It may be hard to wrap your brain around this, and you may not agree, but if people think you’re rude, you probably are. It’s their perception, and that’s what counts. Your perception of you doesn’t really matter in the equation. Only theirs.
I suspect if you’re still reading this, you’ve heard feedback of this sort before. If so, chances are you’re under the false assumption that everyone values the same things you do — being efficient and getting sh*t done. That’s not the case. You’re so absorbed in your work (like I was years ago) that you’re not paying attention to people (task orientation vs. people orientation). Yes, you’re polite and respectful but ever so efficiently as you’re performing tasks and checking things off your To-Do list making you seem unapproachable.
You likely find socializing at work a waste of time. You want meetings to start on time, dammit. You don’t care what anyone did over the weekend; who cares if a coworker’s sister got married, certainly not you! You get impatient if people don’t get to the point. On the phone, your efficient ‘let’s get down to business tone’ only works for people who are wired just like you. They love it. Others, not so much. They think “What the hell is wrong with her? She was such a bitch.” or “Oh my god, she is so rude! I’m calling her boss.” My suggestion? Start focusing on people and relationships.
Watch your tone on the phone
Have a more positive tone when speaking on the phone. Research shows that a neutral verbal tone absent non-verbal cues are perceived as more negative. People can’t see your body language so your voice must carry the weight and be more expressive.
Chit Chat with your customers
You can tell who the “people-people” customers are because they often make attempts at small talk. They might say “TGIF,” “This is the worst Monday ever,” “It’s too early for me, I need more coffee,” “It’s so cold here.” They also share a great deal of information and want to be sure you understand them. If you treat them as a task, you will be perceived as cold and uncaring to their plight. So, you need to be upbeat and ooze with enthusiasm. Ask how people are doing, and listen, respond with empathy and go with it.
Add phrase reminders on your desk
Post some phrases on your monitor as a reminder of what to say and how to say it as you learn to do this. That’s what I did because I am one task oriented lady. And if you have regular customers remember things. Ask “How was your vacation?”, “How did the campus visits go,” or “Did you get hit by that storm?” In the office, it’s all about engaging. Look up from your work more frequently, make eye contact, and yes, smile.
Be more sociable at work
Acknowledge people in the hallways and common areas. If people are social, be a little social, even in meetings. Your attempts to be efficient and move things along can piss people off. You may not say anything, but your body language may be screaming in agony. If co-workers think you’re too direct, consider how you frame questions and make comments. “Hey I was looking at your report, good work by the way, and I wanted to ask you about your findings and what I’m working on” is better than “Hey, I looked at your report and your results don’t match my data.”
Add some fluff to your emails
Be aware your email may be perceived as direct or blunt. So write in all your concise glory and then go back and find opportunities to be less direct. Add a greeting, add a social element, show appreciation for help or support if warranted and add a closing (“looking forward to talking with you next week” or even a simple or thank you).
What to do
And since I think you’ll appreciate having some research to back up my advice, complete a styles assessment. Try one of these no-cost versions of 16Personalities or the Keirsey Temperament Sorter (my personal fave) to discover how you differ from and impact others. With your new insight figure out how you can make some changes based on the feedback from your manager and then be ready to discuss it with some specificity during your 1x1. Subtle changes can make a significant impact, and that negative feedback will dissipate.
During my career in people development, it’s been my job to help individuals in their quest for personal growth. I’m confident you can enhance your people skills and have a stronger presence as a leader. Awareness is key.