Communication is vital to the maintenance of relationships on the job and at home. Becoming a skillful communicator is considered a key element in living a successful life, but not everyone is taught to be an effective communicator. Just as other skills can be learned, capable communication skills require just a bit of training and practice.
Step 1
Select the right medium with which to share your message. Will you choose an in-person conversation? A letter? Or a pat on the back? What words you will use? What attitude and tone will you convey? As the sender of the message, it is your responsibility to consider the person receiving your message and which style of communication will aid in his understanding.
Step 2
Connect with feedback. It may be as simple as a confirmation that the original message was received and understood (a head nodding or a laugh), or it may be a restatement of the facts of the original message. The feedback phase is vital in order to know if the original message was correctly interpreted by the receiver. During this phase it is critical that the sender listen to the receiver's feedback. Feedback may also involve a request for further information from the sender, in which case the transmission phase begins again.
Step 3
Listen closely. According to an article in "USA Today," effective communication requires attentive listening. It suggests that communicators practice clarifying. Clarifying is when you ask questions about what is being said, or when you ask questions in order to ensure that your communication has been understood. Say, "I'm not sure I've made my point clear. Tell me what you understand." Listening is such a vital part of the communication process that the first chapter of the "Harvard Business Review on Effective Communication" is entitled Listening to People.
Step 4
Repeat back and reflect feelings. Repeating is summarizing in your own words what was communicated. For example, "I heard you say that this report is too long." Reflecting feelings is being able to express that you hear and understand someone's words and thoughts. Say, "I understand your concerns about this report being too long." It often includes summarizing to ensure understanding.
Step 5
Pay attention to non-verbal communication. Your facial features, your expressions, the way you stand, sit, slouch or squirm--it's all communication. Becoming aware of your facial expressions as you communicate is important. Are you frowning while the other person talks because you're thinking about your response instead of listening? During the feedback phase, listen attentively to ensure that your communication was received as you intended. Lean in toward the other person, relax your facial muscles, and rest your hands in your lap or on the table in front of you. Make eye contact with the speaker and concentrate on her communication. Be open to comments and responses.
Tips and Warnings
- Remember that your clothing, your appearance, even the tidiness of your desk can speak volumes without you saying a word.
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