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5 Secrets To Becoming a Communication Expert

5 Secrets To Becoming a Communication Expert

Do you want to be a better communicator? Who doesn’t?

Not all of us are blessed with an innate ability to express ourselves through words. In fact, public speaking consistently ranks as the number one fear humans have. We fear public speaking even more than death!

It’s no surprise, then, that many of us have trouble communicating well on a day-to-day basis. If you’re one of these people who really has to work hard to communicate effectively, then you know how much of a struggle it can be. Poor communication only leads to conflict and far too much drama.

So if you want to change your life and communicate more effectively without ending every conversation with an argument, then check out these ways you can become a communication expert in your own life.

1. Stop Talking About Yourself

It’s easy to forget about your audience, especially when you’re talking about yourself. The truth is, however, that talking about yourself creates a barrier between you and your audience. After a few minutes, your audience isn’t going to care anymore.

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The National Criminal Justice Reference Service talks about how effective communication involves tailoring your message to your audience:

“Tailoring communication activities means understanding and identifying appropriate cultural codes reflected through the use of symbols, metaphors, and visuals, including the types of actors, spokespeople, and music with which your audience most identifies.”

Tailoring your message also involves the way in which you order your words to change an audience’s reaction to what you’re saying. Even when you’re telling a story about your own experiences, there’s no need to talk about yourself. I know; it sounds like a complete bogus piece of advice, right?

Instead, focus on your audience. What problems do they have, and how will your experiences benefit them? Frame your story in a way that focuses on your audience first, and be sure you do enough research to know who your audience is and how they will react. That includes in everyday conversations, not just in public speaking.

2. Ask Unique Questions

Mind Body Green says that not asking unique, personal questions is one of the worst mistakes you can make and can easily kill a relationship. Instead of asking, “How was your day?” ask something like, “What did you do during your free time today?”

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A simple question like, “How was your day?” is so common that it becomes insincere over time. Plus, it’s too easy to reply with, “Eh, it was okay,” without any room to elaborate.

Asking more specific questions gets people to open up more. Be sure you switch up your questions each time you encounter the same person; this will prevent you from sounding insincere.

3. Limit Your Words

Do you tend to over explain yourself and fill your conversation or emails with nothing but fluff? You’re not the only one, but now is the perfect time to break this habit. One of the best ways to improve your communication skills is to be brief but specific.

Whenever you’re typing out an email or wondering what to say in a phone message, make an effort to limit your words. It will save you time and effort, and people will love you for it.

Then, choose only the most important information to share. If you think you have to explain yourself on something, you probably don’t.

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Be sure there’s room to include a call-to-action or closing statement. In an email, something like, “I look forward to hearing back from you,” is a good option.

4. Don’t Talk Bull

Susan Adams says on Forbes.com that if you want to communicate effectively in the workplace, then there’s no place for bull.

“If you have bad news to deliver, lay it out plainly. . . It is far better to be straight with them than not to communicate at all, even if you can’t give them the answers they’d like.”

When you try to beat around the bush, it only wastes time and annoys people. You can be straightforward without compromising your emotions or hurting other people’s feelings, so don’t be afraid to face difficult conversations head-on.

Definitely don’t avoid the situation. That will only prevent communication on all levels.

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5. Shut Up for a Minute

Listening effectively is one of the key components to great communication. As Wright State University reports:

“Research has found that by listening effectively, you will get more information from the people you manage, you will increase others’ trust in you, you will reduce conflict, you will better understand how to motivate others, and you will inspire a higher level of commitment in the people you manage.”

Even if you think you’re an effective communicator, chance are you only listen at 25 percent efficiency, reports Wright State University. So just sit back and start listening for a moment before you interject with your opinion.

But shutting up does more than just making you a better listener. It also:

  • Keeps you from interrupting.
  • Prevents you from finishing other people’s sentences.
  • Gives you a chance to evaluate your body language so that it’s fit for the situation.
  • Allows you to think about what the other person is feeling.
  • Gives you a chance to really understand your own argument and adjust your thoughts before you start speaking.

Do you think that you’re an effective communicator? If not, how will you apply the above-mentioned tips?

Featured photo credit: Sebastiaan ter Burg via farm6.staticflickr.com

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Last Updated on April 11, 2019

How to Improve Communication Skills for Workplace Success

How to Improve Communication Skills for Workplace Success

Possessing strong communication skills will help you in every phase of your life. This is especially true in the workplace.

I have personally worked with several leaders who were masters of communication. A few were wonderful speakers who could tell a great story and get everyone in the room engaged. Those of us in attendance would walk away feeling inspired and eager to help with what came next. Others were very skilled at sharing a clear direction and job expectations.

I knew exactly what was expected of me and how to achieve my goals. This was the foundation of an energized and vibrant role I was in. What I have found is strong communication skills are incredibly helpful and sometimes critical in how well we perform at work.

Here we will take a look at how to improve communication skills for workplace success.

How Communication Skills Help Your Success

Strong communication skills pave the way for success in many ways. Let’s look at a few of the big ones.

Create a Positive Experience

Here are two examples of how well developed communication skills helps create a positive experience:

When I first moved to the city I now live in, I began a job search. Prior to my first live interview, I was told an address to go to. Upon arriving at the address provided, I drove around and around attempting to find the location. After 15 minutes of circling and looking for the address, I finally grabbed a parking spot and set out on foot.

What I discovered was the address was actually down an alley and only had the number over the door. No sign for the actual company. The person that gave me those very unclear directions provided a bad experience for me.

Had they communicated the directions to get there in a clear manner, my experience would have been much better. Instead the entire experience started off poorly and colored the entire meeting.

