When people talk about the professional skills required to be a good facilities manager, communication doesn’t always get a high priority.
It’s true that facilities management isn’t as communication-oriented as a profession like marketing or sales, but it’s still a field where you need to be able to communicate effectively.
In fact, it’s very difficult to do the job well without solid communication skills. Whether you’re just checking in with a co-worker or giving a presentation to managers, you need to have the knack of tailoring what you say to suit your audience. Listening to others is important, too.
To brush up on your communication techniques and make yourself a more effective manager, take advantage of the suggestions presented here:
1. Fit Your Message To Your Audience.
There are many different ways for people to absorb information, and each individual has his or her favorite methods. You want to pick a medium that works well for the people you’re communicating with so that your message has maximum impact. Some people prefer to take in all of their information audibly, while others do better at grasping new information when it’s accompanied by visual aids.
To reach people in the latter group, for example, you might specifically incorporate charts and images into an upcoming PowerPoint presentation. Even if you’re pressed for preparation time, you can accommodate visual learners by using a whiteboard to visualize what you’re discussing. Keep your options open and be prepared to use a variety of techniques to convey your ideas to subordinates, peers, and superiors. Here are some good tips for better communication.
2. Don’t Be Afraid To Repeat Yourself.
No matter what communications techniques you choose, you should be prepared to emphasize your message by repeating it multiple times. Repetition makes it easier for others to recall the information you give them, and for some people, it’s absolutely vital to integrating new data.
The average worker receives roughly 300 messages every day at work. That’s in addition to the other information thrown at them in their personal life. In order to make your own points stand out, feel free to deliver them more than once.
3. Be Brief Without Being Reductive.
Because of the high volume of messages described above, you’ll obviously want to trim down your own communications and make them as direct and short as possible. You don’t want to make the mistake of cutting out vital information, though.
It’s especially important to prioritize and organize what you share so that your audience gets a clear message along with all of the supporting information they need to take action. Omitting important points from your message may lead your co-workers to jump to the wrong conclusions or even start working in ways that are counterproductive.
4. Think Like A Leader.
When you’re talking to someone important, like a C-suite executive, you should be ready to offer up objective number-based points that support your arguments. If you want to free up money for new facilities management software or there’s an emergency and a new rental boiler is required, for example, adding a realistic figure for the amount the company stands to save with the new software will make your argument much more persuasive.
This doesn’t mean that you need to craft all of your communications like sales pitches, though. It’s helpful to make your messages more interesting and valuable to your audience by sharing your own perspective and describing your experiences.
5. Break Through The Bubble.
In the course of your ordinary duties, you’re going to spend most of your time speaking to a limited circle of coworkers, contractors, and superiors. Make an effort to broaden your experience by speaking to others beyond your day-to-day community. Speak to people in other departments and find out what they’d appreciate from the facilities team. Try sitting in on regularly-scheduled meetings so that you’re exposed to fresh perspectives.
Facilities management is a field where good communication matters. If you take advantage of these five tips to refine your own messages and remember to keep your ears open, you should find that better communication skills can make it easier to do your job.