how to be a successful communicator essay

8 Ways You Can Improve Your Communication Skills

Your guide to establishing better communication habits for success in the workplace.

Mary Sharp Emerson

A leader’s ability to communicate clearly and effectively with employees, within teams, and across the organization is one of the foundations of a successful business.

And in today’s complex and quickly evolving business environment, with hundreds of different communication tools, fully or partially remote teams, and even multicultural teams spanning multiple time zones, effective communication has never been more important — or more challenging.

Thus, the ability to communicate might be a manager’s most critical skill. 

The good news is that these skills can be learned and even mastered. 

These eight tips can help you maximize your communication skills for the success of your organization and your career.

1. Be clear and concise

Communication is primarily about word choice. And when it comes to word choice, less is more.

The key to powerful and persuasive communication — whether written or spoken — is clarity and, when possible, brevity. 

Before engaging in any form of communication, define your goals and your audience. 

Outlining carefully and explicitly what you want to convey and why will help ensure that you include all necessary information. It will also help you eliminate irrelevant details. 

Avoid unnecessary words and overly flowery language, which can distract from your message.

And while repetition may be necessary in some cases, be sure to use it carefully and sparingly. Repeating your message can ensure that your audience receives it, but too much repetition can cause them to tune you out entirely. 

2. Prepare ahead of time

Know what you are going to say and how you are going to say before you begin any type of communication.

However, being prepared means more than just practicing a presentation. 

Preparation also involves thinking about the entirety of the communication, from start to finish. Research the information you may need to support your message. Consider how you will respond to questions and criticisms. Try to anticipate the unexpected.

Before a performance review, for instance, prepare a list of concrete examples of your employee’s behavior to support your evaluation.

Before engaging in a salary or promotion negotiation, know exactly what you want. Be ready to discuss ranges and potential compromises; know what you are willing to accept and what you aren’t. And have on hand specific details to support your case, such as relevant salaries for your position and your location (but be sure that your research is based on publicly available information, not company gossip or anecdotal evidence). 

Before entering into any conversation, brainstorm potential questions, requests for additional information or clarification, and disagreements so you are ready to address them calmly and clearly.

3. Be mindful of nonverbal communication

Our facial expressions, gestures, and body language can, and often do, say more than our words. 

Nonverbal cues can have between 65 and 93 percent more impact than the spoken word. And we are more likely to believe the nonverbal signals over spoken words if the two are in disagreement. 

Leaders must be especially adept at reading nonverbal cues. 

Employees who may be unwilling to voice disagreements or concerns, for instance, may show their discomfort through crossed arms or an unwillingness to make eye contact. If you are aware of others’ body language, you may be able to adjust your communication tactics appropriately.

At the same time, leaders must also be able to control their own nonverbal communications. 

Your nonverbal cues must, at all times, support your message. At best, conflicting verbal and nonverbal communication can cause confusion. At worst, it can undermine your message and your team’s confidence in you, your organization, and even in themselves. 

4. Watch your tone

How you say something can be just as important as what you say. As with other nonverbal cues, your tone can add power and emphasis to your message, or it can undermine it entirely.

Tone can be an especially important factor in workplace disagreements and conflict. A well-chosen word with a positive connotation creates good will and trust. A poorly chosen word with unclear or negative connotations can quickly lead to misunderstanding. 

When speaking, tone includes volume, projection, and intonation as well as word choice. In real time, it can be challenging to control tone to ensure that it matches your intent. But being mindful of your tone will enable you to alter it appropriately if a communication seems to be going in the wrong direction.

Tone can be easier to control when writing. Be sure to read your communication once, even twice, while thinking about tone as well as message. You may even want to read it out loud or ask a trusted colleague to read it over, if doing so does not breach confidentiality. 

And when engaging in a heated dialogue over email or other written medium, don’t be too hasty in your replies. 

If at all possible, write out your response but then wait for a day or two to send it. In many cases, re-reading your message after your emotions have cooled allows you to moderate your tone in a way that is less likely to escalate the conflict.

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5. Practice active listening

Communication nearly always involves two or more individuals.

Therefore, listening is just as important as speaking when it comes to communicating successfully. But listening can be more challenging than we realize. 

In her blog post Mastering the Basics of Communication , communication expert Marjorie North notes that we only hear about half of what the other person says during any given conversation. 

The goal of active listening is to ensure that you hear not just the words the person is saying, but the entire message. Some tips for active listening include:

• Giving the speaker your full and undivided attention
• Clearing your mind of distractions, judgements, and counter-arguments. 
• Avoiding the temptation to interrupt with your own thoughts.
• Showing open, positive body language to keep your mind focused and to show the speaker that you are really listening
• Rephrase or paraphrase what you’ve heard when making your reply
• Ask open ended questions designed to elicit additional information

6. Build your emotional intelligence

Communication is built upon a foundation of emotional intelligence. Simply put, you cannot communicate effectively with others until you can assess and understand your own feelings. 

“If you’re aware of your own emotions and the behaviors they trigger, you can begin to manage these emotions and behaviors,” says Margaret Andrews in her post, How to Improve Your Emotional Intelligence .

Leaders with a high level of emotional intelligence will naturally find it easier to engage in active listening, maintain appropriate tone, and use positive body language, for example.  

Understanding and managing your own emotions is only part of emotional intelligence. The other part — equally important for effective communication — is empathy for others.

Empathizing with an employee can, for example, make a difficult conversation easier. 

You may still have to deliver bad news, but (actively) listening to their perspective and showing that you understand their feelings can go a long way toward smoothing hurt feelings or avoiding misunderstandings.

7. Develop a workplace communication strategy

Today’s workplace is a constant flow of information across a wide variety of formats. Every single communication must be understood in the context of that larger flow of information.

Even the most effective communicator may find it difficult to get their message across without a workplace communication strategy.

A communication strategy is the framework within which your business conveys and receives information. It can — and should — outline how and what you communicate to customers and clients, stakeholders, and managers and employees. 

Starting most broadly, your strategy should incorporate who gets what message and when. This ensures that everyone receives the correct information at the right time. 

It can be as detailed as how you communicate, including defining the type of tools you use for which information. For example, you may define when it’s appropriate to use a group chat for the entire team or organization or when a meeting should have been summarized in an email instead. 

Creating basic guidelines like this can streamline the flow of information. It will help ensure that everyone gets the details they need and that important knowledge isn’t overwhelmed by extraneous minutia. 

8. Create a positive organizational culture

The corporate culture in which you are communicating also plays a vital role in effective communication. 

In a positive work environment — one founded on transparency, trust, empathy, and open dialogue — communication in general will be easier and more effective. 

Employees will be more receptive to hearing their manager’s message if they trust that manager. And managers will find it easier to create buy-in and even offer constructive criticism if they encourage their employees to speak up, offer suggestions, and even offer constructive criticisms of their own. 

“The most dangerous organization is a silent one,” says Lorne Rubis in a blog post, Six Tips for Building a Better Workplace Culture . Communication, in both directions, can only be effective in a culture that is built on trust and a foundation of psychological safety.

Authoritative managers who refuse to share information, aren’t open to suggestions, and refuse to admit mistakes and accept criticism are likely to find their suggestions and criticisms met with defensiveness or even ignored altogether. 

Without that foundation of trust and transparency, even the smallest communication can be misconstrued and lead to misunderstandings and unnecessary conflict.

Communicating with co-workers and employees is always going to present challenges. There will always be misunderstandings and miscommunications that must be resolved and unfortunately, corporate messages aren’t always what we want to hear, especially during difficult times.

But building and mastering effective communication skills will make your job easier as a leader, even during difficult conversations. Taking the time to build these skills will certainly be time well-spent. 

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About the Author

Digital Content Producer

Emerson is a Digital Content Producer at Harvard DCE. She is a graduate of Brandeis University and Yale University and started her career as an international affairs analyst. She is an avid triathlete and has completed three Ironman triathlons, as well as the Boston Marathon.

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Becoming a Great Communicator

Under-considered keys to professional and personal success..