As a recruiter, I frequently provide potential candidates with information about a job I’m speaking to them about. In order to do this, I also provide a picture of the overall company, the group they might be joining, and how their role fits in and impacts the entire company.

Time and time again I have been told by candidates that I have provided the clearest picture of a company and role they have ever heard. They have a positive experience when I clearly communicate to them. Even when the position does not work out for them, often times they will want to stay in touch with me due to the open communication and beneficial experience they had during the interviewing process.

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Strong communication skills will provide a positive experience in virtually any interaction you have with someone.

Help Leadership Skills

It’s certainly a skill all its own to be able to lead others.

Being a mentor and guiding others towards success is a major hallmark of great leaders. Another characteristic of effective leaders is the ability to communicate clearly.

As I referenced above, having a leader who can plainly articulate the company’s mission and direction goes a really long way towards being the Captain of the boat that others want to follow. It’s like saying “here’s our destination and this is how we are going to get there” in a way that everyone can get on board with.

Another critical component of everyone helping to sail the boat in the right direction is knowing what your portion is all about. How are you helping the boat move towards its destination in the manner than is consistent with the leaders’ vision?

If you have a boss or a manager that can show you what it takes for not only you to be successful, but also how your performance helps the company’s success then you’ve got a winner. A boss with superior communication skills.

Build Better Teams

Most of us work in teams of some sort or another. During the course of my career, I have led teams up to 80 and also been an individual contributor.

In my individual contributor roles, I have been part of a larger team. Even if you are in business for yourself, you have to interact with others in one manner or another.

If you have strong communication skills, it helps to build better teams. This is true whether you are in an IT department with 100 other fellow programmers or if you own your own business and have customers or vendors you communicate with.

When you showcase your robust ability to communicate well with others while interacting with them, you are building a better team.

Now let’s jump in to how to improve communication skills to help you pave the way for your workplace success.

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How to Improve Communication Skills for Workplace Success

There are many tips, tricks, and techniques to improve communication skills. I don’t want to overwhelm you with too much information, so let’s focus on the things that will provide the biggest return on your time investment.

Most of these tips will be fairly easy to become aware of but will take time and effort to implement. So let’s go!

1. Listen

Ever heard the saying you have two ears and one mouth for a reason? If you haven’t, then here’s the reason:

Being a good listener is half the equation to being a good communicator.

People who have the ability to really listen to someone can then actually answer questions in a meaningful way. If you don’t make the effort to actively listen, then you are really doing yourself and the other person a disservice in the communication department.

Know that person who is chomping at the bit to open his or her mouth the second you stop talking? Don’t be that person. They haven’t listened to at least 1/2 of what you’ve said. Therefore the words that spill out of their mouth are going to be about 1/2 relevant to what you just said.

Listen to someone completely and be comfortable with short periods of silence. Work on your listening skills first and foremost.

2. Know Your Audience

Knowing your audience is another critical component to having strong communication skills. The way you interact with your manager should be different than how you interact with your kids. This isn’t to say you need to be a different person with everyone you interact with. Far from it.

Here is a good way to think about it:

Imagine using your the same choice of words and body language you use with your spouse while interacting with your boss. That puts things in a graphic light!

You want to ensure you are using the type of communication most relevant to your audience.

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3. Minimize

I have lunch with a business associate about 3 times a year. We’ve been talking for several years now about putting a business deal together.

He is one of those people that simply overwhelms others with a lot of words. Sometimes when I ask him a question, I get buried beneath such an avalanche of words that I’m more confused than when I asked the question. Needless to say this is most likely a large portion of why we never put the deal together.

Don’t be like my lunch business associate. The goal of talking to or communicating with someone is to share actual information. The goal is not to confuse someone, it’s to provide clarity in many cases.

State what needs to be stated as succinctly as possible. That doesn’t mean you can’t have some pleasant conversation about the weather too.

The point is to not create such an onslaught of words and information that the other person walks away more confused than when they started.

4. Over Communicate

So this probably sounds completely counter intuitive to what I just wrote about minimizing your communication. It seems like it might be but it’s not.

What I mean by over communicating is ensuring that the other person understands the important parts of what you are sharing with them. This can be done simply yet effectively. Here’s a good example:

Most companies have open enrollment for benefits for the employees in the fall. The company I work for has open enrollment from November 1 to 15. The benefits department will send out a communication to all employees around October 1st, letting them know open enrollment is right around the corner and any major changes that year. There’s also a phone number and email for people to contact them with any questions.

Two weeks later, we all get a follow up email with basically the same information. We get a 3rd communication the week before open enrollment and another one 1 day before it starts.

Finally we get 2 emails during enrollment reminding us when open enrollment ends.

There’s minimal information, it’s more of a reminder. This is effective over communication.

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5. Body Language

The final critical component to how to improve communication skills for workplace success is body language. This is something most of us have heard about before but, a reminder is probably a good idea.

When I am in a meeting with someone I am comfortable with, I tend to kind of slouch down in my chair and cross my arms. When I catch myself doing this, I sit up straight and uncross my arms. I remember that crossing arms can many times be interpreted as a sign of disagreement or conflict.

In general, the best rule of thumb is to work towards having open body language whenever possible at work. This means relaxing your posture, not crossing your arms, and looking people in the eye when speaking with them.

When you are speaking in front of others, stand up straight and speak in a clear voice. This will convey confidence in your words.

Conclusion

Possessing strong communication skills will help you in many facets of your life and most certainly in the workplace.

Good communication helps create better teams, positive experiences with those we interact with, and are critical for leadership.

There are numerous tactics and techniques to be used to improve communication skills. Here we’ve reviewed how to improve communication skills for workplace success.

Now go communicate your way to success.

More Resources About Effective Communication

Featured photo credit: HIVAN ARVIZU via unsplash.com

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