Essential Communication Skills

Effective communication is a learned skill, meaning people are not “born communicators” this is a skill you learn in life, which can be an invaluable tool no matter what career path you choose. There are many aspects to be considered when learning to be an effective communicator. For those who have mastered skills of effective communication will see positive results in their professional as well as personal lives. After all, good communication provides any type of relationship a strong foundation to build upon. For now we are going to concentrate on effective written and verbal communication skills.

The definition of communication skills is defined as: skills that enable people to communicate effectively with one another. Effective communication involves the choice of the best communications channel for a specific purpose, the technical knowledge to use the channel appropriately, the presentation of information in an appropriate manner for the target audience, and the ability to understand messages and responses received from others. The ability to establish and develop mutual understanding, trust, and cooperation is also important. More specifically, communication skills include the ability to speak in public, make presentations, write letters and reports, chair committees and meetings, and conduct negotiations.  (Source- http://dictionary.bnet.com/definition/Communication+Skills )
For communication to be truly effective it is important that both the person who is sending the communication and the person or group receiving the message to both understand or arrive at the same conclusion as a result of the communication. In other words, when communicating effectively all parties should be on the same page. Miscommunication can destroy relationships and careers. Being able to convey your thought and feelings effectively, and in a positive manner, is important skill for managers at any level and in any field or industry. In a recent survey of HR managers, staff recruiters of large companies, communication skills, both verbal and written, were cited as the single most important skill set desired in managers. So it is to be expected that the lack of communication skills, or poor communication skills has been an obstacle in the path of many seeking to progress up the ladder to the management level.
Key points to effective communication are:

1.          Be clear and concise in the message you are conveying;
2.          Know and understand your audience;
3.          Tailor your message to accommodate your audience, however do not patronize
4.          Be aware of your body language; body language can speak volumes, without an exchange of words. You can close someone’s mind to your message automatically by giving the wrong signals through body language.
5.          Make eye contact people, this reflects confidence in your own abilities;
6.          Listen to the input you get from others, give them your full attention, do not think about your response while someone is still speaking, give respect to those speaking to you, even if you do not agree with their message. You need to hear them through before you begin your response.
7.          When dealing with a difficult situation, or when speaking with someone who is upset or mad, try to diffuse the situation and relieve tension. Do not make negative or insulting comments as this will just make a bad situation worse. In a difficult moment, taking a break can be beneficial for all involved, as this provides time to calm down and gather thoughts so that effective communication can continue without getting off track by letting emotions rule the conversation. If you are in a management role, take the initiative to take a moment for everyone to take a break; it is your responsibility to keep the conversation on a professional business level and above all result in a positive and successful outcome.
8.          Learn to negotiate; sometimes you have to give something to get something that you want in return. (Learn more about “The Art of Negotiating” in a future article.)
9.          Always project a positive attitude. A smile goes a long way toward putting people at ease.
10.          Present yourself appropriately, positive first impressions are critical. When you meet someone for the first time you are generally sized up in the first 3-5 seconds. (See more about ”First Impressions- Those Critical Seconds Count!” in the next article).
11.          Be open, confident and approachable.
12.          Always be courteous, attentive and respectful.

Effective Written Communication:

The written word can be a very effective tool; words can break down barriers; build a bridge, as well as show your creativity. However, it is important to remember when communicating in the written form to make sure your writing style- meaning your grammar, spelling and punctuation-are at their best. Remember that once you put something in writing you can not take it back; written communications leave no room for errors or incorrect facts. Your writing style reflects on you personally and professionally, if you are communicating in writing with someone that you have not yet met in person, your written correspondence is going to be what people base their first impression of you on. Following are some key tips to improve your writing communication skills:

1.          First and foremost, think about what message you want to convey and who you will be addressing your message to. Second gather all information needed and make sure you have sufficiently researched the subject you are writing about, and have all facts and figures verified. Providing incorrect data to someone is a sure way to communicate that you really don’t know what you are talking about and haven’t taken the time to learn, making yourself look incompetent and unreliable. So do yourself a favor and do your homework prior to putting words on paper.
2.          Learn the art of wordsmithing. It is especially important in the business world to convey your messages clearly and concisely.
3.          Avoid the use of slang words and clichẻs.
4.          Make absolutely certain that all names of people and companies are spelled correctly. (Nothing can be a bigger turn off than someone seeing their name misspelled).
5.          Any time you make a direct quote, be sure you put quotations marks around the quoted text.
6.          Numbers should be in word format for any numbers under 10; for numbers 10 and over should be in numerical format. If beginning a sentence always write the word version of the number.
7.          Keep your sentences short and to the point.
8.          When writing a letter to an individual it is best to use a personal name; you should also choose your closing carefully, such as ‘Sincerely yours’ in a letter that you know the individual and have addressed them by name. However if your letter is more generic in nature a closing such as ‘With warm regards’ may be more appropriate.
9.          In written correspondence you should state clearly in your first paragraph why the letter is relevant to the recipient. You can go into greater detail in the body of the letter; however make sure your paragraphs flow smoothly and logically from one to the next and your points are clearly understood.
10.          Stay focused on your topic without rambling on and getting the reader off track.
11.          End business correspondence with an action sentence, stating clearly what the reader can expect you to do; such as stating ‘I will call you tomorrow to discuss further’, or ‘I will follow this conversation with an agreement in writing.’ (Be sure you follow-through on any statement you make- add to your to-do list.
12.          Proofreading your correspondence is critical in any format, whether it is a formal letter, a memo or email; misspellings and incorrect grammar will reflect poorly on you and the company you represent. With today’s technology using the spelling and grammar checking functions are taken for granted that they catch any errors; however it best to make it a habit of re-reading your material in print, and having another individual proof for you as well.
13.          If you are requesting the reader of your message to take some type of action, make sure your expectations are stated clearly; do not leave readers to guess what you expect of them. Quantify measurements in time periods and dates so that there are no misinterpretations.
14.          Finally, as with all forms of communications preparation is critical; it may be helpful to prepare your message in draft form to make sure you get all your points across and your message is clear and error free.



Resources for improving communication skills:
“The Elements of Style”, by Strunk and White
www.mindtools.com