Leaders dedicate significant time to communication, whether defining and sharing strategies, guiding their teams, solving problems, or in many other daily situations. Communication is one of the most crucial leadership skills, especially given the complexity of today's environments. A recent interesting article from Forbes, "11 Leadership Skills To Build In 2024 For Executives And Emerging Leaders", highlights this importance (check here).
In project management, it is known that Project Managers spend about 90% of their time communicating with stakeholders. Technological evolution, including AI systems, has enhanced our communicative abilities, for example, in assisting in the formatting and distribution of content and in adjusting the tone according to the audience.
The Source–message–channel–receiver (SMCR) model, a pillar of communication theory, showcases the role of sources in coding messages so the receiver can adequately decode them. This model involves the sender, the receiver, the message, and the communication channel and illustrates not only the sending of messages but also of feedback, where noise can lead to misunderstandings. The "Process Groups: A Practice Guide," published by the Project Management Institute, especially in chapter 6.7, "Managing Communications," addresses some of these aspects of projects.
Silence as a Form of Communication
Recognizing and acting upon silence—when there is no response, reaction, or confirmation of receipt by the receiver—is crucial. The absence of dialogue or interaction, especially when prolonged or repetitive, can indicate issues that require careful evaluation and swift, strategic resolution. Below are presented some causes for this lack of communication and suggested actions:
Misunderstanding: If the receiver has yet to understand the message, they may hesitate to expose themselves. Action: Simplify the communication, explore alternative channels, or create a safe environment for questions.
Apathy: This may indicate demotivation or disconnection from the project's objectives. Action: Engage in dialogue to understand their motivations and reinforce the importance of their contribution.
Avoidance of Commitment: Avoiding responses can be a sign of unfulfilled commitments. Action: Promote open communication about expectations and responsibilities.
Friction and Relationship Wear: Conflicts can silence communication as a form of protest. Action: Seek feedback, preferably through anonymous channels or individual meetings, to promote open dialogue.
Communication Overload: An excess of information can overwhelm the receiver. Action: Prioritize messages and limit the volume of data sent.
Cultural Differences: Can affect the interpretation and response to messages. Action: Promote cultural sensitivity and adapt communication strategies.
Technological Barriers: Failures or familiarity with tools can inhibit effective communication. Action: Provide appropriate training and technical support.
Personal Communication Preferences: Individual preferences can lead to misunderstandings. Action: Respect and accommodate different communication preferences.
Lack of Trust: A foundational element in any relationship, trust impacts how messages are received and interpreted. When there's a lack of trust between the sender and the receiver, the receiver might be confident in the sincerity, accuracy, or intentions behind the message, leading to reluctance in open communication or feedback. Action: Build trust through consistent, transparent actions and communication. Ensure that words and actions are aligned and follow through on commitments. Team-building activities that foster understanding and empathy among team members can also help. Additionally, creating opportunities for open, honest dialogue where concerns and expectations can be freely expressed and addressed can reinforce trust.
Broadly evaluating the context and investing in the observation of non-verbal communication are necessary steps. Personal interaction facilitates the understanding of osmotic communication, which occurs behind the scenes and is essential for a holistic assessment of behaviors and interactions. Another important aspect is building a trusting environment where everyone feels acknowledged and safe to interact and share ideas.
Given that the absence of communication can lead to misunderstandings, a decline in team morale, productivity issues, and significant project delays, leaders and managers must be vigilant for these signs and act promptly to mitigate negative impacts. In other words, exploring and understanding silence between the lines can be a critical differentiator for the success of initiatives.
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Published on LinkedIn: https://www.linkedin.com/pulse/silence-also-communication-importance-recognizing-priscila-aaaqe/?trackingId=vnRsTHc1R5aNO2NrazUe1Q%3D%3D
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