FIVE STEPS TO EFFECTIVE GLOBAL COMMUNICATION

Imagine you are trying to explain a complex process to a colleague located in another country, during the conversation you realize that he or she is struggling to understand you. At this juncture rather than giving examples and further explanations, your best strategy is to apply a few basic communication techniques. Below I share with you five steps on how to effectively communicate with your colleagues no matter where they are in the world:

1. Simplify. Many times miscommunication happens across culture because the language is hard to understand or details are not specific. Make your communication as easy to understand as possible.
   • Aim for short sentences – 12 words or less.
   • Simplify common or complicated language, instead of saying, "If it wouldn't be too much trouble," say, "Would you please?"
   • Make time zones, locations and deadlines clear in all your correspondence and in your emails.
   • Do not use acronyms and idioms, and if you do use any, be sure to specify what they mean. Example, if you use the words, "ballpark figures," tell them what those words mean, "I mean a general estimate of pricing." Better yet, eliminate "ballpark figures," and use "a general estimate of pricing."
2. Confirm. It is not uncommon for two people in conversation to think they understand each other; however, many times each has a different understanding of the situation. For this reason, it is important to clarify what you are intending to say and confirm that the other person understands you. In order to ensure the message you want to convey is understood try the following:
   • Clarify what you are trying to say, use the following: "What I mean is...," or "To clarify..."
   • Check-in with the other person to be sure you understand them. "So what you are saying is....?" Or ask them to clarify a point.
   • Check to be sure the other person understood you: "What is your understanding so far?"
3. Organize. When your communication is structured and organized into sections with key points it becomes easier for others to understand your main points and they will be able to follow your communication. Structure your communication accordingly:
   • Divide your key ideas into numbers or letters with main points.
   • Use your hands and gestures to help structure important points when communicating face-to-face.
   • State the purpose of your email in the subject line.
   • Use headings to organize different topics.
4. Reframe. Provide multiple ways of saying the same thing, this technique increases the chances of your being understood. You can do this by having alternative ways of expressing the same point:
   • If you notice that the way you are saying something is not working, try a different way.
   • Use analogies, metaphors, and stories, which help in making a point clear and will help your audience remember what you said.
5. Use Examples. Provide the rationale behind your thinking it will make your intentions clearer to others. Using examples allows you to illustrate your points and your message will be heard. Reinforce concepts with examples:
   • When you present an idea or make a request, provide the "why" behind it. "Here is why getting this right from the beginning is crucial..."
   • Use visuals to bring your points to life, use drawings, photos, pictures, and people will retain more information, because they will see what you mean.

I end this piece with the following: "You don't impose yourself onto others; you allow others to open up to you because you have opened yourself up to them". Candida Marques – Global Arrival © 2019.

A 360 Degree View – An Intercultural Challenge

In order to effectively work in a global environment, you must be willing to look at things in a 360 degree format. You begin by looking between, within, behind, around and to others. Let me explain:

When you look BETWEEN, you look at what role your culture could be playing, and you evaluate how communication may be impacting the situation.

Looking WITHIN means you are assessing the values that could be in alignment or which seem to be in conflict, in addition, you evaluate what the goals and expectations are when working alongside and communicating with others.

When you look BEHIND you ascertain what pressures and motivations could be influencing you when communicating and working with others. Ask yourself what the impact of these pressures and motivations are and what the histories of your interactions have been; this knowledge will help you to influence others with respect.

Looking AROUND at your surroundings and environment allows you to see what influences could be having an impact and which ones are no longer valid.

Look TO OTHERS and ask yourself who are the stakeholders, and what is their potential role in the situation? What influence could the organizational structure have on both of you?

Using a 360 degree mindset of viewing things will allow you to keep focused on potential barriers, such as different communication styles, history of past problems or difficult encounters. You will also be able to see potential enablers, understand shared values, which will allow you to turn to acquaintances, and people you trust to help you work through your situation. Having the answer to all these questions is not essential; the value should be in thinking through what might be influencing the situation and identifying how you can find out more.

I end this piece with the following: "Intercultural understanding is hard work, being aware of you and having the ability to look at things from all perspectives is like police work, which for some is a learned skill. Improve your intercultural understanding by becoming a detective." Candida Marques – Global Arrival © 2019.

Six Diversity Questions Answered

Q - In order to become integrated into the society or work-life of another country, the most critical factor is:

1. Learn the language and cultural differences.
2. Find people from the new culture to accept you, interact with you and bring you into their inner circles.
3. Have something different to offer.
4. Have common interests

A - The answer is B, having the local people accept you and interact with you and bring you into their social circles should be your primary concern. A and sometimes C can help, but they will not automatically integrate you. Lack of B may actually prolong your acceptance into your new surroundings.

Q - If you respect people and demand respect from people as you do in your own culture, you will be accepted where ever you go in the world. True or False?

A - False. While we might say that respect is a universal value, how others expect to be respected may differ from culture-to-culture. Words and gestures of respect may be different according to age and status of the persons involved. What might be respect in one culture might be an insult in another.

Q - You are working in an organization where people are used to hierarchical leadership. You want to empower the people who work for and with you. You should:

1. Give them vague assignments so they have to think and use their creativity.
2. Make yourself unavailable, so they have to make decisions on their own.
3. Praise their willingness to follow direction and engage them in conversations about their work and its objectives.

A - C is your best option; A might hinder more than improve individual and team performance. Starting with A might give the impression they you don't know your job and B might send the message that you don't care about them.

Q - Behaving "inclusively" is making sure that you:

1. Know, respect and use the similarities and differences in your group to effectively meet your goals.
2. Invite everyone to meetings and events.
3. Copy everyone on email and correspondence.

A - A is the best answer. Knowing and respecting people's differences and similarities will tell you when and where you need to use B and C, because you will know what is appropriate, acceptable and helpful.

Q - When a cultural conflict occurs, the best way to resolve it is to insist on maintaining one's own cultural values and arguing for their logical validity, while letting the other party do the same. Rational persuasion is the best way to resolve conflict. True or False?

A - False, A clear statement of values may be a starting point, it is often necessary to understand the history, geography and economics that lie behind them. Each culture has their own story, which will remain hidden if the only dialog is rational persuasion.

Q - You can resolve problems in recruiting workers from non-dominant groups by establishing objective job qualifications. True or False?

A - False. Objectives may not be very objective unless it is based on well-defined competencies. Even so, culturally competent hiring requires a deep understanding of how work is accomplished in different cultures as well as having the commitment from those whose responsibility is to develop workers from nontraditional sources.

Rule of thumb: "Be curious, don't jump to conclusions or judge, take things slowly while focusing on the perspective, sometimes common sense is all that is required." Candida Marques – Global Arrival © 2019.

Candida Marques is the founder and CEO of Global Arrival, A global leadership consultancy that helps global leaders acclimate quickly to while leading effectively in any foreign culture. Reach out to Candida at: 908-625-2267, www.globalarrival.com, [email protected] so that she can help you and your organization lead effectively anywhere in the world.