Posted August 16, 2021 | Reviewed by Ekua Hagan

• Practicing a few standard communication skills can help people get ahead, have more friends, and feel better about themselves.
• Good communication starts with listening and conveying understanding to the other person.
• While it's common to avoid giving advice, it can be helpful when done tactfully.

Don’t you know people who listen poorly or who talk too much or unclearly? We all do.

Here are keys to being a good communicator. They apply both to your work and personal life, and may be worth sharing with your loved ones, with whom excellent communication can be crucial.

Better listening

Everyone thinks they’re a good listener, but it’s harder than it seems. First, you have to fight against intruding thoughts and outside noises. You also have to decide whether you can think ahead to what you want to say, which you can do when you’re confident you’ll be able to understand the rest of the speaker’s utterance. You also need to be alert to an emotion underneath the words, which is often conveyed by a change of tone of voice or body language . Also, you have to decide whether to interrupt. The default is no, but if the person tends to be discursive or you really are short of time, it can be appropriate to interrupt, especially if the person tends to interrupt you.

Showing empathy

Sometimes, a person's words have an emotional component: S/he's happy, sad, or angry. and is glad if you understand how they’re feeling. You can convey that with a nod, by leaning forward, issuing a sigh of empathy, or a few words such as, “I can understand” or “I can only imagine how that’s making you feel.”

Asking questions

Most people like to be asked a question in response to what they’re saying, especially a question that asks for clarification. That shows that you care about what they’re saying, and may help the person crystallize his or her thinking. Asking a question is also a way to diminish the negative effect of giving advice.

Giving advice

Many, maybe most people resist getting advice. It can make them feel less than, and often the advice fails to consider factors that the other person has. You can diminish those risks by offering your suggestion as a question and, if you can think of more than one option, giving a choice. For example, I’m wondering if you’ve considered doing A or B?”

When to confront

As mentioned, input should usually be couched, tactful, often phrased as a question. But there’s a time for the nuclear option: confrontation. That’s usually reserved for an important issue about which the person has erected an impervious wall of complacency, defensiveness, or foolishness. For example, someone you love clearly has a substance abuse problem but insists that s/he “can handle it," even though it’s devastated his or her career , family, even hurt someone in a car accident. In such situations, it can be appropriate to be direct, listing, point by point, each of those devastations. But even then, it’s face-savingly helpful to end with a question such as, “Am I missing something here?”

Confidentially speaking

It’s tempting to share a person's juicy disclosure with other people who know him or her. Indeed, gossip is, almost by definition, interesting. Of course, the juicier the tidbit, the more trust your disclosure betrays. It's easier said than done but when someone trusts you with a disclosure that they wouldn’t want to be spread around, see if you can adhere to the "Vegas" rule: What happens in the conversation, stays in the conversation.

The takeaway

Great communicators get ahead, have more friends, and feel better about themselves. Whether it’s you or your child who could use a communication lesson as s/he returns to in-person school after a year of remote instruction, these standard but too-rarely practiced communication skills can make all the difference.

I read this aloud on YouTube.

Marty Nemko, Ph.D ., is a career and personal coach based in Oakland, California, and the author of 10 books.

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1.3: Becoming a Competent Communicator

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• Lisa Coleman, Thomas King, & William Turner
• Southwest Tennessee Community College

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Learning Objectives

• Define communication competence. 
• Explain the four responsibilities of a competent communicator. 

Competent Communicator

Competent communication means 

• the knowledge about how to communicate effectively and appropriately and
• the ability to use and adapt that knowledge to various communication contexts                                                                                                            

A competent communicator understands there is no  single effective way to communicate, that communication must be adapted to the context and receiver.  A competent communicator takes time to learn communication skills that will enable him or her to communicate appropriately in different communication situations. 

Four Characteristics of Competent Communicators

In addition to having knowledge and the ability to adapt to various communication contexts, competent communicators also have the following four qualities in common:  they are prepared, clear, concise, and ethical. 

A Competent Communicator is Prepared

Whether interviewing for a job, participating in a class discussion over a reading assignment, giving a speech, writing an email, or training a new employee at work, a competent communicator has taken the time to prepare.  He or she respects the receiver or audience and does not insult them by wasting their time.  A competent communicator does not risk communication failure by sending a poorly written email or giving an unrehearsed speech.  If you are participating in a meeting on Zoom or Microsoft Teams or using presentation technology such as PowerPoint in a speech, being prepared includes testing the equipment ahead of time to see it works properly and making certain you know how to use it.

A Competent Communicator is Clear

A message that is clear is understandable to the audience is said to have  clarity . If your message lacks clarity, the audience may misinterpret what you are trying to communicate or simply give up trying to understand. 

Interestingly, clarity begins with intrapersonal communication , which is communication within your own mind, or "self-talk."  You need to have a clear idea about what you are trying to communicate before you can clearly convey your message to someone else.  A communicator must carefully consider his or her audience and choose words and phrases meaningful to them, avoiding jargon or slang that may be unfamiliar. 

Clarity  is also important in the delivery of your message.  You must deliver your message so that your audience can understand it. In written communication, grammar, sentence structure, and wording should be accurate.  In conversation or public speaking, if you mumble, speak too fast, use a monotonous tone of voice, or stumble over words or phrases, clarity will suffer.  If you are using a microphone, participating in a Zoom or TEAMS meeting, or using presentation technology such as PowerPoint in your speech, clarity may depend on the equipment functioning properly—which brings us back to the importance of preparation. 

A Competent Communicator is Concise

A concise communicator is able to state ideas in a direct, relatively straightforward way without wasting time or words.  A concise speaker does not ramble on and on, get off-topic, or use twenty words to describe something that could be better described in two words.  It may be tempting to show how much you know by incorporating unnecessary information into your document or speech, but in doing so you run the risk of boring, confusing, or overloading your audience. Be to the point and concise in your choice of words, organization, and even visual aids.  

Being concise also involves being sensitive to time constraints. How many times have you listened to a speaker say “in conclusion” only to continue speaking for what seems like forever? How many meetings and conference calls have you attended that got started late or ran beyond the planned ending time? If you are asked to give a five-minute presentation at a meeting, your coworkers will not appreciate your taking fifteen minutes, any more than your supervisor would appreciate your submitting a fifteen-page report when you were asked to write five pages. For speeches, time yourself when you rehearse and make sure you can deliver your message within the allotted number of minutes.  

Since we have brought up the use of time in this section, it is important to address punctuality as well as conciseness.    Being punctual means doing something at the agreed or proper time; on time.  In the classroom or in business, penalties for lack of punctuality can be more serious than for lack of conciseness.  Submitting a test or asking to present a speech when the due date has passed not only will likely carry a heavy grade penalty but may also communicate that the student does not prioritize or value his or her education.  The same is true of consistently arriving late to class or leaving early.  Not only does this behavior nonverbally communicate a poor message about the student, but it also creates interference in the classroom. Arriving late to a job interview will likely lead to missing out on that career opportunity.  Being late to work may eventually lead to losing your job.

A Competent Communicator is Ethical

The word ethical echoes what Aristotle called ethos , the communicator’s good character and reputation for doing what is right.  An ethical communicator considers the welfare of his or her audience and is guided by moral principles and standards. An ethical communication strives to do what is right and understands his or her responsibility to keep society civil.  Name-calling among political figures and on social media and the preponderance of "fake news" are just a couple of examples of why a review of standards of ethical communication is needed now more than ever.  Because ethics is so important, we will look at this characteristic in more detail. 

Ethical communicators are egalitarian.

The word “egalitarian” comes from the root “equal.”   An egalitarian communicator believes in equality and is inclusive of all receivers or listeners.  This means using ideas and language appropriate for and inclusive of all the message’s readers or listeners, not just some of them.  Egalitarian communicators respect diversity and do not speak to only those who are “like them” in terms of religion, age, gender, race, or ethnicity. In terms of your own communication, egalitarianism means avoiding stereotypical, discriminatory language. Use communication to unite, not incite or divide. We will discuss inclusive, nondiscriminatory language in Chapter Three, Elements of Verbal Communication.

Ethical communicators are respectful.

