5 Steps to Developing Effective Communication Skills
Listen Actively
Active listening is a crucial skill for effective communication in any setting, whether it be with friends, family, or in a professional environment. Active Listening was the first skill I was taught when I went through the training to become a crisis negotiator. It is one of the primary skills I noticed most successful crisis negotiators I worked with had mastered. As I watched this skill being used to successfully negotiate many people in crisis to a peaceful resolutions, I had the thought to myself, “If this works when emotions are at their highest and during a crisis event, this would be gold during an average daily encounter.” I put the skill to work in my daily work life as a detective and my personal life with my personal relationships. I immediately noticed the difference in my interactions with people. I began building stronger relationships and used the skill to foster mutual respect. Since active listening involves fully focusing on the person you are talking with and understanding their message, more and more of my interactions turned into connections.
One of the most important benefits of active listening is that it allows for better comprehension of the person’s message. When we actively listen, we pay close attention to the words being spoken, the tone of voice, and the body language of the person talking. This allows us to gain a deeper understanding of their message, which in turn enables us to respond more appropriately. When we “listen” to those three, we get a better view of the BIG picture the person is trying to paint for us.
Active listening helps to build trust and respect in relationships. When we actively listen, we demonstrate that we value the person’s thoughts and opinions. This encourages open and honest communication, and helps to establish a sense of mutual trust and respect. It is impossible for you to build a connection with someone with they don’t believe you care.
In addition to improving relationships, active listening can also lead to better problem-solving and decision-making. By fully understanding the person’s perspective, we can more effectively collaborate to find solutions to problems or make informed decisions.
Finally, active listening is an essential skill for effective leadership. A leader who actively listens to their team members demonstrates that they value their opinions and ideas. Who doesn’t prefer to be lead by someone we know cares? This fosters a more collaborative and productive work environment, where team members feel heard and valued. I 100% guarantee we will get so much more out of our team if they feel heard and valued by their leaders.
Be Clear and Concise
Avoid using jargon and complicated language. Keep your message simple and to the point. Effective leadership requires clear and concise communication. As a leader, it is essential to communicate your vision, goals, and expectations to your team. You don’t have to micro-manage your team but you definitely have to let them know the boundaries and expectations. Being clear and concise helps to ensure that everyone is on the same page and working towards the same objectives. When everyone is on the same page, it makes it easier for people not to feel targeted when you have to set them back on track at times. It also helps to avoid misunderstandings and confusion that can lead to mistakes and delays. It is vital to understand that the more important the task or objective is the clearer your message has to be.
Clear communication also helps build trust and confidence in your leadership. When you are able to articulate your ideas and plans clearly, your team is more likely to trust in your decision-making abilities. They will be more likely to follow your lead and work towards achieving the goals you have set out for them.
Concise communication is also crucial in today's fast-paced business environment. With so much information coming at us from all directions, it is easy to become overwhelmed. As a leader, it is your responsibility to cut through the noise and provide your team with the information they need to be successful. By being concise, you can help your team focus on what is important and avoid distractions that can derail progress.
Use Non-Verbal Cues
Pay attention to your body language, tone of voice, and facial expressions. They can convey just as much information as your words. Positive body language is an essential aspect of effective communication, as it can convey interest, openness, and engagement. When we communicate with others, our body language often speaks louder than our words, and it can either enhance or detract from the message we're trying to convey. For this reason, it's crucial to be mindful of our nonverbal cues and how they might be perceived by others.
One of the most important aspects of positive body language is maintaining eye contact. Looking directly at someone while they're speaking shows that we're engaged and interested in what they have to say. It also helps us establish trust and build rapport with the other person. In a connected world we live in today with all the great tech gadgets, this is one that people often fail to do. If you take a few minutes in a public setting and watch people interacting you will be shocked by the number of times people will look down at their Apple Watch or phones during a conversation. When you do that, you are telling the person that is talking that your time is limited or there is something much more important happening on your phone. if I am sit down to talk to someone I make a point to place my phone face down so I won’t be tempted to glance down when that message alert comes in. Next time you sit down to talk to someone quietly count the number of times they look down at a device, I promise you will easily be in the double digits. Additionally, leaning in slightly and nodding our head can signal that we're actively listening and processing the information we're receiving. Don’t under estimate the power of a simple kind smile either. Smiling is something that’s never come natural to me and something I force myself to do but I’ve seen the impact of a simple smile.
