Workplace Communication, The Generation Gap: How to Commuicate Effectively

What is communication?  Communication is the exchanging of information via words, thoughts, writing, and by other forms of modern technology. Communication modes can be formal, informal, verbal or non-verbal.  Nonetheless, in order for communication to be effective, the sender of the message must be able to successfully transfer the information so that the intended message is received.  Effective communication is vitally important to the success of an organization overall. Employees at every level should be able to communicate effectively in the workplace.  When a company lacks effective communication, whether upward, downward, or parallel, it will encounter uncertainty and possibly conflict amongst workers followed by decreased productivity.  Nowadays, companies are made up of baby boomers, generations X’s, and generation Y’s. This gap in itself sometimes causes conflict and poor communication because each generation is distinct and prefers its own mode for communicating.  However, when employees learn to work together as a team, they just might be able to close the communication gap in the workplace.

Face-to-face

When communicating face-to-face with someone in the workplace, it’s imperative that the sender of the message convey comprehensive thoughts so that the receiver(s) understands the intended message.  Don’t cause someone to second-guess or form his or her own interpretation of what is being communicated. But instead, make direct eye contact with the receiver(s) and clearly enunciate complete thoughts.

Be a good listener

Communication is a two-way process when done face-to-face.  Therefore, it’s equally important that the receiver(s) of the message pay close attention to what is being articulated.  This means that the sender of the message will need the undivided attention of those who are receiving the message in order for the communication to be effective. The receiver(s) should avoid daydreaming and using selective listening when communicating face-to-face. It’s also crucial that the receiver not talk while the speaker is speaking. Should you have a question about what is being articulated, wait until the person is done speaking, and then ask your question. Understandably this might take a great deal of discipline for some individuals. The truth is, you simply cannot talk while someone else is speaking; first, you won’t fully comprehend what is being spoken and second, it’s plain rude.

In writing

When communicating in writing in the workplace one must know how to express his or her thoughts intellectually and professionally. If you find that you have difficulties expressing yourself in writing you will need to practice your writing skills. Bear in mind that your writings are a reflection of you. Also, when communicating in writing you should proofread your content… check for grammatical and typographical errors.  You should also thoroughly reread your memo, letter, e-mail, correspondence, etc. for proper sentence structure, clarity, and cohesiveness before you send it to those you want read it.  Always use proper e-mail etiquette when communicating via e-mail. Avoid using jargons, slang, and word abbreviations in your e-mails…this is very unprofessional and will only generate confusion for some readers. This is especially true for generation Y who are accustomed to using choppy sentences, acronyms, and text abbreviations in text messages and e-mails.

Solicit Feedback

In order for communication to be effective, the person responsible for delivering the information- should check with the receiver(s) to find out whether or not the intended message was received or if they have relevant questions about the topic. Recommend that you don’t wait too long to obtain feedback.

Get clarification

Don’t hesitate to ask for clarity whenever you’re in doubt about the intended message the sender was attempting to convey.  Whether the communication was done in writing, by phone, email, or face-to-face, you will need to get proper clarification immediately.

Communication technology

The correspondent may choose to use modern technology to transfer a message- such as e-mail, call conference, electronic meeting, voicemail, or via the company intranet.   Just make sure you speak clearly and coherently when using voice technology and should also include important dates and times and other pertinent information when communicating via writing.  Also, it’s important that every employee know how to use modern technology. Companies should provide training for its employees who lack skills or who want to brush up on current skills.  Employees should also consider taking classes outside the company to acquire new technological skills.

The generation gap- build trust and show respect

Two of the most important things in the workplace are to show respect for each other and to build trust. Baby boomers should have more patience with the younger workers who may work differently from them. Some boomers tend to be more resistant to change than the X’ and the Y’s and may not be as technology savvy. The boomers are not as flexible as the X’s and the Y’s and are more likely to stay at a company for several years. The younger workers should also have patience with the older, more experienced workers who are also accustomed to working a certain way. Unlike the boomers, the X’s and the Y’s tend to adapt to change more easily, are more comfortable with modern technology, and most are college graduates. They are less likely to commit to staying at one company for years but seek to change jobs and careers every three to five years. The Y’s, in particular, are most likely to except and work well with racially diverse groups and is least likely to discriminate. Bottom line, some older workers will need to return to school to acquire new skills and learn new technology in order to communicate more effectively in today’s workforce.  Overall, it’s imperative that all find a common ground in which to communicate effectively. 

Meet with staff members regularly

And finally, managers should make it a point to meet regularly with your staff to communicate goals and objectives and articulate reasonable timeframes in which to achieve them. Find out how you can help improve communication in your department and in your company overall. This is also a good time to ask for suggestions and feedback from your subordinates. Managers should also engage their employees in the overall operations of the business. Have an open-door-policy in which your employees will feel comfortable communicating with you should they need help or encounter work-related problems. It’s simply a matter of effectively communicating with your staff to keep them abreast of the business and to also motivate them to work more efficiently and effectively.   Foster a team environment in your department to help promote good camaraderie and trust amongst the group members.