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How to Communicate Effectively (from Buzzle.com)
Communication forms a core skill of our professionals and personal life. The ability to communicate your thoughts
successfully and effectively improves your career prospects as well as strengthens relationships.
Of all the animals that inhabit this planet, human beings are the only ones that are blessed with the ability to
communicate through words. Naturally, words are an integral part of expressing our thoughts and emotions. However,
effective communication is what sets you apart from other individuals both in your personal life and professional career.
Effective communication is a must for everyone who hopes to climb the ladder of success. It is not something that you
can leave to destiny. You have to work hard to improve your communication skills and get your point across. Here are
some tips on how to communicate effectively.
Tips
There is a subtle difference between good communication skills and an effective communication. Good communication
skills are highly influenced by the personality and idiosyncrasies of the person, while effective communication gives a
peek into the soul of the speaker and helps him connect with his audience on an emotional level. This article focuses on
ways to communicate effectively.
Gather Your Thoughts
Before you are ready to talk to the intended person or address a group of people, you should have a clear vision about
what you are going to talk about. Though, a printed copy of a speech is always not necessary, highlighting a few
important issues in your mind is a must. This will help you to remain focused throughout your communication and
alleviate the possibilities of drifting away from the main issues. You can make a mental note of any three important
issues, so that even if you fumble with one, you can have the other two to back you up.
Choose Your Words
Choice of words is the most important part of any communication. There is no need to go for flowery phrases or alien
terms to attract your audience's attention. Instead choose simple, precise words that are appropriate for the issue you
are addressing. Needless to say, offensive words or words that could demean your audience in any way are best kept
out of the communication. This is the first step of how to communicate effectively in a relationship. Most people tend
to be careful about their language while at work, but as soon as they get home they resort to colourful language. This
may hurt your loved ones beyond your imagination.
Voice Modulation
Another important aspect of effective communication is the technique of modulating your voice at appropriate places.
Drab, monotonous voice takes only a few seconds for your audience to shift their focus from you. Similarly, high pitched
or sing song voice takes away the seriousness of the issue that you are addressing. Thus, modulate your voice
appropriately and pause at strategic places to allow your audience to absorb your ideas. If possible, evoke the interest
of your audience by asking them questions or inviting their opinions. This will keep them engrossed in your talk.
Body Language
Many people mistake body language with sign language and end up making a fool of themselves. Remember, there is
no need to couple every word with gesture or facial expression. This will make your talk more of a stage performance
and defeat its purpose. Body language essentially means maintaining eye contact (only with right people!) and using
hand gestures only wherever required. You can definitely do without hand gestures, but then make sure your eyes
convey your emotions. Needless to say, rude or obscene gestures should be avoided in all circumstances.
Listen
Remember, communication is an exchange of ideas, thus, it should be always two way. Hence, in an effective
communication, the other person should have an equal say. Thus, once you are done with your part, listen intently to
what other person has to say. Do not have any preconceived notions, even before the other person opens his mouth to
speak, this won't serve the purpose of communication. Thus, be open to other people's suggestions and ideas and give
them a thought before dismissing. Listening forms an integral part of the workplace communication. Hence, if you want
to know how to communicate effectively at work, you should learn to listen to your colleagues and subordinates.
These were the main principles of 'how to communicate effectively.' One thing that you must understand is that
effective communication is a gradual process and requires efforts on your part. Similarly, the other party should show
an equal desire and involvement for any communication to succeed.
Additional Tips:
Let The Other Party Speak First!
One of the most effective communication tips is to let the others make their points and come up with issues that they
think are necessary in order to solve the problem, first. If you don't let the other party speak first, you may miss some
important point. Besides that, the other party may think you are not considerate about their viewpoint and this can turn
the communication to a wrong track. Don't interrupt the person in between and start your own stream of arguments.
Be it business communication or personal relationship communication, first let the other party speak. You will get
chance to speak!
Listening is an Art!
Listening is an essential part of every sphere of communication. Whether you are in a business meeting or are with your
spouse, if you are not listening to their views (remember, 'listening' and not 'hearing') you may be wasting your time and
also hampering a good relationship. Listen to the arguments and points put forward by the other person and then leave
some time to think. If you can develop the ability to listen well, it's like mastering a skill that will pay you rich dividends
in the longer term of your career. Even in the corporate world, effective listening is of utmost importance.
Reach a Decision!
Instead of beating about the bush and just trying to play a blame game, try to reach a decision. Present your concerns
and feelings about the issue and then ask the person what are the common things on which we can take a common
stand. It is better to finish the issue once instead of carrying the burden of it into the future. Analyze all the points and
reach to a decision.
More Tips for Better Communication in the Workplace
Communication is a deep philosophy and therefore it might take several years to learn effective communication. There
are two types of communication; formal and informal. There are some rules to be followed while communicating in the
formal style. Here are some tips for effective communication in the workplace on a professional front.
Be Clear and Transparent
Your speech and points should be clear and transparent. Avoid speaking dubious statements that will only cause
confusion. Items wishing to be communicated, such as, changes, rules, regulations and policies, should be explained
properly and clearly with examples.
Be Well Prepared
Remember this is professional communication and you should always have a proper documentation and all 'points to be
covered' properly written. Make sure each and every point you want to communicate is included, as omitting an
important point could create a problem. Check on all points and whether any others need to be added before
communicating.
Be Precise
You need to honor people's as well as the organization’s time, therefore precision is required. Say your point in a few
words and do not let the discussion move to another topic until completed.
Be Generic
Communicating on a professional level needs to be on a generic level. Pointing at anyone for mistakes and errors is not
desirable, as this can lead to conflict. Use the word 'we' for successes as well as failures and try not use 'you', unless
there is a need for specification.
Be Assertive
Communicate in an assertive manner. Both you and the person you are speaking to should benefit. Remember 'I am
OK, You are OK', and communicate accordingly to assist in reaching conclusions. Be hopeful and positive about things.
Encourage Two Way Communication
Always give the other party a chance to speak. Let them ask questions and express opinions, when you have finished
speaking. Such two-way conversation forms the basis of a healthy conversation and you can learn about other people's
thoughts on the subject.
Importance of Communication in the Workplace
Good Working Relations
The first and foremost benefit that one reaps from business communication is establishing and holding good working
relations with staff. Good working relations at the workplace in turn ensures a friendly and conflict free working
environment.
Problem Solving
No workplace is ever free of conflicts, contradictions and problems among employees! However, communicating the
problems or issues to fellow colleagues, seniors and in case of official conflicts the senior management, helps to solve
the problem and thus prevents it from becoming aggravated.
Healthy Work Environment
Communicating with employees about changes, amendments in the rules, regulations, policies, work procedures helps
them in gain knowledge of the work and therefore, implementation in the actual work becomes easier. This further
results in increased productivity and accuracy.
Trust Building
Employees feel better and more respected when you communicate with them about happenings at the workplace. This
lays a strong foundation for building trust and confidence between you and the employees.