We may have also seen people hurt by sarcasm, insults, and other disrespectful forms of communication. These are behaviors a respectful communicator will avoid.  Losing one’s temper and being abusive are generally regarded as showing a lack of professionalism (and could even involve legal consequences for you or your employer). When you disagree strongly with a classmate, coworker, or friend, or when you feel deeply annoyed with a difficult customer, it is important to express such sentiments respectfully. For example, instead of telling a customer, “I’ve had it with your complaints!” a respectful business communicator might say, “I’m having trouble seeing how I can fix this situation. Would you explain to me what you want to see happen?”  Taking time to observe and familiarize yourself with customs and viewpoints of those from different cultures than your own is another way of showing respect.  Avoid telling jokes or using language that may be offensive to others.  And if you inadvertently offend, apologize sincerely. Consider your nonverbal communication, as well.  Eye-rolling and other forms of nonverbal communication can be just as disrespectful as words.

Ethical communicators are trustworthy.

Trust is a key component in communication. As a consumer, would you choose to buy merchandise from a company you did not trust? If you were an employer, would you hire someone you did not trust? Would you want to be friends with someone who betrays your trust by revealing something you told that friend in confidence? Being worthy of trust is something you earn with others.  A communicator may not know something and still be trustworthy, but it’s a violation of trust to pretend you know something when you don’t. Communicate what you know, and if you don’t know something, research it before you speak or write. If you are asked a question you don't know how to respond to, say “I don’t know the answer but I will research it and get back to you” (and then make sure you follow through later). This will go over much better with listeners than trying to cover by stumbling through an answer or portraying yourself as knowledgeable on an issue that you are not.  A trustworthy communicator also does not hide relevant information from an audience. As many wise communicators have observed, "Trust is hard to build but takes only seconds to destroy."

Ethical communicators do not plagiarize. 

Another important ethical obligation is to avoid plagiarism in all its forms. Plagiarism is the act of presenting another's work or ideas as though they are your own. It is a form of theft or cheating. Plagiarism can range from copying a classmate’s answers and submitting them instead of your own work all the way to submitting an outline or giving a speech written by another.  Plagiarism can have extremely serious consequences in academics, such as earning an F on an assignment or failing a course.  In the workplace or community, a person who plagiarizes may lose his or her job and perhaps his or her reputation. Since plagiarism has such serious repercussions, it is important to understand what plagiarism is. 

Examples of plagiarism

• Copying another student's work and submitting the work as though it were your own.
• Turning in a paper,  outline, or speech you wrote for a different class (unless approved by your instructor)
• Buying or "borrowing" a paper, outline, or speech from the internet and submitting it as though you wrote it
• Using large sections of chunks of information from sources without adding your own analysis and original thoughts
• Failing to acknowledge the source of ideas and research both orally and in writing. 

We will discuss plagiarism and how to avoid it in more detail in later chapters.

Check Your Facts!

To communicate ethically, check your facts and make certain they are accurate.  Here are two fact-checking tools that can help:

FactCheck is a nonpartisan project of the Annenberg Center for Public Policy at the University of Pennsylvania. http://www.factcheck.org

PolitiFact is a nonpartisan project of the St. Petersburg Times; it won a Pulitzer Prize in 2009. http://www.politifact.com

NCA Credo for Ethical Communication

The National Communication Association (NCA) is a professional organization that represents communication scholars and practitioners in the United States. The NCA’s “Credo for Ethical Communication” reminds us that communication ethics is relevant across contexts and applies to every channel of communication, including media. The credo goes on to say that human worth and dignity are fostered through ethical communication practices such as truthfulness, fairness, integrity, and respect for self and others. It is up to each one of us to put ethical principles into practice. The following are some of the principles stated in the credo:

• We endorse freedom of expression, diversity of perspective, and tolerance of dissent to achieve the informed and responsible decision-making fundamental to civil society.
• We condemn communication that degrades individuals and humanity through the expression of intolerance and hatred.
• We are committed to the courageous expression of personal convictions in pursuit of fairness and justice.
• We accept responsibility for the short- and long-term consequences of our own communication and expect the same of others.
• What are some examples of unethical communication that you have witnessed?
• Read through the whole credo. Of the nine principles listed, which do you think is most important and why? The credo can be accessed at the following link:   http://natcom.org/Tertiary.aspx?id=2119&terms=ethical%20credo .

Key Takeaways

• A competent communicator has the knowledge about how to communicate effectively and appropriately and the ability to use that knowledge to communicate in various communication contexts.
• Competent communicators are prepared, clear, punctual, concise, respectful, and ethical.
• Resources for Exploration and Research

Additional Resources

The International Association of Business Communicators (IABC) is a global network of communication professionals committed to improving organizational effectiveness through strategic communication.   http://www.iabc.com    

Explore the Web site of the National Communication Association, the largest U.S. organization dedicated to communication.  http://www.natcom.org    

Read The National Commission on Writing’s findings about the importance of communication skills in business.  http://www.writingcommission.org/pr/...or_employ.html    

11 Ways to Become a Better Communicator

By editorial staff | dec 15, 2015.

Knowing how to communicate effectively is the key to any relationship. Whether you’re giving a presentation at work, working out a disagreement with your significant other, or just having a chat with a friend, knowing how to articulate your ideas—and listen to those of others—is crucial. But though we spend much of our time each day talking to each other, that doesn’t mean we’re all great communicators. Communicating effectively can be surprisingly challenging. So whether you struggle to get your points across or just want to brush up on a few pointers, here are 11 ways to be a better communicator.

1. LEARN TO LISTEN.

Active listening is the basis of all good communication: If you aren’t paying attention to what others are saying, there’s no way you’ll be able to respond effectively. Focus on what your conversation partner is saying, and if necessary, repeat it mentally to make sure you understand the points they’re making.

2. PAY ATTENTION TO BODY LANGUAGE.

Pay attention to your conversation partner’s body language: Are they fidgeting or standing still? Yawning or smiling? Pay attention to your own body language as well—if your words exude confidence, but your body language expresses nervousness, your conversation partner will pick up on that. It’s important both to read others’ body language, and to pay attention to your own stance.

3. OBSERVE HOW OTHERS COMMUNICATE IN DIFFERENT CONTEXTS.

It’s important to understand your audience. If you’re giving a presentation at work, study how others do it (or watch videos of famous lectures by academics, businesspeople, or professionals in your field). If you’re nervous about how to act at a networking event or party, take cues from the people around you.

4. DON’T BE AFRAID OF A BIT OF SILENCE.

Occasional lapses in conversation are natural, so don’t sweat it if conversation lags. Plus, letting pauses occur naturally is a good way to make sure you’re not interrupting anyone’s train of thought.

5. USE ACTION VERBS AND CONFIDENT LANGUAGE.

Even if you’re not feeling confident, you can still sound confident. One good trick is avoiding filler words like “um” and “uh” by slowing down your speech a bit. Another is using strong action verbs—use your resume for fodder and stick to descriptive verbs like “evaluate,” “manage,” and “advise.”

6. ASK QUESTIONS.

Ask clarifying questions: It’ll ensure you understand what your conversation partner is saying, and show that you’re paying attention.

7. FIND COMMON GROUND, EVEN IN AN ARGUMENT.

Finding a shared interest or opinion with your conversation partner is always a great strategy—it’ll make the conversation more enjoyable for both of you as well as show your conversation partner that you’ve got something in common. But finding common ground in an argument can be just as important. If you disagree with someone, try to find a related point that you do agree with—it’ll show you’re trying to understand their point of view.

8. BE PREPARED AND KNOW WHAT YOU’RE TALKING ABOUT.

Knowing your subject matter will put you at ease and make it easier to communicate your ideas to others. If you’re preparing for a job interview, make sure you are familiar with the position and the company; if you’re giving a presentation, know your stuff!

9. IF YOU WANT TO SUBTLY CHANGE THE SUBJECT, FIND A VERBAL BRIDGE.

We all occasionally end up in a conversation that’s not going in a direction we like. Finding a polite way to change the subject can be tough, but one good trick is finding a “bridge.” This can mean finding a topic somewhere in between the current one and the one you’re interested in or involve using a more general phrase that will help you shift the topic. For instance, phrases like “Yes, but,” “What I can tell you is,” or “The important thing to remember is,” all let you subtly shift the focus.

