts ensures that they have the opportunity to express their perspective, making the conversation feel more collaborative and open, rather than one-sided.

What emotional aspect does the speaker emphasize when making a decision about behavior change?

The speaker emphasizes that decisions are often made emotionally, not just logically. By asking questions that appeal to emotions (e.g., 'Do you feel this is reasonable?'), you can guide the person to make a commitment based on both logical and emotional factors.

What is the purpose of closing a conversation with a closed-ended question like 'Are we on the same page?'

A closed-ended question such as 'Are we on the same page?' is used to confirm mutual agreement and ensure that both parties are aligned on the outcome of the conversation.

How does the speaker suggest people should thank others in a professional context?

The speaker advises thanking people for what you want more of in the future, not just for what you received in the moment. For example, thank someone for their thoughtful response or for considering your point of view, rather than simply thanking them for agreeing or complying.

What does the speaker mean by 'nothing you have to say can't be said in a loving way'?

The speaker highlights that it’s possible to address even difficult topics in a respectful and loving manner. This approach helps to avoid creating conflict and promotes positive, constructive conversations.