What makes for effective communication?

Effective communication is one of the absolute supreme disciplines. How could it be otherwise. No amount of money can pay for a person who can express himself in a way that others can understand and who can convey a message in such a way that it is received by others.

Just think about your own everyday professional life. How many problems start with a lack of communication? How many misunderstandings could be resolved each year if general communication were a little better? How many man-hours saved? How many lives saved by lower blood pressure?

But now we find ourselves in a situation that makes effective communication not only desirable, but also a bit more difficult. That's because with today's diverse workforce, made up of people from a variety of religious and ideological backgrounds, effective communication requires a deft blend of tact, understanding and listening.

In addition, a wide variety of technologies are becoming more and more a part of our everyday lives. This sometimes makes us forget how to properly deliver a message or how to speak to a colleague or customer. And with the pace of work constantly accelerating, our attention span is not what it used to be. Too often, the "send" button or a quick note replaces a face-to-face conversation.

Therefore, the hurdles an effective communicator must overcome are clearly defined:

1. Does an effective communicator need to have a mix of tact, understanding and intelligent listening.
2. Must an effective communicator know how to deliver a message in the digital age. To do this, he must pay attention to the following things:

• Fast pace of work
• Shorter attention spans
• A general shyness about face-to-face conversations

The secrets of effective communication

One thing is clear, effective communicators contribute to a friendlier and more relaxed work environment and strengthened team spirit through their effective way of communicating.

So what are the secrets of talented communicators?

Communication is both an art and a craft, which is why it requires practice. Some people are born communicators, as they quite naturally exude confidence, empathy and humor. But most of us have to work hard to become an effective communicator. The good news, however, is that you can become a gifted communicator if you look at the qualities that gifted people have in this area.

Good communicators are good at many different types of communication. Whether they:

• write a memo,
• calling a customer,
• talking to a supervisor, or
• sending an e-mail,

they know how to get a message across.

So what are the secrets of effective communicators?

1. Good communicators know right away how their audience will react. They ask themselves in what way people they are addressing share their beliefs, whether they prefer a certain way of communicating, or what might bother them about the way the message is presented.
2. You think long and hard about the type of transmission. You choose the best way to get the message across, such as a face-to-face meeting to discuss a sensitive and complex topic. They use humor to put the audience at ease. They prefer a personal approach, such as a smile and a handshake rather than a text message.
3. They do not take anything for granted. They don't assume that everyone understands their way of thinking and fully grasps their message. They are sensitive to individual sensitivities and provide context.
4. They speak plainly to make sure their message gets across. They avoid jargon, overused terms, or incomprehensible acronyms and abbreviations. When facilitating a presentation, they use easy-to-understand diagrams and tables to illustrate their point. They also speak slowly and articulate well.
5. They review their documents, notes, and emails to ensure that no essential information is missing and that they have covered all the important points.
6. They are clever. They don't make jokes that might offend a colleague and they are careful with their language. In addition, they are able to read the body language of others to anticipate their reactions.
7. They are curious about how their way of communicating is perceived. They ask their listeners if they have understood everything and if they have any questions. If a point is unclear, they clarify it immediately.

The art of listening

Getting a message across is one thing, listening to it is another. Studies show that listening is a skill that is unfortunately being lost more and more. This is partly due to the many technological devices we use to communicate with others and the constant acceleration of our activities.

However, the ability to listen still has a huge impact on how an employee interacts with others. This is because it is proven time and time again that good listeners are also good communicators.

Listening is therefore an effort that can pay off. People who are good listeners have an easier time resolving conflicts, are less inclined to misunderstand instructions and make mistakes, and are often viewed by their supervisors and colleagues as approachable and therefore pleasant.

How can you improve your listening skills? The first step is to eliminate distractions, focus on the message, and rephrase it for the other person, either verbally or via email.

1. It's not easy to listen when you're in a hurry, whether you're driving or talking on the phone. When someone sends you a critical message or talks to you about an important issue, give the document or person your full attention.
2. Be respectful. Avoid constantly looking at your watch or email, tapping your foot, interrupting your conversation partner, or looking up. Negative body language prevents you from absorbing information and shows your disinterest. In contrast, if you lean forward slightly, look the person in the eye, and nod occasionally, you are actively listening and retaining the message.
3. Ask questions. This will show your conversation partner that what he or she is saying is important to you, and you can also be more sure that you have understood the message.
4. Rephrase. Rephrase what you have said in your mind. This is very useful to make sure you understand the instructions and, most importantly, to remember them.

Working with a bad communicator

Perfect communication all the time is impossible, and some employees are better at it than others. When you work with a poor communicator, it can be difficult to deal with them, exchange ideas and avoid misunderstandings.

In a multicultural environment, language and cultural barriers can make it difficult to express or receive a message. People who communicate poorly often do not see the impact their behavior has on others.

If their message seems clear, they believe their colleagues and managers will understand. And when that doesn't work, the situation becomes very frustrating.

Dealing with this type of person is not easy. So you might get angry and cause a conflict that you will regret later. So if you receive a poorly worded memo that you don't understand, call the person and say you need more details. This is because you will appear interested without emphasizing the communication gaps of the person you are talking to.

If you have received an unpleasant comment, remain calm. If possible, ask the person to meet with you in a quiet place to find out what's going on. Defuse the situation by tactfully addressing any issue raised.

Although it is sometimes impossible to change a person who has difficulty communicating effectively, by using the techniques described here, you will become a good communicator in the eyes of others. These techniques will help you maintain good relationships and become more assertive in your role at work.

More tips for effective communicators will follow in the future.

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