Effective communication reduces errors and increases productivity not only at work. How to achieve it?
When asked what communication is, we find the definition that it is the verbal or non-verbal process of exchanging information, ideas, opinions or feelings between individuals or groups in order to convey a message and ensure that it is properly understood.
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By contrast, when asked, what is effective communication, we are talking about the ability to express oneself clearly, to listen with understanding, to be open to the views of others and, where appropriate, to resolve conflicts or misunderstandings. It speeds up the process of performing each task and provides several ways to get to the goal. Despite being an important aspect, effective communication is missing in many work teams. The reason is that it is not natural and we have to learn it. What does this type of communication require?
What is effective communication?
To understand effective communication, it is necessary to understand the common communication that we have on a regular basis. Communication is a fundamental aspect of human interaction and has several functions:
- to inform – you can use communication to pass on a message, add another message or report a fact;
- to instruct – to teach, instruct and guide someone to do something;
- to negotiate and agree – to come to some solution or agreement; to resolve a conflict;
- to amuse – to improve the mood, to distract or cheer up another person or people;
- to persuade – to get the addressee to change their mind.
Communication does not have to be just spoken. It can also be written or in the form of gestures, facial expressions and body movements. Some also include clothing and a person’s overall appearance in this group.
Effective communication is one of the basic types of communication. It represents the type of conversation that is clearly aimed at finding an optimal solution. It is clear, direct and generally non-confrontational. It seeks to reach conclusions suitable for both sides. It is also considered assertive. Assertive communication means that it allows you to express your own views and needs with firmness, but in an appropriate and considerate way towards others.
Unfortunately, it is not natural. This is mainly because within it you have to throw away your prejudices and keep an open mind, which is not easy. We all have things we believe in and parties we are more inclined to.
Although some people can express themselves better naturally, they need to develop this ability constantly. It’s the only way to ensure that even in a difficult conversation, they come to a solution.
Principles of effective communication
Every effective communication has several principles. If you follow them, you can be sure that conversations with colleagues or supervisors will be much more pleasant. You will get to a result or a solution more quickly, without arguing or insulting each other.
If you want to learn the basics of effective communication, stick to these rules:
1. Listen actively
Listening is one of the basic elements of communication. You are not supposed to listen to the other person just to answer, but also to see their attitude. You can form an opinion about them from what they say. You’ll find out if you share the same views or if you’re completely different.
In the workplace, many times it happens that colleagues do not listen to each other enough. Such ignoring causes leakage of necessary information, which leads to a reduction in the effectiveness of communication. Things that might have been obvious at the beginning have to be repeated. This increases the time to complete the task and decreases the actual performance of the employees.
In general, the deeper the connection is between people, the more they listen. So focus on building good working relationships. You will ensure that you will not be ignored when you speak. Plus, your team members will develop trust in you.
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When you have some important information, meet with a colleague alone, like in a quiet office. There you can talk calmly without phones ringing or anyone interrupting you during the conversation. Your colleague will be able to give you his/her full attention, thanks to which he/she will understand everything you say.
When you have some important information, meet with a colleague alone, like in a quiet office. There you can talk calmly without phones ringing or anyone interrupting you during the conversation. Your colleague will be able to give you his/her full attention, thanks to which he/she will understand everything you say.
2. Be direct
Beating about the bush or talking vaguely has never helped anyone. Be clear at work. Be clear about what you want to do or what you need help with. Forget lengthy stories and explanations. Most people don’t have time to listen to the story behind the task. They want to know what to do.
If you tell your colleagues or subordinates right away what you need, they are more likely to do it. However, if you tell three stories with five digressions before the actual request, you will only confuse them.
Don’t forget to provide the necessary data, such as facts, figures and statistics, for your project or thesis. If you have any more details, have them ready. Don’t keep others waiting. Their concentration is decreasing by the minute. Prepare well for your speech.
3. Don’t jump from one topic to another
Effective communication in an organisation means accuracy, clarity and integrity. We have already explained the first two. But what does integrity mean? Simply that you will complete sentences and thoughts as you speak. Jumping from one topic to another will throw you and your listeners off balance.
When you can’t focus on one thing, make an outline of your talk. According to it, start talking about individual points. First, describe point number one. Move to number two only when everything is clear to your colleagues.