10. FIND THE BEST WAY TO FRAME YOUR STORY.

Whether you’re giving a lecture or telling your friend a funny story, it’s important to figure out how to frame it to make it interesting and engaging. Identify your hook (What makes your story interesting? Why would others care about it?) and pick a framing device: Are you taking your listener on a journey? Explaining a theory? Or making an argument for something? It’s important to clearly define early on where your story is going.

Though it’s important to be self-aware during an important or stressful conversation, ultimately one of the most effective communication strategies is just relaxing, and acting like you would normally—while, of course, remaining professional.

Wells Fargo Advisors considers the firm, their advisors and their clients as equal partners with no hierarchy. This not only makes for smooth and easy communication, but also ensures they put their investors’ interests first. Learn more at joinwfadvisors.com.

Wells Fargo Advisors, LLC, Member SIPC, is a registered broker-dealer and a separate non-bank affiliate of Wells Fargo & Company.

Home — Essay Samples — Sociology — Effective Communication — Effective Communication: The Key to Building Strong Connections

Effective Communication: The Key to Building Strong Connections

• Categories: Connection Effective Communication

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Words: 791 |

Published: Sep 12, 2023

Words: 791 | Pages: 2 | 4 min read

Table of contents

The importance of effective communication, key elements of effective communication, barriers to effective communication, strategies for improving communication, 1. building relationships:, 2. resolving conflicts:, 3. achieving goals:, 4. personal development:, 5. success in the workplace:, 1. clarity:, 2. active listening:, 3. empathy:, 4. nonverbal communication:, 5. respect:, 1. misunderstandings:, 2. lack of active listening:, 3. emotional barriers:, 4. assumptions and stereotypes:, 5. lack of feedback:, 1. practice active listening:, 2. foster empathy:, 3. be mindful of nonverbal cues:, 4. seek feedback:, 5. adapt to your audience: h3>, 6. practice constructive communication:, 7. educate yourself:.

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Effective Communication Methods Essay

Methods of communications for internal and externals groups, analyzes of the methods for the case scenario, best course of action, reference list.

Communication is regarded as the process by which individuals send and receive thoughts, ideas as well as feelings in a manner in which the recipient comprehends the message in its intended form. Thus, communication is taken as a two way process where the binding force is assumed to be the feedback loop.

Communication can be done verbally or in writing. In most instances, official communications are done in writing because of documentation purposes. On the other hand, most informal communications are done orally. For effective communication to take place, it is important for the communicating parties to make sure that the receiver clearly understands the message and gives a feedback. Failure of the receiver to provide a feedback breaks the communication loop and communication cannot be sustained any longer.

However, when the receiver communicates back, the communication is taken as a two way communication which is essential for communication. Communication can be categorized into three main categories. Communication can be classified as verbal communication that entails both spoken and written communication. The second one is non-verbal communication that includes body language and finally communicating through listening.

Verbal communication is taken as the process that individual’s use to express their ideas, thoughts or feelings verbally. It is commonly regarded as the spoken language. Individuals use enunciation, words choices, pauses, tone, emphasis and loudness in order to enhance verbal communication.

Some examples of verbal communications include: telephone conversations, radio, face-to-face discussions, voicemail, seminars, recorded books as well as videos. Similarly, speakers who use sign languages are also considered to be communicating verbally. In a wider context, verbal communication encompasses written word. Thus, written communications such as letters, books, newspapers, hand written notes, announcements and emails are also taken as examples of verbal communications.

The best effective method of verbal communication is face-to-face communication. In face-to-face communication, the receiver gets the relayed message immediately and provides an instant feedback. The method is considered as being highly effective because of its efficiency as well as the ability of the sender to assess the receiver body language (Cherry, 2012).

Non –verbal communications accounts for a substantial portion of our day-to-day communications. Some common examples of non-verbal communications include; gestures, facial expressions and handshakes. Deliberate body movements are instrumental in inferring certain meanings.

Waving, use of fingers to indicate certain numerical values as well as pointing are some commonly used gestures. Facial expressions accounts for the greatest forms of no-verbal communications. Despite the variation in non-verbal communications across culture, it is noted that facial expressions for happiness, anger, sadness and fear are universal globally (Willey, 2012).

Listening which is considered as the third method of communication can be grouped into three types: passive, active and reflective listening. Active listening is the most effective form of listening because apart from the regular listening, the listener encourages the person who shares the information.

Active listening is instrumental in building strong relationships as it expresses genuine interests. In situations where there is a main speaker, passive listening is the best since the speaker does all the speaking and the audience the listening. Reflective listening is considered as the best form of communication when someone is frustrated, worried, upset or confused. It mainly acknowledges feelings over content (Bennett & Hess, 2007).

In order to succeed in establishing the required community policing, there must exist effective communications across all stakeholders that are involved in this project. Because of the existing politics in the internal and external groups, it is essential to ensure that appropriate communication methods are adopted.

The group that is spearheading this project should ensure that it engages all the internal departments involved in the implementation of the project to an active listening. The managements should listen actively to the challenges they are encountering and encourage them to propose solutions on how the management can help them overcome the problems.

Alternatively, the management can request the complaining factions to write a letter that explains their reasons of dissatisfaction and give recommendations on the way forward. The management should read the letters and write back to the groups consoling them for the challenges they are encountering and explaining to them on how the management can intervene to assist them.

The management can also organize a seminar/ meeting where all the parties involved in the project will meet and have a face-to-face discussion about the project. The management should make sure that it assumes the role of active listening in order to show genuine interest to parties contributing. Similarly, it should use gestures such as nodding the head, smile or frown accordingly to indicate how they are being affected by the information being provided by the parties’ contributing.

In addition, the management should engage in reflective listening in instances where the parties contributing are expressing their dissatisfactions, worry and dismay. The management on the other hand should appoint a key speaker who is very conversant with community policing that pertain to drug issues.

The speaker should be given the hand written notes of all the issues raised by the represents of the community and departments. The speaker should then conclude the meeting by educating the group about the benefits that both the government departments as well as the community at range will enjoy by implementation of the community policy. In addition, the speaker should address how the management will cater for the worries and frustrations of affected groups (Davidson, 2000).

In order to have effective communication in the groups involved, the management should adopt various strategies of communications. Because the community concerned is composed of low- income earners, there is a high possibility that most of the residents in the area are not highly educated.

Therefore, the managements overseeing the project should organize seminars at religious centers or in surrounding schools and invite appropriate professionals who will educate the community about the benefits of establishing community policies. In addition, the managements should request the professionals invited to prepare booklets that they will be given to those attending the seminar.

The booklet should contain detailed information about community policing. It should explain how community policies are established as well as indicate the benefits they bring to affected societies. The booklet will be used to educate the residents who will not get the opportunity to attend the about the benefits of community policies.

Effective use of communication methods is essential in ensuring successful communications. The management that is overseeing the implementation of the community policing is being faced with its challenges for lack of appropriate communication strategies.

Therefore, the management will succeed in its mission by adopting effective communications such as use of seminars, face-to-face discussions, gestures, active, passive and reflective listening as well as ensuring to give feedbacks to sustain the communication loop. Use of booklets should also be used to educate the public about the importance of community policies.

Bennett, W. W. & Hess, K. M. (2007). Management and supervision in law enforcement (5th ed.). Belmont, CA: Cengage Learning.

Cherry, K. (2012). Types of Nonverbal Communications . Web.

Davidson, M. (2000). Effective Communication Methods . New York: Prentice Hall.

Willey, J. (2012). Methods of Communication . Web.

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What is effective communication?

Tips for improving your communication skills.

• Tip 1: Understand the barriers to effective communication

Tip 2: Become an engaged listener

Tip 3: pay attention to nonverbal signals, tip 4: keep stress in check, tip 5: assert yourself, effective communication improving your interpersonal skills.

Want better communication skills? These tips will help you avoid misunderstandings, grasp the real meaning of what’s being communicated, and greatly improve your work and personal relationships.

