What is communication to you? Is it expressing your opinion and sharing information in person, or does it include listening, too? How about public speaking? In today's fast-paced world, collaboration is more important than ever before. After all, clear and efficient communication not only ensures productivity but nurtures a positive workplace culture and serves as a driver for professional growth and workplace success.
Yet, it's not as simple as just speaking. There are many communication methods, some of which we don't consider important. Yet, every single aspect builds the complete picture. In fact, it's so crucial that many best-selling authors have dedicated their efforts to exploring effective communication strategies in their work. Books such as Dale Carnegie's 'How to Win Friends and Influence People' are invaluable resources for becoming a master communicator in all settings.
Are you ready to harness the power of effective communication skills with team members, managers, and beyond? Let's go on a fascinating journey to becoming the most captivating person in the room.
Why communication skills matter in the workplace
Before we jump into how to communicate effectively, let's talk about why different types of communication in a work environment are so important.
Better collaboration and idea sharing: If you can share your ideas and concerns with your teammates, not only does it allow you to get your message across, but it also creates a strong sense of team spirit. In this case, communication bonds you and ensures you're all on the same page. You'll notice that misunderstandings happen far less often, and you'll benefit from knowing you have open and honest people around you. All in all, it leads to better teamwork.
Helps with career advancement: All employers look for potential employees with excellent communication skills. It's true that those who are good at business communication are far more likely to be noticed and then remembered. It also helps with networking, particularly in person and on sites like LinkedIn.
Boosts productivity: Better communication allows you to make the most of your working day, avoiding common pitfalls that miscommunication and unclear instructions cause. In turn, this leads to fewer errors, less time spent on corrections, and a more streamlined workflow. It also involves using different communication channels, like Slack, Zoom, and social media.
Refining your communication skills requires consistent effort
Learning to be a better communicator isn't just a one-time deal. It requires a long-term commitment to learning and development through different communication tools. After all, everyone has different communication styles, and you haven't spoken to every person on the planet, have you? That means there is always something to learn!
In the workplace, businesses regularly evolve, including their preferred methods of communication. Constantly refining your approach means being proactive and can lead to more effective engagement and leadership, stronger professional relationships, and an ability to inspire and engage colleagues.
"Make sure that you see each person on your team with fresh eyes every day. People evolve, and so your relationships must evolve with them. Care personally; don't put people in boxes and leave them there." — 'Radical Candor: Be a Kick-Ass Boss Without Losing Your Humanity' by Kim Scott
How do you rate your workplace communication skills?
Before we dive into how to master effective workplace communication, it's useful to know where you're at right now. Are you an excellent communicator, or do you need to work on your nonverbal communication skills? Perhaps you're better at face-to-face conversations than over the phone.
Use this simple self-assessment to measure your current communication skills. Rate each statement on a scale from 1 (never) to 5 (always). Be honest!
1. I actively listen to others without interrupting.
2. I make sure to understand the message before responding.
3. I provide constructive feedback and ask clarifying questions if necessary.
4. My messages are clear and to the point.
5. I am mindful of my tone to match the context and emotions of the conversation.
6. I use language suitable for my audience and setting.
7. I maintain appropriate eye contact during conversations.
8. My body language is open and reflects my attentiveness.
9. I use facial expressions that convey the right emotions according to the message.
10. My written communications are free from errors.
11. The style and tone of my writings are suitable for my intended audience.
12. My written messages convey my points clearly and precisely.
13. I adapt my communication style based on the audience and situation.
14. I accept and integrate feedback about my communication style.
15. I handle conflicts through calm and respectful communication.
Add up your scores to see which category you fall into:
45-60 — Advanced communicator: Your communication skills are excellent in all areas. Keep rocking!
30-44 — Proficient communicator: You manage most communication situations well but could improve in some areas.
15-29 — Developing communicator: Focus on identifying areas for improvement and seek opportunities to practice and enhance your skills.
Below 15 — Beginner communicator: Consider engaging in communication skills training or workshops to develop a stronger foundation.
