Effective communication is the foundation of an effective business. No matter your department or job description, you need to know how to talk to people. Perhaps there was a time in the past when one could skirt by without learning how to communicate.
But that time is far behind us.
“Whether you’re sitting in a meeting, attending a job interview, or emailing a client, having good communication skills is essential,” reads a piece published by Elizabeth Harmon of leading online education specialist Open Colleges. “It can mean the difference between getting your view across and being misunderstood, getting the dream job or missing out and building strong and positive working relationships rather than facing conflict and barriers.”
The good news is that cultivating your own communication skills isn’t actually as difficult as you might think. It starts with mastering the fundamentals. That’s what we’re going to discuss today.
Active Listening and Empathy
When you’re talking to someone, don’t focus on your own thoughts and feelings. Look at them. Think about each word they speak or type.
Don’t just think about what they’re saying, ask yourself why they’re saying it. Try putting yourself in their shoes, and looking at things from their perspective. Learn to read between the lines and tailor your responses to make it clear that you’re actually paying attention.
And if you aren’t sure about what someone means, ask them. Show them that you’re genuinely interested in understanding their point of view and engaging with how they feel. You might be surprised at how well people respond to that, even if they initially start out as hostile.
Positive Feedback
While it’s true that some people cannot take criticism, most people don’t know how to offer it constructively. They put the person they’re talking to on the defensive by focusing exclusively on negative things, battering them with their mistakes until they completely disengage from the conversation. Instead, we’d advise trying to inject positivity into everything you say and do.
When criticizing someone for a mistake, start by focusing on what they did right. Frame your criticism as a genuine attempt to help them be better next time rather than as beratement for not being good enough. And always be willing to accept feedback on your own performance, as well.
For example, let’s say one of your writers composes a piece that’s well-written, but completely off-brand for your organization. Instead of immediately launching into an explanation of your branding guidelines, consider first praising them for their strong writing skills. Show them you appreciate their work, then gently remind them of your business’s branding guidelines.
Understanding Body Language
According to Dr. Albert Mehrabian, a psychologist responsible for multiple studies on nonverbal communication, approximately 55 percent of communication is conveyed through nonverbal cues such as facial expressions, posture, and gestures. An additional 38 percent is conveyed through vocal elements such as tone and volume. That leaves a paltry seven percent for words alone.
With that in mind, it should be clear that fostering awareness and understanding of body language is critical not just for active listening, but for communication in general. Pay attention not just to what someone says but how they orient themselves when they say it. Arguably, this is the most difficult of our three foundational skills to develop.
The good news is that most people have at least some subconscious awareness of body language. Of personal space, touch, eye contact, posture, and gestures. The trick is translating that subconscious cognizance into an active, conscious aspect of communication.
Mental health community HelpGuide has an excellent write-up on how you can get started in that regard.
Finding Your Voice
Especially as we continue to shift towards more open, collaborative workplaces, knowing how to connect and cooperate with your colleagues will only grow more important. It doesn’t matter what industry you work in. It doesn’t matter what your title or role is.
Communication skills will always be beneficial.