Effective communication is about more than just exchanging information. It’s about understanding the emotion and intentions behind the information. As well as being able to clearly convey a message, you need to also listen in a way that gains the full meaning of what’s being said and makes the other person feel heard and understood.

Effective communication sounds like it should be instinctive. But all too often, when we try to communicate with others something goes astray. We say one thing, the other person hears something else, and misunderstandings, frustration, and conflicts ensue. This can cause problems in your home, school, and work relationships.

But by learning effective communication skills, you can deepen your connections to others, build greater trust and respect, and improve teamwork, problem solving, and your overall social and emotional health

Whether you’re trying to improve communication with your romantic partner, kids, boss, or coworkers, learning the following communication skills can help strengthen your interpersonal relationships.

Tip 1: Understand what’s stopping you from communicating well

Common barriers to effective communication include:

Stress and out-of-control emotion.  When you’re stressed or emotionally overwhelmed, you’re more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy knee-jerk patterns of behavior. To avoid conflict and misunderstandings, you can learn how to quickly calm down before continuing a conversation.

Lack of focus.  You can’t communicate effectively when you’re multitasking. If you’re checking your phone , planning what you’re going to say next, or daydreaming, you’re almost certain to miss nonverbal cues in the conversation. To communicate effectively, you need to avoid distractions and stay focused.

Inconsistent body language.  Nonverbal communication should reinforce what is being said, not contradict it. If you say one thing, but your body language says something else, your listener will likely feel that you’re being dishonest. For example, you can’t say “yes” while shaking your head no.

[Read: Nonverbal Communication and Body Language]

Negative body language.  If you disagree with or dislike what’s being said, you might use negative body language to rebuff the other person’s message, such as crossing your arms, avoiding eye contact, or tapping your feet. You don’t have to agree with, or even like what’s being said, but to communicate effectively and not put the other person on the defensive, it’s important to avoid sending negative signals.

When communicating with others, we often focus on what we should say. However, effective communication is less about talking and more about listening. Listening well means not just understanding the words or the information being communicated, but also understanding the emotions the speaker is trying to convey.

There’s a big difference between engaged listening and simply hearing. When you really listen—when you’re engaged with what’s being said—you’ll hear the subtle intonations in someone’s voice that tell you how that person is feeling and the emotions they’re trying to communicate. When you’re an engaged listener, not only will you better understand the other person, you’ll also make that person feel heard and understood, which can help build a stronger, deeper connection between you.

By communicating in this way, you’ll also experience a process that  lowers stress and supports physical and emotional well-being. If the person you’re talking to is calm, for example, listening in an engaged way will help to calm you, too. Similarly, if the person is agitated, you can help calm them by listening in an attentive way and making the person feel understood.

If your goal is to fully understand and connect with the other person, listening in an engaged way will often come naturally. If it doesn’t, try the following tips. The more you practice them, the more satisfying and rewarding your interactions with others will become.

Tips for becoming an engaged listener

Focus fully on the speaker.  You can’t listen in an engaged way if you’re  constantly checking your phone or thinking about something else. You need to stay focused on the moment-to-moment experience in order to pick up the subtle nuances and important nonverbal cues in a conversation. If you find it hard to concentrate on some speakers, try repeating their words over in your head—it’ll reinforce their message and help you stay focused.

Favor your right ear.  As strange as it sounds, the left side of the brain contains the primary processing centers for both speech comprehension and emotions. Since the left side of the brain is connected to the right side of the body, favoring your right ear can help you better detect the emotional nuances of what someone is saying.

Avoid interrupting or trying to redirect the conversation to your concerns.  By saying something like, “If you think that’s bad, let me tell you what happened to me.” Listening is not the same as waiting for your turn to talk. You can’t concentrate on what someone’s saying if you’re forming what you’re going to say next. Often, the speaker can read your facial expressions and know that your mind’s elsewhere.

Show your interest in what’s being said.  Nod occasionally, smile at the person, and make sure your posture is open and inviting. Encourage the speaker to continue with small verbal comments like “yes” or “uh huh.”

Try to set aside judgment.  In order to communicate effectively with someone, you don’t have to like them or agree with their ideas, values, or opinions. However, you do need to set aside your judgment and withhold blame and criticism in order to fully understand them. The most difficult communication, when successfully executed, can often lead to an unlikely connection with someone.

[Read: Improving Emotional Intelligence (EQ)]

Provide feedback. If there seems to be a disconnect, reflect what has been said by paraphrasing. “What I’m hearing is,” or “Sounds like you are saying,” are great ways to reflect back. Don’t simply repeat what the speaker has said verbatim, though—you’ll sound insincere or unintelligent. Instead, express what the speaker’s words mean to you. Ask questions to clarify certain points: “What do you mean when you say…” or “Is this what you mean?”

Hear the emotion behind the words . It’s the higher frequencies of human speech that impart emotion. You can become more attuned to these frequencies—and thus better able to understand what others are really saying—by exercising the tiny muscles of your middle ear (the smallest in the body). You can do this by singing, playing a wind instrument, or listening to certain types of high-frequency music (a Mozart symphony or violin concerto, for example, rather than low-frequency rock, pop, or hip-hop).

The way you look, listen, move, and react to another person tells them more about how you’re feeling than words alone ever can. Nonverbal communication, or body language, includes facial expressions, body movement and gestures, eye contact, posture, the tone of your voice, and even your muscle tension and breathing.

Developing the ability to understand and use nonverbal communication can help you connect with others, express what you really mean, navigate challenging situations, and build better relationships at home and work.

• You can enhance effective communication by using open body language—arms uncrossed, standing with an open stance or sitting on the edge of your seat, and maintaining eye contact with the person you’re talking to.
• You can also use body language to emphasize or enhance your verbal message—patting a friend on the back while complimenting him on his success, for example, or pounding your fists to underline your message.

Improve how you  read nonverbal communication

Be aware of individual differences. People from different countries and cultures tend to use different nonverbal communication gestures, so it’s important to take age, culture, religion, gender, and emotional state into account when reading body language signals. An American teen, a grieving widow, and an Asian businessman, for example, are likely to use nonverbal signals differently.

Look at nonverbal communication signals as a group. Don’t read too much into a single gesture or nonverbal cue. Consider all of the nonverbal signals you receive, from eye contact to tone of voice to body language. Anyone can slip up occasionally and let eye contact go, for example, or briefly cross their arms without meaning to. Consider the signals as a whole to get a better “read” on a person.

Improve how you  deliver nonverbal communication

Use nonverbal signals that match up with your words rather than contradict them. If you say one thing, but your body language says something else, your listener will feel confused or suspect that you’re being dishonest. For example, sitting with your arms crossed and shaking your head doesn’t match words telling the other person that you agree with what they’re saying.

Adjust your nonverbal signals according to the context. The tone of your voice, for example, should be different when you’re addressing a child than when you’re addressing a group of adults. Similarly, take into account the emotional state and cultural background of the person you’re interacting with.

Avoid negative body language. Instead, use body language to convey positive feelings, even when you’re not actually experiencing them. If you’re nervous about a situation—a job interview, important presentation, or first date, for example—you can use positive body language to signal confidence, even though you’re not feeling it. Instead of tentatively entering a room with your head down, eyes averted, and sliding into a chair, try standing tall with your shoulders back, smiling and maintaining eye contact, and delivering a firm handshake. It will make you feel more self-confident and help to put the other person at ease.

How many times have you felt stressed during a disagreement with your spouse, kids, boss, friends, or coworkers and then said or done something you later regretted? If you can quickly relieve stress and return to a calm state, you’ll not only avoid such regrets, but in many cases you’ll also help to calm the other person as well. It’s only when you’re in a calm, relaxed state that you’ll be able to know whether the situation requires a response, or whether the other person’s signals indicate it would be better to remain silent.

In situations such as a job interview, business presentation, high-pressure meeting, or introduction to a loved one’s family, for example, it’s important to manage your emotions, think on your feet, and effectively communicate under pressure.

Communicate effectively by staying calm under pressure

Use stalling tactics to give yourself time to think. Ask for a question to be repeated or for clarification of a statement before you respond.