Whether you score high or not, remember that effective communication is an ongoing skill you can continually upgrade.
Communication skills and how to improve them
It's time to get productive. Let's look at how you can improve your open communication skills area by area, from boosting employee engagement as a manager to speaking to colleagues and stakeholders. Remember, such soft skills are vital to your overall development picture.
Active listening
Active listening is a communication technique that involves paying full attention to the speaker, understanding their message, providing feedback, and retaining the information. In this case, it's about more than just hearing the words but fully understanding them.
Why is it important? Active listening builds deeper and more meaningful relationships by fostering understanding and trust. By actively listening, you show respect and appreciation for the speaker, which can enhance collaboration, reduce misunderstandings, and help resolve conflict. On the other hand, poor communication can lead to a world of trouble.
In her best-seller "Dare to Lead: Brave Work. Tough Conversations. Whole Hearts," Brené Brown explains that leaders, in particular, should focus not only on what is said but also on what is left unsaid, which we understand through active listening.
"Clear is kind. Unclear is unkind."
Maintain eye contact: Eye contact is a powerful tool as it shows the other person that they have your full attention. However, be mindful of cultural differences, as they could be offensive. Remember, this still applies to video calls when working with remote teams.
Don't interrupt: Allow the other person to finish without interrupting. This helps in capturing the complete message and shows respect.
Provide feedback: Nod along, say “uh-huh,” or paraphrase what you heard to confirm your understanding. This reassures them that you are engaged and following along.
Note nonverbal cues: Pay attention to nonverbal signals like facial expressions, gestures, and tone of voice to understand the message fully. Often, these cues speak more loudly than words.
Ask clarifying questions: If certain points are unclear, don't hesitate to ask for clarification politely. This not only ensures you understand the message correctly but also shows the speaker that you are genuinely interested.
Summarize and reflect: At the end of the discussion, simplify and summarize the key points and repeat them to confirm your understanding. This technique is especially useful in professional settings.
Clarity and brevity
You can communicate well in various ways, but your entire message will be lost if your words are unclear. Clear communication ensures your message is understood as you meant, while brevity keeps the audience engaged and avoids unnecessary complexity.
Plan what you want to say: Think about what you want to say before you speak or write. Identify the core message and the best way to present it.
Be direct: It's best to start with the main point. This opening will grab attention and make the intent of your communication clear from the beginning.
Choose simple words: Choose simple, straightforward language and avoid complex or jargon-filled expressions. This makes your message understandable to a broader audience and ensures your speaking skills don’t go to waste.
Use active voice: Active voice is direct and engaging. For example, instead of saying, "The meeting was led by John," say, "John led the meeting." It will make you sound far more confident.
Use visuals: Sometimes, a simple graph or chart can communicate what words cannot. Visual aids can help clarify complex information and provide a quick overview.
In "Radical Candor: Be a Kick-Ass Boss Without Losing Your Humanity," Kim Scott explains that combining honesty, directness, and empathy in your conversation style creates an environment where open and effective communication leads to better business outcomes and more fulfilling interpersonal relationships.
"There's no worse way to make a group of people feel excluded than to use language that pretends they are simply not in the room."
Empathy and emotional intelligence
Empathy and emotional intelligence are critical in many aspects of life but certainly play a significant role in effective communication. They help you build deeper connections and encourage trust.
Of course, empathy involves the ability to recognize, understand, and share the feelings of others. On the other hand, emotional intelligence refers to the capability to manage both your own and others' emotions effectively.
Marshall B. Rosenberg offers valuable advice about empathy and EQ in his book "Nonviolent Communication: A Language of Life." He explains that it's important to separate observations and evaluations when communicating. That way, there is less likelihood of a misunderstanding. Additionally, using “I” statements when expressing feelings helps you take ownership of your emotions and stops the other person from feeling that they're to blame.
"What I want in my life is compassion, a flow between myself and others based on a mutual giving from the heart."
Ask open-ended questions: This encourages the speaker to express their feelings and thoughts. It's an invitation to explore their emotions without judgment, allowing you to understand their perspective better.
