Some years ago an independent research organisation developed a list of the critical skills that were needed to succeed in the workplace. Communication skills topped their list. And if we take a look at many of the greatest leaders one of the traits they invariably possess is the ability to communicate effectively – thus further underscoring the importance of communication skills.

Given the rise of social media, social networking, texting and tweeting, communication is becoming increasingly casual - even in situations where more formal ways of communicating are traditionally expected. What this means is that team members from a younger generation may not know or even understand the importance of effective communication skills in the workplace.

Here are some of the specific things you can do to improve your communication skills:

• Listen, listen, and listen. People want to know that they are being heard. So instead of formulating your response while others are talking, really listen to what the other person is saying. Then ask for clarification to avoid any misunderstandings. At that moment the person speaking to you should be the most important person in your life.
• Focus on one conversation at a time. If you are speaking to someone by phone or in person, don’t respond to an email, use your computer or send a text at the same time. (Be assured that the other person will know that they don’t have your undivided attention).
• Prioritise your conversations. Unless it is absolutely necessary ‘avoid the temptation’ to interrupt a conversation that you are having with someone in person to take another phone call. Show respect to the person you are communicating with already or if you must take the call ask the caller if you can phone them back once you have completed the current conversation.
• Consider who you are talking to. It is okay to use acronyms and informal language when you are communicating with a buddy, but if you are emailing or texting your boss, “Hey,” “TTYL”, “LOL” or any informal language has no place in your message. For starters you cannot assume that the other person knows what the acronym means. And some acronyms have different meanings to different people so can be misunderstood. Effective communicators target their message based upon who they are speaking to - so try to keep the other person in mind when you are trying to get your message across.
• Body language matters. This is important for face-to-face meetings and for video conferencing. Always keep eye contact so that the other person knows that you are paying attention. Make sure that you appear accessible and have open body language - so don’t cross your arms. And use the video function to check your own positioning, appearance and room surroundings before any video calls.
• Check your message before you hit send. Spell and grammar checkers are lifesavers but they are not fool proof. Print and double check what you have written to make sure that your words are communicating the intended message.
• For written and verbal communication, practice being brief yet specific enough that you provide enough information for the other person to understand what you are trying to say. If you are responding to an email, make sure that you read the entire email before crafting your response. Remove attached email strings if you have concerns that the wrong people will read them. With enough practice, you will learn not to ramble or give way too much information.
• Write things down. Take notes while you are talking to another person or when you are in a meeting so you are not relying on your memory. Send a follow-up email to make sure that you understand what was being said during a conversation.
• Sometimes it’s better to pick up the phone. If you have a lot to say or it will take forever to craft an appropriate written response consider calling the person rather than writing a response. (Email is great but sometimes it is easier and faster to communicate what you have to say verbally).
• Avoid copying others into office emails unless they really need to see the message. So if you are copying others into emails just to escalate matters, to bring them to others attention and prove that you are clever or even just to share a joke, consider removing those that don’t “need to know” from your list.
• Think before you speak. Pause before you speak rather than saying the first thing that comes to mind. Take a moment and pay close attention to what you say and how you will say it. Consider the impact of the words that you are choosing on the other party. This one habit will allow you to avoid embarrassments.
• Treat everyone equally. Treat others with respect and as your equal rather than talking down to some people.
• “Front up” when you need to. There will be times when you don’t want to engage with others or be the bearer of bad news - but you need to do it anyway. Consider the needs of others that may be waiting on the information. Even if you have no “new news” for people that are located remotely from you, consider advising them of this and then set a new time to check back with further updates.
• Maintain a positive attitude and smile. Even when you are speaking on the phone, smile because your positive attitude will shine through and the other person will know it. When you smile often and exude a positive attitude, people will respond positively to you.

Communicating effectively is a teachable skill, therefore following a few of the tips outlined above, will enable you to hone up on your communication skills.

Author: John Richmond
Team Management Services