“Nothing in life is more important than the ability to communicate effectively.”– Gerald R. Ford, former United States President
Leaders who can communicate skillfully can work miracles. The National Association of Colleges and Employers lists communication skills as the most sought-after quality in any job candidate. On the contrary, the hidden costs of poor communication for US businesses account for $12,506 per employee per year.
To many, good communication skills may not come naturally. So, how to improve communication skills in the workplace? It’s nothing more than a product of process, skills and hard work. In this article, we will learn how to understand different communication environments and how to improve professional communication skills with 15 practical tips.
What are communication skills?
Communication skills refer to the ability to convey, receive, and interpret messages effectively. They are fundamental to interacting effectively with colleagues, managers and peers in the workplace. In today’s digital age, communication skills have expanded to include connecting in person and via technology.
Communication skills can be broadly classified into verbal, non-verbal, written and listening. Mastering them all is an essential facet of being successful, whether personally or professionally.
Why are good communication skills important?
75% of employers rate teamwork and communication as the most important workplace skills. Let’s admit we all have wished to be guided by a leader who truly understands and exemplifies these qualities.
Good communication helps you clearly outline tasks, ensuring everyone is on the same page. It’s not just about issuing orders; it’s also about listening to feedback and adapting to changes smoothly.
Here are a few more reasons why it’s so essential to improve professional communication skills:
Effective expression
Developing good communication skills will help you express yourself clearly and concisely. You can utilize these skills to convey your thoughts, ideas and emotions effectively.
Building relationships
Improving interpersonal communication helps in understanding each other better and forging solid relationships.
Conflict resolution
Facing conflicts can be uncomfortable and stressful. When conflicts arise, expressing opinions and concerns respectfully can pave the way to solutions.
Enhancing collaboration
Communication skills ensure that ideas, knowledge and concerns are shared effectively, paving the way for smooth collaboration.
Professional success
Improving communication skills paves the way to success, whether it’s acing that presentation, impressing that client, or just making sure your team is professionally managed.
What are the 4 types of communication?
Communication is about more than just speaking or listening. The four different types of communication are surprisingly distinct:
Verbal communication
That’s what we do most of the time, talk! Verbal communication is all about using words to convey information.
Written communication
When you communicate in written form, through emails, reports, memos and social media posts, it is considered written communication.
Non-verbal communication
Your body language, tone of voice and posture can set a very good or bad communication base. Even making good eye contact and maintaining an affirmative facial expression are important non-verbal communication elements.
Listening skills
Communication starts with listening. It’s all about actively listening to and assimilating what the other person has to say verbally and nonverbally. This helps you connect with them empathetically and come up with a meaningful reply.
Note: We can also broadly classify workplace communication into formal and informal types. The former category represents all official channels in a workplace, including company policies, official emails and presentations. Informal communication represents those ‘Hey, how was your weekend?’ water-cooler chats that build relationships with colleagues.
Now that we understand different aspects of communication, let’s discuss enhancing communication skills.
15 ways to improve your communication skills in the workplace
Anyone can improve their communication skills by practicing and taking note of some common sense. Here are 15 powerful tips that are essential to unlocking stellar communication skills:
- Script your key points
Script what you have to say before any important discussion or presentation. Writing helps you clear your thoughts and ensures you are not missing anything important. Eventually, this process will maximize the impact of your words.
- Keep it concise
When drafting your speech, actively cut out any fluff and fillers like “um” and “ah” that do not directly contribute to your main message. The rule also applies to emails, general conversations and public speaking. When your communication is fluff-free, it will likely keep your audience engaged for maximum impact.
- Record and playback
When was the last time you recorded yourself self-evaluating your tone and body language during a speech? Learning and working on your weak spots is important before any critical speech or presentation.
- Learn to listen
Communication starts with listening. Focus your full attention on the other person while listening to what they have to say, verbally and non-verbally, and connect with them empathetically. Once you become an active listener, you will naturally develop strategies to ask follow-up questions and understand someone’s thoughts.