Pause to collect your thoughts. Silence isn’t necessarily a bad thing—pausing can make you seem more in control than rushing your response.

Make one point and provide an example or supporting piece of information. If your response is too long or you waffle about a number of points, you risk losing the listener’s interest. Follow one point with an example and then gauge the listener’s reaction to tell if you should make a second point.

Deliver your words clearly. In many cases, how you say something can be as important as what you say. Speak clearly, maintain an even tone, and make eye contact. Keep your body language relaxed and open.

Wrap up with a summary and then stop. Summarize your response and then stop talking, even if it leaves a silence in the room. You don’t have to fill the silence by continuing to talk.

Quick stress relief for effective communication

When a conversation starts to get heated, you need something quick and immediate to bring down the emotional intensity. By learning to quickly reduce stress in the moment, you can safely take stock of any strong emotions you’re experiencing, regulate your feelings, and behave appropriately.

Recognize when you’re becoming stressed. Your body will let you know if you’re stressed as you communicate. Are your muscles or stomach tight? Are your hands clenched? Is your breath shallow? Are you “forgetting” to breathe?

Take a moment to calm down before deciding to continue a conversation or postpone it.

Bring your senses to the rescue. The best way to rapidly and reliably relieve stress is through the senses—sight, sound, touch, taste, smell—or movement. For example, you could pop a peppermint in your mouth, squeeze a stress ball in your pocket, take a few deep breaths, clench and relax your muscles, or simply recall a soothing, sensory-rich image. Each person responds differently to sensory input, so you need to find a coping mechanism that is soothing to you.

[Read: Quick Stress Relief]

Look for humor in the situation. When used appropriately, humor is a great way to relieve stress when communicating . When you or those around you start taking things too seriously, find a way to lighten the mood by sharing a joke or an amusing story.

Be willing to compromise. Sometimes, if you can both bend a little, you’ll be able to find a happy middle ground that reduces the stress levels for everyone concerned. If you realize that the other person cares much more about an issue than you do, compromise may be easier for you and a good investment for the future of the relationship.

Agree to disagree, if necessary, and take time away from the situation so everyone can calm down. Go for a stroll outside if possible, or spend a few minutes meditating. Physical movement or finding a quiet place to regain your balance can quickly reduce stress.

Find your space for healing and growth

Regain is an online couples counseling service. Whether you’re facing problems with communication, intimacy, or trust, Regain’s licensed, accredited therapists can help you improve your relationship.

Direct, assertive expression makes for clear communication and can help boost your self-esteem and decision-making skills. Being assertive means expressing your thoughts, feelings, and needs in an open and honest way, while standing up for yourself and respecting others. It does NOT mean being hostile, aggressive, or demanding. Effective communication is always about understanding the other person, not about winning an argument or forcing your opinions on others.

To improve your assertiveness

Value yourself and your options. They are as important as anyone else’s.

Know your needs and wants. Learn to express them without infringing on the rights of others.

Express negative thoughts in a positive way. It’s  okay to be angry , but you must remain respectful as well.

Receive feedback positively. Accept compliments graciously, learn from your mistakes, ask for help when needed.

Learn to say “no.” Know your limits and don’t let others take advantage of you. Look for alternatives so everyone feels good about the outcome.

Developing assertive communication techniques

Empathetic assertion conveys sensitivity to the other person. First, recognize the other person’s situation or feelings, then state your needs or opinion. “I know you’ve been very busy at work, but I want you to make time for us as well.”

Escalating assertion can be employed when your first attempts are not successful. You become increasingly firm as time progresses, which may include outlining consequences if your needs are not met. For example, “If you don’t abide by the contract, I’ll be forced to pursue legal action.”

Practice assertiveness in lower risk situations to help build up your confidence. Or ask friends or family if you can practice assertiveness techniques on them first.

More Information

• Effective Communication: Improving Your Social Skills - Communicate more effectively, improve your conversation skills, and become more assertive. (AnxietyCanada)
• Core Listening Skills - How to be a better listener. (SucceedSocially.com)
• Effective Communication - How to communicate in groups using nonverbal communication and active listening techniques. (University of Maine)
• Some Common Communication Mistakes - And how to avoid them. (SucceedSocially.com)
• 3aPPa3 – When cognitive demand increases, does the right ear have an advantage? – Danielle Sacchinell | Acoustics.org . (n.d.). Retrieved May 22, 2022, from Link
• How to Behave More Assertively . (n.d.). 10. Weger, H., Castle Bell, G., Minei, E. M., & Robinson, M. C. (2014). The Relative Effectiveness of Active Listening in Initial Interactions.  International Journal of Listening , 28(1), 13–31. Link

More in Communication

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Let’s Talk: How To Be A Better Communicator

Jump to section, what are the different types of communication, how can you grow become a better communicator, communication: why it matters.

Communication – it makes the world go round, right? Clear communication is important in almost every aspect of life, from personal relationships to professional success to accomplishing everyday activities..

Many jobs require strong communication skills, and typically, you'll enjoy more enriching interpersonal relationships with the people in your life if you're able to communicate effectively.

But communication is far more than just speaking to someone or writing words on a page. In fact, there are dozens of different types of communication. Knowing these types of communication, and understanding how they help you become a better communicator is a key to success.

So what entails good communication? How do you know if you're a good communicator or if you could use some work? What are the types of communication you should be aware of?

We're here to answer all of those questions. Here's what you need to know.

Some suggest that a majority of the communication we share with others comes from our body language – or our non-verbal cues.

According to the pioneer researcher of body language Albert Mehrabian, verbal communication accounts for only 7 percent of total impact in communication, while 38 percent comes from vocals (such as tone of voice, inflection, and other sounds), and 55 percent comes from nonverbal communication.

All of that to say, there's more than just one way to communicate. In fact, there are dozens, but for the sake of brevity, we'll go into some of the most common and most important formats for communication.

Verbal Communication

Verbal communication is exactly what it sounds like: talking. Verbal communication is simply speaking to another person to communicate. The medium for verbal communication is oral, but in reality verbal communication is so much more than just words.

Verbal communication encompasses both how you deliver the message and how you receive a message.

Verbal communication is a soft skill , rather, an interpersonal skill like listening or empathy, among many others. Soft skills, like verbal communication are personal attributes that characterize how a person interacts with someone else.

What goes into your verbal communication is important, and can significantly affect how your message is received. This includes things like speaking clearly, choosing words carefully, using an appropriate tone, considering the audience in front of you, and responding appropriately to others' communications.

Written Communication

Written communications encompasses all printed messages including things like e-mails, letters, training manuals, operating policies, notes, text messages, memos, and dozens of other things. All of these things play a central role in our lives.

But why is effective written communication important? Because it sends messages that are flat, factual, and lacking elements of other communication that can enhance the message, like tone, body language , voice, and gestures.

Written communication, unlike verbal communication, doesn't take place in real-time. It can be constructed over a long period of time, giveing you however long you need to get your message across. This is a benefit!

You're not put on the spot and forced to reply immediately. You're given time to effectively communicate. Additionally, written communication provides proof and documentation, things you certainly need in the business world, and occasionally in your personal life.

Written communication is also a great way for getting a message to a large group of people. Whereas, verbal communication often happens in a one-to-one format, written communication is able to happen on a one-to-many platform.

Non-Verbal Communication

What many people don't consider when they think of communication is the non-verbal cues they're giving off. These cues play a large part in your communication, how people respond to you, and being an effective communicator.

A majority of our communication is nonverbal, with it accounting for about 93 percent of our daily communication.

But, how does this happen, and what exactly is non-verbal communication? It's primarily made up of facial expressions and body language such as eye contact, pace of speech, crossed arms or legs, body posture, and more. These cues can tell you a lot about what a person is saying.

Pay attention to the differences in what you're saying and what you're doing. Do your physical responses match up with your verbal communication? Like it or not, your non-verbal cues are sending a message.

According to a study from Mehrabian , about 7 percent of a receiver's comprehension of a message depends on the actual words being spoken, 38 percent depends on paralanguage (like tone), and 55% percent on based on body language. If that's true, your non-verbal cues are dictating your communication almost entirely. It's possible that you're sending off silent messages without ever really saying a word.