Next, pay attention to the sentences themselves. Long sentences and run-on sentences are not only difficult to form, but also difficult to listen to. The sentences must not lack logic. Throw out the so-called cotton wool in the form of the words simply, namely, like, actually, well, hey, anyway, or fundamentally. These words usually add nothing to the sentence and unnecessarily prolong the whole speech.
The advantage of integrity is that when you finish talking, other people won’t have a lot of additional questions. This avoids lengthy explanations, which would reduce the effectiveness of the communication.
4. Focus on non-verbal communication
Words are important in communication, but don’t forget that your body language also influences the whole situation. Gesticulation is generally a sign of a self-confident and courageous person. The same is true of the correct body posture. When you slouch and your arms are lowered next to your body, you don’t make the best impression on people. You look less confident and exude no authority.
Using non-verbal communication while speaking helps you build stronger relationships with others, not to mention that you can use it to get your message across more effectively. But don’t just think about yourself. Observe the gesticulation of other speakers. It will help you better interpret what they want to say.
Non-verbal communication is very easy to work on. You can try courses or read books and interesting articles. You can also take inspiration from some well-known personalities who have taken similar courses. As you gain experience, your speech will improve and you’ll find it easier to converse with others.
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Gestures and facial expressions are great, but don’t overdo it unnecessarily. It could have the exact opposite effect. The reason is that the listener will focus on your facial or hand movements rather than what you are saying.
Gestures and facial expressions are great, but don’t overdo it unnecessarily. It could have the exact opposite effect. The reason is that the listener will focus on your facial or hand movements rather than what you are saying.
5. Inform others in the team
If you want to be an effective communicator, you should let others know what you’re going to talk about. They will be able to prepare themselves for what lies ahead and get an idea of the discussion. Another advantage of informing is the fact that it is easier for the listeners to assimilate all the knowledge.
If you tell the topic and key points in advance, others will know what to expect. You then repeat this to them several more times to make sure they are listening to you effectively.
6. Don’t be stressed
Stress and anxiety have a negative effect on your speech. They are the cause of illogical narratives and jumping from topic to topic. Before you start talking to someone, repeat what you want to say to them. When there’s more, make brief notes on paper or on your phone.
The next step is to eliminate stress. It may seem like a difficult process, but in reality you just need to learn some basic breathing exercises. You can also exercise before the conversation.
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If you can’t get rid of stress, try different courses. They will teach you how to let the tension out of your body so that it doesn’t torment you.
If you can’t get rid of stress, try different courses. They will teach you how to let the tension out of your body so that it doesn’t torment you.
7. Don’t forget empathy
One of the principles of effective communication is understanding the other person and respecting their opinion. To do so, you must not lack empathy. Only through it can you empathise with other people’s feelings.
When someone has a completely different opinion to yours, tell them you understand, but your values are different. Don’t try to fight or argue with them at all costs. You’d never get anywhere like that. If you want to agree on something, you both have to give in and find a compromise.
8. Provide feedback
Providing feedback in communication is more important than it seems. It is one of the basic skills. It is the way how to show that you have really listened to the other person. Your feedback doesn’t have to be too long or complicated. All you have to do is say one or two sentences.
Tips on how to improve communication skills
Not everyone knows how to communicate effectively. For someone it is very natural, for another it is not. If you are one of those people for whom it is not natural to speak in front of others, you have nothing to fear. There are a few tips to improve your speech and listening to others:
- Be brief and specific. Brevity is valued in today’s fast-paced world. However, its disadvantage is that it sometimes results in basic things being missed. Try to keep your speech or monologue short, but be specific enough. Leave out the padding and just focus on data, facts and figures.
- Think carefully about what you want to say. Are you afraid of speaking illogically and complexly? Think what you want to say in your head first. Write the outline and then say it. Do the same when writing messages and emails. After writing them, go through them again and correct any mistakes.
- Write down the important things. When communication is lengthy, write down the important points. You can come back to them later and add to them, or have the speakers explain them to you. The same is true when you speak. If you don’t want to forget anything, write down the basic points.
- Adapt communication to the person you are talking to. While the use of neologisms and abbreviations is welcome, make sure the person you are talking to understands them.
Effective communication has several principles. If you follow them, you can enjoy the best results. But not everyone has the gift of the gab. If you do not have it, help yourself with our practical tips. You’ll see, they’ll help you express yourself logically, clearly and comprehensibly. Effective communication is important in the workplace, not only in leadership positions, but also in jobs that require teamwork. Browse our job offers and choose the one that meets your expectations!
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