- Study and understand non-verbal communication
Remember, words aren’t the only means of communication. Your body language, facial expressions and gestures also stand out. Understanding non-verbal communication means paying attention to what isn’t said. It’s like having an antenna that picks up signals and helps you develop effective communication.
- Develop emotional awareness and management
Being in touch with your emotions and those of others is like having a secret weapon. Emotional intelligence & awareness enables you to gauge how your words might be received. Managing your emotions, especially during conflicts or stressful situations, can help maintain conversational balance.
- Use questioning skills
Being able to ask the right questions in the right way at the right time is a real game-changer. It shows that you’re engaged and helps clarify points to ensure you have the right information. It’s an underrated communication improvement method that can be particularly useful in preventing misunderstandings.
- Learn the right way to over-communicate
Here’s an inside tip: when in doubt, overcommunicate. This doesn’t mean you need to flood people with information; it means repeating your message until everyone understands it clearly. Rephrasing, summarizing and confirming that the recipient understands your message goes a long way.
- Know your audience
One size doesn’t fit all, especially when it comes to communication. Knowing your audience means understanding their background, perspectives and expectations. Tailor your message according to your audience. This piece of advice is crucial for communication skill-building.
- Pause before you reply
Some of us have this urge to answer immediately. Instead, the other person would appreciate a thoughtful response after we take a moment to reflect on what’s being said. It’s a useful habit to develop for professional settings.
- Use eye contact
During interactions, maintain eye contact for 4-5 seconds to create a connection with the listeners. Accompany this with natural gestures to deliver your points and keep the audience hooked to your presentation.
- Use storytelling
Who doesn’t like stories? Starting a project kickoff meeting with an inspiring story about overcoming challenges instantly engages the team and sets a positive, motivated tone. If the story has everything in essence that you’re about to deliver, your message will be more memorable for the audience.
- Respect diverse opinions
If you want healthy, two-way communication, be ready to listen and accept unexpected answers. Most importantly, maintaining welcoming body language fosters respectful dialogue without interrupting the other person.
- Structure your conversations with BRIEF
If you want to execute a proven formula to structure your talks for healthy conversations, apply the BRIEF acronym. It stands for:
- Background: Why the conversation is happening
- Reason: The gist of the talk about to take place
- Information: Share the necessary details
- End: Clearly state the outcome you’re aiming for after this conversation
- Follow up: Specify any next steps
- Engage with the audience
Last but not least, make your communication engaging. Whether it’s a presentation, a meeting, or a one-on-one conversation, making it interesting for your audience makes communication a two-way street. This might mean using visuals, stories or humor to engage the audience.
Conclusion
Communication skills set the base for leadership and growth in the workplace as well as in your personal life. However, communication improvement doesn’t happen overnight. Creative thinking and confidence are essential in becoming a skillful communicator, depending on the type of communication. Sometimes, scripting your points might work for verbal communication, while at other times, all you might need is to listen to the other person actively. The aim should be to improve your communication skills every day until it becomes as stimulating as black coffee for others.
FAQs
- How can I improve my communication skills in my career?
There are various ways to improve communication skills, but the most important way to do so is through practice. For example, first, prepare a meaningful talk for a more productive session. You can also record your communication and look for areas to improve. Instead of responding faster, take your time to respond by composing your thoughts to have a meaningful conversation.
- How does communication play a role in career development?
Almost every job description in the world contains the words “professional communication skills” and “effective communication skills.” Through good communication skills, individuals in an organization can exchange concepts and ideas to reduce misunderstandings. This can help the company in many ways, such as attaining a cohesive workforce, attaining transparency, increasing work satisfaction and improving morale.
- How can you practice communication skills?
You can practice communication skills by actively listening, engaging in clear and concise conversations, and seeking feedback. Regularly participating in discussions, writing effectively, and using tools like role-playing or public speaking exercises can also help improve your communication.