Active Listening

We know what you're thinking. How can listening be a form of communication when you're not actively expressing thoughts or ideas?

First, it's important to recognize that you're probably not actively listening. There's a difference between active and passive listening, and active listening certainly counts as a form of communication. In fact, some people even cite active listening as the most important part of communication .

But why is that? When you listen to someone speak, you're engaged with them and what they're saying, and you're making an effort to understand exactly what they're trying to express.

You're not just hearing — you're listening.

We hear about 450 words per minute when speaking to someone, but how much of that is absorbed? If you're listening passively, you're only picking up on and absorbing about 17-25 percent of what they're saying.

How can you effectively respond to or work with someone if you're not even absorbing most of what they say? With active listening, you'll absorb much more than that 17-25 percent, making for much more effective conversation.

Now that you know there are numerous types of communication (and trust us, there's so much more that we didn't get into), you're probably thinking that you could use a little improvement in the communication department.

So how exactly do you become a better communicator? Is it as simple as just talking more or less?

There are numerous practices you can implement to become a better communicator. See also our piece on methods of becoming a great communicator .

Verbal Communication: Tie Up The Loose Ends

If you're looking to tweak your verbal communication, start with speaking clearly. No one will understand you if you mumble or speak too softly.

Choose your words carefully so that they're appropriate by anyone's standards and practice using words that show that you're an intelligent person with a grasp on the English language.

Additionally, consider who you're speaking to. A great communicator always considers their audience, and verbal communication is no different. How you speak to a child is different than how you'd speak to your boss or how you'd speak to your best friend. Consider who you're talking with and adjust your conversational flow from there.

Responding appropriately and intelligently isn't always the easiest thing, but you can always take time to think before you speak. Put these things into practice and you'll be on your way to becoming a much better verbal communication

Body Language: Understand Your Cues

As we noted, you're probably communicating a message without even knowing it just based on how you're sitting, standing, gesturing, or what your face is doing. In order to become a better communicator, you'll need a firmer grasp on what your body language cues are saying.

Consider your eye contact. Are you looking a person in the eye when you speak? How about your facial expressions. Think about what your facial expressions are saying. Are you frowning? Do you come off upset or stressed? Do your facial expressions match the tone and your verbal communication?

Consider using your body language and facial expressions to show that you're in a warm and welcoming mood. A smile, uncrossed arms, and eye contact can go a long way and can make the people you're communicating with feel exceptionally comfortable.

Listening: Become an Active Listener

Being an active listener isn't only about focusing on your subject. Instead, you must implement several different things to be fully listening to someone.

First, focus is definitely a must. Tune in to who is speaking. Avoid distraction by looking at whoever is speaking to you, and if you find your mind wandering, reel it back in. Also, don't let someone move past something you don't fully grasp. If you don't understand, say so. Let them know you want a different explanation to fully understand what they're saying. Showing interest and repeating something back to a speaker, in your own words, can also help you zero in on what your subject is saying.

The way we interact with people is how we stay connected with the world around us. Whether it's verbal, written, or non-verbal communication, our forms and methodologies of how we communicate are hugely important.

As always, there's plenty of room for improvement for everyone, especially when it comes to communication. Becoming a good communicator who's open to active listening, different types of communication, and empathy can get you far in life.

Not only will you see more success professionally, you'll also experience meaningful, richer relationships with the people you care most about!

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8 Essential Leadership Communication Skills

• 14 Nov 2019

If you want to be an effective leader , you need to excel in communication. In fact, the success of your business relies on it.

According to a report from the Economist Intelligence Unit (pdf) , poor communication can lead to low morale, missed performance goals, and even lost sales. A separate study found that inadequate communication can cost large companies an average of $64.2 million per year, while smaller organizations are at risk of losing $420,000 annually.

But effective communication impacts more than just the bottom line. For leaders, it’s what enables them to rally their team around a shared vision, empower employees , build trust, and successfully navigate organizational change .

Why Is Communication Important in Leadership?

A leader is someone who inspires positive, incremental change by empowering those around them to work toward common objectives. A leader’s most powerful tool for doing so is communication.

Effective communication is vital to gain trust, align efforts in the pursuit of goals, and inspire positive change. When communication is lacking, important information can be misinterpreted, causing relationships to suffer and, ultimately, creating barriers that hinder progress.

If you’re interested in enhancing your leadership capabilities, here are eight communication skills you need to be more effective in your role.

Essential Communication Skills for Leaders

1. ability to adapt your communication style.

Different communication styles are the most frequently cited cause of poor communication, according to the Economist Intelligence Unit (pdf) , and can lead to more significant issues, such as unclear priorities and increased stress.

It’s essential to identify your leadership style , so that you can better understand how you’re interacting with, and perceived by, employees across the organization. For example, if you’re an authoritative leader , you likely have a clear vision for achieving success and align your team accordingly. While an effective approach for some, it might fall flat for others who seek more autonomy in their role.

Every employee’s motivations are different, so knowing how to tailor your communication is essential to influencing others and reaching organizational goals.

Related: 4 Tips for Developing Your Personal Leadership Style

2. Active Listening

Effective leaders know when they need to talk and, more importantly, when they need to listen. Show that you care by asking for employees’ opinions, ideas, and feedback. And when they do share, actively engage in the conversation—pose questions, invite them to elaborate, and take notes.

It’s important to stay in the moment and avoid interrupting. Keep your focus on the employee and what it is they’re saying. To achieve that, you also need to eliminate any distractions, including constant pings on your cell phone or checking incoming emails.

3. Transparency

In a survey by the American Management Association , more than a third of senior managers, executives, and employees said they “hardly ever” know what’s going on in their organizations. Transparency can go a long way in breaking down that communication barrier.

By speaking openly about the company’s goals, opportunities, and challenges, leaders can build trust amongst their team and foster an environment where employees feel empowered to share their ideas and collaborate. Just acknowledging mistakes can encourage experimentation and create a safe space for active problem-solving.

Every individual should understand the role they play in the company’s success. The more transparent leaders are, the easier it is for employees to make that connection.

When communicating with employees, speak in specifics. Define the desired result of a project or strategic initiative and be clear about what you want to see achieved by the end of each milestone. If goals aren’t being met, try simplifying your message further or ask how you can provide additional clarity or help.

The more clear you are, the less confusion there will be around priorities. Employees will know what they’re working toward and feel more engaged in the process.

5. Ability to Ask Open-Ended Questions

If you want to understand employees’ motivations, thoughts, and goals better, practice asking open-ended questions. Jennifer Currence, president of consulting firm The Currence Group, said to the Society of Human Resource Management to use the acronym TED, which stands for:

• “ T ell me more.”
• “ E xplain what you mean.”
• “ D efine that term or concept for me.”

By leveraging those phrases when speaking with your team, you can elicit more thoughtful, thorough responses and ensure you also have clarity around what they need from you to succeed.

There’s a reason empathy has been ranked the top leadership skill needed for success . The better you get at acknowledging and understanding employees’ feelings and experiences, the more heard and valued they’ll feel.

In a recent survey (pdf) , 96 percent of respondents said it was important for their employers to demonstrate empathy, yet 92 percent claimed it remains undervalued. If you want to improve your communication and build a stronger, more productive culture, practice responding with empathy.

Related: Emotional Intelligence Skills: What They Are & How to Develop Them

7. Open Body Language

Communication isn’t just what you say; it’s how you carry yourself. Ninety-three percent of communication’s impact comes from nonverbal cues, according to executive coach Darlene Price .

To ensure you’re conveying the right message, focus on your body language. If you’re trying to inspire someone, talking with clenched fists and a furrowed brow isn’t going to send the right message. Instead, make eye contact to establish interest and rapport and flash a genuine smile to convey warmth and trust.

8. Receiving and Implementing Feedback

Asking for feedback from your team can not only help you grow as a leader, but build trust among your colleagues. It’s critical, though, that you don’t just listen to the feedback. You also need to act on it.