Another key element of positive body language is maintaining an open and relaxed posture. Crossing our arms or legs can signal defensiveness or disinterest, while standing or sitting with an upright posture and open arms can convey confidence and approachability. Making subtle adjustments to our body language can have a significant impact on how we're perceived by others and the effectiveness of our communication.
The tone of voice we use during a conversation has a great impact on the picture we paint for the person. As a crisis negotiator most of my negotiations are done over the phone so eye contact and body language is out the window for me and I have to really focus on my tone to connect with the person in crisis. Make sure our tone matches the conversation we are having.
In conclusion, positive body language is an integral part of effective communication. By being mindful of our nonverbal cues and making small adjustments to our posture and eye contact, we can convey interest, openness, and engagement, and build stronger relationships with the people we interact with.
Encourage Feedback
Create an environment where team members feel comfortable giving and receiving feedback. Being an effective communicator involves actively seeking feedback from your audience. Encouraging feedback allows you to gauge the effectiveness of your message and make adjustments as needed. When you create an environment where others feel comfortable sharing their thoughts and opinions, you increase the likelihood of building trust and fostering healthy relationships.
One way to encourage feedback is by actively listening to your audience. Show that you value their input by maintaining eye contact, nodding, and asking clarifying questions. Provide the conversation with minimal encourages, as “yeah” “mmhmm” “okay” and so on. Avoid interrupting or dismissing their comments, and be open to hearing constructive criticism. Use this feedback to refine your message and improve your delivery.
Another effective way to encourage feedback is by using open-ended questions. Rather than asking yes or no questions, ask questions that require a more detailed response. This allows your audience to share their thoughts and feelings, and can provide valuable insight into their perspective. Additionally, be sure to follow up on any feedback you receive. Show that you are taking their comments seriously by addressing any concerns or questions they may have.
Finally, be authentic in your communication. People are more likely to respond positively to someone who is genuine and transparent. By creating a comfortable environment, actively listening, using open-ended questions, and being authentic, you can become a more effective communicator and build better relationships with those around you.
Adjust Your Style
Adapt our style to the situation and the person we are communicating with. For example, use a more formal tone when speaking with clients or in a professional setting. Adjusting our communication style to fit the person we are communicating with is an essential skill that can improve your ability to convey a message effectively. Every person has different communication preferences, and what works for one person may not work for another. Therefore, it's essential to observe and adapt your communication style to achieve the desired outcome. Obviously we will not be able to know someone’s style all the time but it is important we really get to know our team and understand the most effective approaches for each member of the team.
One of the benefits of adjusting our communication style is that it helps build rapport and trust with the person we're speaking with. When we communicate in a way that resonates with them, they are more likely to feel comfortable and connected with us. This can improve the quality of our relationships and lead to better outcomes in both personal and professional settings.
Additionally, adjusting our communication style can help you avoid misunderstandings and conflicts. When we take the time to understand how the other person receives and processes information, we can tailor your message to avoid misinterpretation or confusion. This can help prevent unnecessary disagreements and enhance our ability to work collaboratively.
Adjusting our communication style to fit the person we are communicating with is a crucial skill that can help us achieve our desired outcomes while building strong relationships. By adapting our approach to the person we’re speaking with, we can build trust, avoid misunderstandings, and effectively convey our message to others.
Conclusion
By developing effective communication skills, we can build stronger relationships with our team members, improve productivity, and achieve our goals as a leader. In conclusion, active listening is a crucial skill for effective communication in any setting. It allows for better comprehension of the speaker's message, builds trust and respect in relationships, leads to better problem-solving and decision-making, and fosters a more collaborative and productive work environment. By practicing these 5 simple steps, we can build stronger relationships, make better decisions, make actual connections when we communicate and become more effective leaders. Contact me if you are interesting in a mastermind or training session over John Maxwell’s “Everyone Communicates, Few Connect”, one of the best communication books ever written.
