Effective communication with superiors is crucial not only for building good working relationships but also for the key to making a mark, asserting your ability and position in the company. However, this is also a significant challenge because you need to overcome the gap in status and meet the communication principles in a professional environment.
Here are 5 common mistakes you should avoid when communicating with superiors and how to overcome them.
Not respecting status and private space
The first common mistake is not showing enough respect for the status and private space of superiors. Doing this can make them feel like you lack understanding of communication principles and corporate culture.
Here are some specific behaviors you should avoid:
Calling superiors by their first name without adding appropriate titles
Interrupting, interrupting or talking too loudly when they are in a meeting or working
Breaking into their private workspace without permission
Using disrespectful body language such as tiptoeing, leaning forward, standing too close, etc.
According to a study by Harvard Business Review, these behaviors can reduce your boss's trust and respect for you by up to 68%.
To fix:
Always call superiors by their name with the appropriate title (Mr./Ms. + last name)
Only talk to them when appropriate and use polite language and tone
Keep a reasonable distance and do not invade their private space
Learn to read non-verbal cues to know when your boss wants to end the conversation.
Complaining and complaining too much
When facing difficulties or obstacles at work, it is easy to fall into the mistake of complaining and complaining to your boss instead of presenting the problem objectively and offering solutions. This can make your boss feel like you are not competent or lack the responsibility to handle the problem.
According to the book "The No Complaining Rule" by psychologist Jon Gordon, employees who complain often are often rated lower on ability, attitude, and career advancement prospects. 63% of managers say they will reconsider raising or promoting employees with this habit.
To fix:
Look at the problem objectively and balance the challenges and opportunities
Propose potential solutions instead of just describing the problem
Use positive language, focus on what can be changed instead of complaining about what can't
Express gratitude to your boss for their support and guidance
Presenting long-winded, off-topic, and unstructured
Another common mistake is presenting a problem or idea to superiors in a long-winded, off-topic, and unstructured way. This easily makes them lose focus and interest, wasting time and effort for both parties.
According to a study by the Courtright Data Institute at Missouri State University, only 20% of managers feel that communication with employees is effective, largely due to a lack of preparation and poor presentation skills.
To fix:
Prepare in advance by listing the key points to be addressed
Summarize the problem in 1-2 short sentences at the beginning
Use specific statistics, data, and examples to illustrate your point
Conclude the problem and propose a clear solution
Actively check your boss's feedback to make sure they understand the problem
Lack of preparation and mastery of the problem
You can hardly communicate successfully with your boss if you are not prepared and fully understand the issue at hand. This can make your boss underestimate your ability, seriousness, and professionalism.
An IBM study found that 57% of managers see lack of preparation as the biggest problem they face in communicating with employees. This often leads to wasted time, poor work performance, and wrong decisions.
To fix:
Research the problem thoroughly and collect relevant data and information
List the key issues, understand the complex aspects
Anticipate difficult questions and prepare possible solutions
Practice presenting in a concise, logical, and vivid way
Prepare supporting materials such as slides, charts, reports to illustrate when needed
Avoiding instead of boldly admitting mistakes
Last but not least, don't avoid or hide when you make a mistake. This behavior not only damages your reputation and credibility but also takes you further away from the problem instead of being helped. According to a study by the Center for Positive Psychology Research, honestly admitting mistakes and taking responsibility actually makes you more highly regarded for your character and becomes more likable.
To fix:
Actively acknowledge and explain the mistake honestly
Taking responsibility is your responsibility, not blaming others
Demonstrate a clear determination to correct mistakes and learn lessons
Accept criticism and feedback from superiors with a humble attitude
Commit to being careful and not repeating mistakes in the future
With the 5 important points above, I hope you can improve the communication effectiveness and build a better working relationship with your superiors. Don't forget that communication is a skill that needs to be practiced, diligently learned, and gradually improved over time. A healthy communication relationship will help you assert your position, create influence, and have more opportunities for promotion in your work.
Tomuz Academy
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