The Ball Is in your court

There are certain instances and situations the values of which we only realise later in life. What we do today may not seem too relevant in the moment, but there’s always a learning curve somewhere. There’s always some skill that one can pick up which would benefit them in the long run. It could be something as simple as playing a piano as a child and benefiting in designing later. Confused? Well, playing an instrument like the piano inculcates a higher rate of thinking, coordination and muscle dexterity, especially in one’s fingers. So, imagine being endowed with these and then sitting at a desk in your 20s, having to make 10-20 tedious designs one after the other for clients. Not regretting those hours of music lessons now, are we?

So, continuing on this same line of thought, there’s another particular situation which is the subject of this particular post and which most of us encounter regularly or have done so in the past and that will a hundred per cent benefit us in the days to come. Formal communication: a fancy word not all might get but it’s something we have all been party to.

Before getting into the nitty gritty of the matter at hand, let’s analyze what formal communication is. It is nothing but a way of communication in which information is exchanged formally. By formal, here, we mean a type of setting which may be professional and not allow for casual banter. There are usually authorities involved and the flow of information may be guided by the structure of the organization concerned. These could be bottom-up or top-down. In each case, the way one communicates information is crucial. What a senior can say to a junior might not be said the other way round. Formal communication typically occurs in an office setting, in an academic institution and so on. There are rules that govern how communication will occur, who its participants are and which way the information will flow.

Formal Communication is mostly used in offices and larger organisations.

Now, getting to the point, not all of us (shoutout to all the students!)  might be familiar with an office setting where formal communication is most typically practised. But, we have all, at some point or the other, sat in a classroom in school or college where formal communication takes place in abundance. We have all had to raise hands to ask questions, wait our turns to speak in a club meeting, put in formal requests for leave or special permissions in writing, stand up as a show of respect to teachers, speak in a way that is crisp, polished and professional, debate and discuss like they do in offices and board meetings, accept censure from seniors or those higher up the ladder- the list goes on and on.

We learn aspects of communicating formally at a very young age.

It is something we are all well-acquainted with and have ample experience in (hopefully). However, little do we realise just how beneficial this kind of communication is in the long run. It may seem tedious to always stand when a teacher walks in, wait outside an office to walk in, have to raise hands and wait turns to speak, write letters for little things, but, the point a lot of us might miss is the fact that the classroom setting provides the best playground for practice.

Communication within the hierarchy can be either downward or upward.

There exists a hierarchy in classes just like in offices. There is a senior authority figure who you cannot speak to in any way you want. The only difference is that while at this time it may be a professor, tomorrow it may be your boss. And, since teachers have a better reputation at being warm and loving, what better place to practice how to communicate formally than in the classroom?

In fact, every time you are corrected on a typical behaviour such as chewing gum, using your phone while your classmate is talking, writing a shabby assignment or report etc., you’re actually being told to modify a behaviour pattern that would not sit well where you work in the future. Your future boss might unfortunately not tolerate your casual attitude when deadlines are fast approaching. She/he may reject a proposal if the language in not formal enough. They might even reject petty complaints that better suit a teenager in school. Informal attitudes are simple unacceptable in most professions-especially if you want to earn respect. No one loves the guy who cannot be professional and the best way to avoid gaining that reputation is to gain practice while you still can.

And for all you school/college-goers, here’s some good news- you still have time to hone your skills as a professional! Start practising your formal communication skills- both written and oral- with your peers and mentors. Try to improve how you talk and what kind of body language you use. Focus on how you dress especially on important days. Get your e-mails and letters to authority figures sorted where language is concerned. You simply CANNOT be using SMS-language in e-mails to your CEO or a client. Start thinking and talking like a professional. Your classroom activities can prep you subconsciously to bring out the professional in you on demand. Make mistakes here. Your teachers might get angry with you but hey, at least there’s no risk of your losing your pay!

So, kids, the ball is in your court. Start practicing.