Good Communication Is Key

Outstanding communication, both written and oral, can open a lot of doors for anyone in both personally and professionally. Strong communication skills help improve our personal brand and are vital for career growth.

Effective Communication

Have you ever considered why in walkee-talkee communication we use the expression “Copy That” to confirm understanding? It’s because in verbal communication what we are ultimately doing is describing and sharing, using words, the image that we see in our mind’s eye. And the ideal end result is for the listener to see that exact same image in their mind’s eye when we have finished speaking. In other words, to have received an exact copy.

There are many tools that we can employ to better transmit and receive this carbon copy of the image. Below I have outlined some essential ones that will help you become a much more effective communicator.

7 Keys to Effective Communication

These 7 Keys to effective communication will help you to become a better communicator:

1. Active Listening

There are three different ways that humans listen:

Level 1 - Passive listening when we are not really taking in the details
Level 2 – When the listener is politely letting us finish speaking, but in the meantime is formulating their response and getting ready to object to what we have said.
Level 3 – True Listening. When we are listening at this level, we are listening to not only the words, but also the choice of words. We are paying close attention to body language, facial expressions, tone of voice, emotion in the voice, pauses, pace of speech, breathing, what is NOT being said, etc…

The depth of understanding that we gain with level 3 listening is profound. When we are able to listen with all of our senses, the meaning and message of the speaker will land with us in a completely different way. Listening with this level of profoundness requires that we eliminate all distractions, clear our minds and make ourselves fully available to the speaker. We are not accustomed to doing this in our modern, fast-paced world…this truly takes a ton of practice.

2. Playing Back What You Heard

After you have actively listened, paraphrase back to the speaker what you heard. This is important and will achieve three important results:

It will demonstrate that you truly listened which is powerful and should not be underestimated.
It will confirm for the speaker what you clearly understood what they shared and will allow them to clarify in need be
It will allow the speaker to add on to or amend what they shared in case what you played back was not precise enough for them

3. Asking Open-Ended Questions

Asking open-ended questions is the lifeblood of communication. This will lull the speaker into a comfortable place, allowing them to open up and freely share what’s really on their mind. An open-ended question does not have a “yes” or “no” answer but rather requires that the speaker explore their own feelings on the topic. This can lead to really enlightening conversations.

4. Pattern Interrupters

In the English language, it is unfortunate that we use the phrase “How are you?” or “How’s it going?” with such a lack of sincerity. When is the last time you actually stopped to listen, and I mean really listen, to someone’s answer to that question? I have had people from other cultures tell me that they just can’t understand why English speakers actually ask others how they are if they don’t really care.

If you are keen on being more memorable in your opening of conversations, try asking these questions instead. These questions can be considered pattern interrupters which are so key for standing out in people’s minds because you have led with something unique, unexpected, different, intriguing. The other person has to now stop and think in order to provide a meaningful response

5. Being Succinct

Do not underestimate the power of succinctness. Being able to say a lot in few words is an invaluable skill and will go a long way towards helping you become more effective communicator.

When we are speaking, aim for the sweet spot between being too wordy and having said enough to get your point across. Speaking less has the added bonus of giving others an opportunity to listen and digest what you said before they react. This will help to avoid any miscommunication.

For written communication, writing less than you think is necessary is key for being effective. In other words, write with intention and eliminate all unnecessary jargon or fluff from your message. The shorter and more precise your message is the better.

6. Concise Written Communication

When writing professional business communication, it is always best to be clear with the action items right at the top of the email. State the topic (ex: project ABC) as discussed requires you to action X (describe the action the person needs to take ex: decide, sign, approve, edit, etc…) by date Z.

Then put a big line below that where you can provide details so the director or executive can read up on the details below if they need or want to. This will allow them to quickly scan the email and understand the action that needs to be taken.

To keep your communication clear, precise and succinct, try using bullet points or numbering for complicated tasks that need to broken down into smaller components. This allows for a clear picture of what is required from each stakeholder before any meetings can take place.

7. Being Authentic

Authenticity is key when it comes to effective communication. We all have our own unique styles of communication and it is important to be able to express yourself in an authentic manner, one that is true to you. This will help you build trust with those around you, as they can sense that what you are saying is genuine.

By being authentic, you will also be able to convey your message more effectively as the words used are honest and true to how you really feel. It is also important that when communicating, we use language that people can relate to as this will help them better understand what we are trying to say without any misunderstandings.

Finally, be sure to end your communication with a simple call-to-action. After all of the work you put in to being clear and concise, don’t let it go to waste by leaving the reader without direction or understanding on what action needs to take place next.

How Communication Can Strengthen Your Connections

The value of communication when making connections is that it allows us to get to know people better, understand their perspectives and build relationships that can be beneficial in the future. It also allows us to stay connected with those we care about, even if they are far away.

Bottom line is, communication can make all the difference when it comes to making strong connections with others and should not be taken for granted.

Communication Is the Key to Success in Business

In business, communication is an essential component of success. The ability to communicate effectively and efficiently can mean the difference between successful projects or lost opportunities. It is important to take the time to master these seven keys and apply them in your day-to-day interactions. Doing so will ensure that you are able to develop strong relationships, reduce misunderstandings and make successful decisions. With effective communication you will be on the path to achieving success in business. Take the time to understand these seven keys and make sure that you apply them consistently in your professional life. You will reap the rewards of effective communication if you do.

Do you want more personalized help with your communication skills in particular or your leadership toolkit overall? Don’t hesitate to reach out here.

Interested in Learning More About Active Listening and Open-Ended Questions?

Here are some additional resources on communication that might be helpful. Please Google the titles below.

The Big 6: An Active Listening Skill Set – Centre for Creative Leadership
How I Learned to be Better at Active Listening as a Manager – Fast Company
The Value of Asking Open-Ended Questions – Harvard Business Review