Reflect on feelings: Articulate what you perceive the other person is feeling, but don't assume you know everything. For example, "It sounds like you're really passionate about this," or "It seems like this situation has been really tough on you." This can help validate their emotions and encourage a deeper conversation.
Maintain nonverbal sensitivity: Be aware of your body language, facial expressions, and tone of voice, as these can communicate empathy. Mirror the speaker's emotions in a subtle way to show that you are in tune with their feelings.
Avoid judgment: Maintain an open mind. Being judgmental can shut down effective communication and hinder emotional connection.
Confidence and assertiveness
Confidence in communication is critical because it impacts how people perceive you. Additionally, it affects how your messages are received. Striking the right balance between confidence and assertiveness without stepping into aggressiveness can seem challenging, but it's possible with the right techniques.
Preparation: Know your subject matter well. When you're well-prepared, your confidence naturally increases, making communicating your thoughts clearly and assertively easier.
Practice active listening: We've covered this one a little already, but remember to be fully present in conversations. This shows respect to the speaker and helps in understanding the discussion, which in turn informs your responses and makes them more effective and empathetic.
Maintain positive body language: Your body speaks for you even when your words say something else. Using an open stance, maintaining eye contact, and nodding when appropriate show positive and confident body language. These non-verbal cues exhibit confidence and make you appear approachable rather than aggressive.
Assertive, not aggressive: Being assertive means you value both your rights and those of others. It differs from aggressiveness, which typically disregards other’s rights and feelings. Assertiveness involves clear, honest expression of your thoughts and feelings without being overbearing.
The classic book, "How to Win Friends and Influence People in the Digital Age," explains how highlighting and genuinely appreciating the strengths and contributions of others boosts their confidence and receptiveness, which in turn enhances your assertiveness. This technique is particularly powerful as it avoids any hint of aggressiveness, replacing it with positivity and encouragement.
"People are moved when their interactions with you always leave them a little better."
Feedback
Feedback acts like a bridge, connecting individual points of view and fostering a better understanding that promotes growth and improvement. However, feedback should always be constructive and tailored to encourage positive change without causing defensiveness or resentment. It can be a tricky line to walk, so let's look at some tips to help you achieve it.
Be clear and specific: Clearly articulate what behavior or outcome you are addressing. Avoid vague feedback that can confuse the other person about what actions to take moving forward.
Focus on the situation, not the person: Discuss actions and their consequences rather than criticizing their personal traits. This approach helps them see feedback as a learning and development opportunity rather than a personal attack.
Timing is key: Choose your time wisely. For instance, providing feedback immediately after an incident can ensure clarity, but sometimes, waiting until emotions have settled is a better option.
Encourage a two-way conversation: Allow the other person to respond to your feedback to show interest in an outcome that benefits both sides. Additionally, it encourages engagement and shows that you value their perspective. You could also follow up a few days afterward to check in with them again.
In 'Dare to Lead: Brave Work. Tough Conversations. Whole Hearts,' Brené Brown talks about feedback in relation to good communication skills. She explains that when giving feedback, be open about your intentions and be ready to discuss your part in any issues. When receiving feedback, recognize that being open to it is a strength, not a weakness.
"At the end of the day, at the end of the week, at the end of my life, I want to say I contributed more than I criticized."
Headway summaries can help you master communication skills
Improving your communication skills takes time and effort, but it's more than worth it for benefits in both your personal and professional lives. We communicate every single day, and often, our body language and nonverbal cues give us away even when we don't realize it. Awareness is the key to harnessing the power of communication. Understand how you are received by others and speak to them on the same level. After all, we're all human, and we deserve respect from one another.
Check out the Headway library to take the next step toward communication mastery. We have many summaries of best-selling books on conversation skills and many other associated topics, including listening skills. In just 15 minutes, you can listen to or read a summary and discover fascinating and actionable insights. Over time, you'll notice that your confidence grows and your communication skills improve beyond measure.
Improved communication skills in the workplace and beyond are within your grasp!