If you continue to receive feedback from your team, but don’t implement any changes, they’re going to lose faith in your ability to follow through. It’s likely there will be comments you can’t immediately act on—be transparent about that. By letting your employees know they were heard and then apprising them of any progress you can, or do, make, they’ll feel as though you value their perspective and are serious about improving.

Related: How to Give Feedback Effectively

Improving Your Leadership Communication

Communication is at the core of effective leadership. If you want to influence and inspire your team, you need to practice empathy and transparency, and understand how others perceive you, through your verbal and non-verbal cues.

To improve your communication skills and become a better leader, begin by assessing your effectiveness so you can identify areas for improvement. Then, set goals and hold yourself accountable by creating a leadership development plan to guide and track your progress.

Do you want to enhance your leadership skills? Download our free leadership e-book and explore our online course Leadership Principles to discover how you can become a more effective leader and unleash the potential in yourself and others.

(This post was updated on June 16, 2020. It was originally published on November 14, 2019.)

About the Author

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How to Be an Effective Communicator at Work

• March 16, 2021
• John Estafanous

“Effective communication” might have become a watered-down buzz phrase, but healthy and  productive workplace communication  really is one of the necessities for sustainable high performance. In a fast-paced world dominated by digital devices, being a good communicator isn’t always high on our list of priorities, but it should be.

That’s because communicating well and on a consistent basis pays off big:  MIT’s Human Dynamics Laboratory found  that “with remarkable consistency…communication indeed plays a critical role in building successful teams” and that patterns of communication are the most important predictor of a team’s success. So good communication isn’t just about being nice; it’s about creating a  team dynamic  that fosters high performance.

5 Steps to Being a Good Communicator & Mastering Communication Skills

To me, that means creating an environment where every member of a team feels engaged, valued and safe enough to speak up and contribute. It means each person is listened to, valued and supported. And it means that no one person dominates, interrupts or dismisses anyone else’s contributions (whether subtly through body language or overtly through words). It’s about being inclusive of diverse perspectives and creating a culture of respect and open-mindedness.

Even those of us who consider ourselves excellent communicators can use a tune-up every once in a while. Here are five best practices to ensure your communication habits are contributing to a positive team culture.

Communicate Effectively: You listen actively, ask clarifying questions, and provide relevant information within your team.

Speaking up at work comes naturally to extroverts, while listening comes easily to introverts. But a team with a poor balance of these personality types may find that  a few individuals dominate , keeping quieter members even less likely to contribute.

According to the MIT research, teams with unbalanced energy and participation levels don’t perform as well as teams where all members have high levels of energy and engagement. Striking a balance between talking and listening is key, but it takes self-awareness to break out of your usual patterns.

Take action:  Think carefully about how you tend to interact in the workplace and try to pay attention to your behaviors for one week. Do you feel the need to talk a lot in meetings? If so, is it possible you’re keeping others from chiming in? Or do you rarely speak up during team conversations? If you’re not sure, solicit feedback from colleagues. If you’re a manager, you can help balance this dynamic on your team. To do so, encourage quieter employees to speak up and let dominant speakers know that you’re seeking everyone’s input.

Respond appropriately: You leave judgments and biases at home and listen to other people’s ideas.

Creating a sense of psychological safety is crucial for a healthy workplace; this means in a group setting, every member feels comfortable speaking up, sharing constructive criticism, contributing out-of-the-box ideas and making mistakes. If your colleagues feel judged or criticized and therefore don’t feel a sense of  psychological safety , they will likely disengage and hold back.

To ensure they feel fully welcomed to engage, it’s important they don’t feel judged when you communicate with them. When we’re busy or in a hurry, it’s easy to quickly react, especially if our personal biases color our judgments about someone. But if you often come off as judgmental or negative to colleagues, you may not realize the effect it could have on your team’s performance and morale.

Take action: Pause and think about how you react differently to different coworkers or out-of-the-box ideas. Do you often shut down suggestions you don’t personally like? Do you tend to be pessimistic about certain employees’ work because they’re young or inexperienced? Are you less likely to accept input from someone who you know has different political or religious beliefs from you? Notice where you may be inserting personal judgments and biases, and aim to keep them out of the workplace. By setting these aside and encouraging your team to share openly, you’ll help promote a sense of optimism and psychological safety. These in turn help foster more productive communication.

You communicate face-to-face as much as possible. Communication skills sometimes use as few words as needed, and a key component is showing the other party you can listen actively and process what is being said. Making eye contact is also helpful in conversation. 

The MIT team found that face-to-face communication is the most valued form of communication, followed by phone or video call. (Though the more people are on a call, the less effective it is.) Unsurprisingly, the least effective forms of communication are emails and texts, which are impersonal and hard to read tone-wise.

Communicating face-to-face makes it far easier to truly connect and engage – and engagement is another important dimension of team communication, according to MIT’s research. Plus, it’s much easier to read someone’s tone and intention when you can see their face and read their body language.

Take action:  How much of your communication is done via email or internal messenger? This is tough if you or your team work remotely, but aim to increase your face-to-face interactions. If you have a question for a colleague who sits near you, get up and go talk to them instead of firing off an email or slack message. When you need input from your team, have a quick, impromptu team huddle rather than an endless email chain.

If you’re remote, ask to have face-to-face video meetings to catch up or discuss work. This fosters closeness and engagement, which improves performance. The MIT study also found that workplace communication is best when colleagues connect with one another directly, not just with the team leader. So why not ask a teammate to a one-on-one lunch every once in a while?

You practice empathy at all times in a workplace setting. Effective communicators have open and honest communication, active listening skills, and a friendly tone in conversation to avoid misunderstandings. Deliver good or bad news with empathy, and listen and hear what the other person is saying.

Studies show that technology is dumbing down our social skills and  reducing our capacity for empathy . But empathy helps us connect with our colleagues on a deeper level, be better listeners, and communicate more effectively. Empathy isn’t about feeling sorry for others or sympathizing. It’s about trying to understand where someone is coming from and supporting them in a nonjudgmental way. Practicing more empathy in the workplace will help your colleagues feel heard and understood.

Take action:  Brush up on your empathy skills and practice it mindfully. According to author and former FBI undercover and counterintelligence agent LaRae Quy,  some ways to improve your empathy skills include :

• Examining your attitude with dealing with others; try to let go of being concerned about getting your way or being right. It’s about setting aside your viewpoint and trying to see things from another’s perspective.
• Validating others’ perspectives even if they have differing opinions from you.
• Paying attention and noticing body language when someone is talking to you; don’t be distracted by your phone or anything else.
• Asking, “Is everything OK?” when someone seems off instead of ignoring it.
• Listening without judgment and communicating that you understand what they’re experiencing.

You are mindful of body language. Facial expression, eye contact, and body language are all part of your communication style.

Nonverbal communication gives us just as much information, if not more, than verbal communication. When there’s a conflict between the two, the nonverbal cues are the most accurate, Quy says. It’s important to notice what your own body language is communicating, as well as to accurately read that of others. Social psychologist Amy Cuddy found that the way we hold ourselves can drastically affect how we perceive ourselves and how others perceive us. For example, you may be projecting a stand-offish appearance or seeming as though you lack confidence without even realizing it.

Being a Great Communicator Isn’t Easy, but It’s Worth It

Take action:  Watch  Cuddy’s TED Talk  on body language to learn how it impacts our perceptions, feelings and hormones. By being mindful of your own body language, you can be more in control of how your communication to others is perceived. And being mindful of others’ body language – especially if it conflicts with their words – can clue you in to what’s really going on.

If you can master these five good communication strategies in the workplace, you’ll find that you’re more engaged and connected with your team, a better and more empathetic listener, and most likely, a higher performer.

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How to Create and Maintain Strong Connections Across Hybrid Teams

The Executives’ Guide for Using Employee Performance Tools

Home / Essay Samples / Sociology / Communication Skills / The Importance of Effective Communication: The Key to Success

The Importance of Effective Communication: The Key to Success

• Category: Sociology
• Topic: Communication Skills , Effective Communication , Interpersonal Communication

Pages: 2 (856 words)

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Introduction

Importance , communication, types of communication, verbal communication, non-verbal communication, written communications, visual communication, intrapersonal communication, interpersonal communication.

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