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You Can't Not Communicate

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Most of us would like to be better communicators. As leaders, co-workers, team members and in all of the other roles we play both professionally and personally, we know that communication is a major key to success.

When we are frustrated or stymied by something, often better communication would have improved it.

Consider the new executive or manager who walks into their first meeting. Every movement is watched. Where they sit is analyzed. What they say is discussed later. Did they make declarative statements or ask questions? Did they smile? Were they quiet or too quiet? What about their tone of voice?

Or consider seeing an old friend with a new business partner. You’ve not spent much time with the new partner before. You care about your friend and so you are trying to build an informed opinion of their partner, so you observe them very carefully.

Of course not every situation is this obvious, but in every situation we are all being observed as people try to truly understand our message. Yes, communication certainly is important – and valuable. And guess what? As these two examples clearly show, we can’t not communicate.

Think about it.

We communicate with our words, of course. Our eyes and our facial expressions convey many things. We communicate with the tone of our voice, with our movements and hands. We even communicate when we are silent.

The Paradox

So it is a paradox to think that we are always communicating and yet we still want to improve our communications skills.

Just because we do something all the time, doesn’t mean we think about it all the time. And if we are doing something without thinking about it, we are operating from habit.

Habits are our helpers. They allow us to get through all of the many tasks we encounter each day – many of which we do subconsciously. And while habits help us, sometimes they don’t serve us in the ways we would most like. In those cases, we can adjust those habits.

Making a Change

If we want to think about improving our subconscious communication, it helps to think about the ways we communicate. I mentioned a list above. Others have split up the communication components into these segments:

What we say

How we say it

How we look

While I agree with those components I think it is also important for us to consider a fourth component too– what we don’t say.

Keeping these components in mind, I believe that there are at least five things that you can do if you want to do a better job of communicating during all those times you aren’t thinking about communicating.

Be aware. The first step to improving our subconscious communication skills is to be aware of how pervasive our communication is. Awareness helps us bring things out of the subconscious and up to a conscious level. It is at the conscious level we can work on them.

Be vigilant. Once we have decided we want to improve these skills and are aware of the factors involved, we have to pay attention. Begin to more carefully notice how people react to you. Confirm your observations by restating your points if you feel you are miscommunicating. Being vigilant means taking more care and paying closer attention to your communication style and results.

Get feedback. I have learned over the years that in some cases the tone of my voice is too strong - that even when I’m not upset or frustrated by something, the tone of my voice sometimes sends a different message. Without this feedback I wouldn’t even be aware of this issue. With the feedback I can improve. Of course, you may receive positive feedback too – about things you are unaware of that serve you well. It is important to receive both the encouragement and the corrective ideas.

Make a plan. Work on the areas you have noticed. Work on the things you received feedback on. Practice new or different techniques. This step is all about modifying and reforming your habits into more successful ones.

Continue the loop. Awareness, vigilance, feedback and practice are the steps in a learning loop that you can apply over and over to continue to improve your subconscious communication skills.

Summary

The grammar isn’t great, but the logic is perfect – you can’t not communicate. All of our actions, words and non actions send a message to those around us. To become more effective and better understood, we first need to recognize this fact, then take action to change our communications habits so we are communicating what we want to communicate, more of the time.

The final support date for Windows XP is just 840 days away and while that might seem like a long time, you and I both know that April 8, 2014 will come all too soon for some companies who are still reluctant to make the move.

If you’re still on Windows XP and are planning to rollout Windows 7, here are 10 questions you’ll want to ask yourself while planning out your deployment:

1. Do we need to invest in test hardware, personnel and infrastructure? Notice it doesn’t say IF testing should be done. That’s a given. But can you set up a lab – either physical or virtual – where the deployment process and end configuration can be tried out? Who will do the testing? How will it be done?
2. What hardware do we need to replace? Make sure you know the minimum requirements are for Windows 7 and which of your computers will need to be upgraded or replaced. The Microsoft Assessment and Planning (MAP) Toolkit is a free tool that can help you collect detailed information on your current infrastructure for an analysis of your hardware and device compatibility and give recommendations.
3. Do we need to build and maintain a desktop image? If your organization tends to get a lot of new machines coming in or computers that get handed from one person to another and this is taking up a lot of IT cycles, you probably want to look at building a desktop image if you don’t already. A well built image can reduce your deployment time substantially and advancements in imaging technology mean that it’s no longer necessary to spend hours saving user data off an old computer, cloning the hard drive of a reference computer and then restoring the data you saved. Having only one image to maintain even if your organization uses diverse hardware is more of a reality than ever.
4. Are our corporate applications going to work? The Microsoft Application Compatibility Toolkit (ACT) is a free download that can help you evaluate and mitigate application compatibility issues. Applications that can’t be upgraded may be able to be shimmed or run in Windows XP mode.
5. How will employees’ files be moved? Knowing where employees are storing their files is critically important. How many times have you heard: “I didn’t put that file in the System32 directory – the computer did it!”. Once you know where files actually are, a plan is needed to ensure that user files and user settings are migrated. Bob won’t care if the rollout is a complete resounding success if his desktop wallpaper isn’t as he left it!
6. Will Office 2010 or IE 9 be rolled out at the same time? Often this is the perfect time to make other adjustments and upgrades to the desktop infrastructure along with Windows 7. There is all sorts of information on deploying Microsoft Office 2010 and Internet Explorer 9 that can be used in the planning. If the Microsoft Desktop Toolkit (MDT) is being used for the deployment, Office 2010 can be added to the MDT environment.
7. Is this a good time to assess and update policies and security? As in #6, deployment projects present good opportunities to revisit and revise other areas of the desktop infrastructure. What policies are in place and what can be improved? Are there group policies that we could benefit from to better manage and streamline our desktop environment? Are there security enhancements that we can take advantage of?
8. How will remote users get updated? Instead of remote employees like the sales teams shipping their notebooks in to get upgraded and incurring downtime, consider swapping out old hardware for newly configured machines or sending them a bootable USB with the Windows 7 image on it to do the upgrade themselves.
9. What’s the impact going to be to users and the helpdesk? Will there be any planned downtime and how will this be communicated to users? As with any change, there will likely be a short term increase in calls to the helpdesk. Is the helpdesk appropriately staffed and equipped to handle questions? Using tools such as the Windows Troubleshooting Platform and the Problem Steps Recorder can help resolve issues quickly and diminish ongoing helpdesk calls.
10. What’s the ongoing maintenance of the desktop infrastructure going to look like? Taking control of the desktop environment is a huge step in streamlining staff productivity, improving processes and freeing up IT time to devote to developing new ways to use technology and IT know-how to business needs. Tools like those found in the Microsoft Desktop Optimization Pack (MDOP) and practical guidance found in the Microsoft Operations Framework (MOF) can help.

I’ve included a lot of information in the above 10 questions and each one could be a separate article on it’s own. That’s why the conversation doesn’t end here.

On the next AlignIT Manager Tech Talk, Jonathan and I will be discussing how to de-risk your Windows 7 deployment with Dave Kawula, a Senior Consultant with 1E and a guy who has more knowledge of desktop deployments in his pinkie finger than most people have in their whole heads. Join us LIVE on Thursday, January 12 from 12-12:30pm ET for De-Risking Your Windows 7 Deployment.
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