Communication skills allow you to understand and be understood by others. They include effectively explaining your thoughts, listening carefully, giving and receiving feedback, and speaking in public. Just watch a baby trying to mimic their mother’s sounds to see how natural and important communication is.
At its core, communication is an act of transferring information from one place to another. It may be vocally (using voice), written (using printed or digital media such as books, magazines, websites or emails), visually (using logos, maps, charts or graphs) or non-verbally (using body language, gestures and the tone and pitch of voice). Often, it involves a mix of these methods.
While mastering communication skills might be a lifelong journey, there are simple ways to improve how you share and receive information effectively.
To be a good communicator, you can learn and practice different skills that all work together. It’s important to use these skills in various situations to get better.
Active listening means paying close attention to the person who is speaking to you. People who are active listeners are appreciated by their coworkers for their respect and attention. Though it might seem straightforward, it can be challenging to master. To be an active listener, try to stay focused on the speaker, avoid distractions like phones or computers, and think of questions or comments to make a thoughtful response.
Different situations call for different ways of communicating. To make the best use of your communication skills, think about who you’re talking to and choose the best way to communicate with them.
For example, if you are contacting a potential employer, a formal email might be better than a text. In the workplace, it’s often easier to explain complex ideas face-to-face or through a video call rather than in a lengthy email.
In the workplace, people are more likely to respond better to ideas that are presented with confidence. There are many ways to appear confident, including by making eye contact when you’re addressing someone, sitting up straight with your shoulders open and preparing ahead of time so your thoughts are polished. You’ll find confident communication is useful not just on the job but in your everyday as well.
Strong communicators handle feedback well and give helpful input to others. Feedback should answer questions, suggest solutions or improve the project or topic being discussed.
When you speak, it’s important to be clear and loud enough to be heard. Finding the right volume for different settings is key to effective communication. Speaking too loudly may be disrespectful in certain settings, if you’re unsure, observe how others speak and follow their lead.
Having empathy means understand and sharing the feelings of others. This skill is crucial in both team and one-on-one conversations. By recognising other’s emotions, you can respond appropriately. For example, if someone is upset, showing empathy can help calm the situation. Similarly, understanding when someone is feeling positive and enthusiastic can help you gain support for your ideas and projects.
Respect in communication means knowing when to speak and when to listen. In a group, it’s important to let others talk without interruption. Being respectful also means using your time well — staying on topic, asking clear questions, and giving full answers to questions asked of you.
A great deal of communication comes through nonverbal signs such as body language, facial expression and eye contact. When listening, pay attention not just to words but also to these nonverbal cues. Similarly, be aware of your own body language to make sure you’re sending the right messages to others.
Responding quickly to phone calls or emails makes you seem more effective than someone who takes a long time to reply. If you can answer a request or question in five minutes or less, it’s best to handle it right away. For more complex issues, you can still acknowledge that you’ve received the message and let the person know you’ll give a full response later.
Communication experts offer plenty of tips for improving your skills. For instance, check out Simon Lancaster’s advice on speaking like a leader or see what Linda Reynier says about building strong communication skills for both personal and professional life.
As you can see, there isn’t just one way to develop excellent communications or become a great leader. The approach you choose will depend on your goals, your personality, and what works best for you, as different people have different styles and skills.
To help you get started, here are some effective ways to quickly and efficiently improve your communication skills:
Improving your overall communication abilities means being fully present. Put away anything that might distract you, like your phone. This shows others that you’re listening attentively and helps you respond more thoughtfully to the conversation.
While working on your communication skills, ask friends or colleagues for their feedback on areas where you could improve. Use their suggestions to enhance your next conversation, meeting, or video call.
Improving your ability to work with others will enhance how you communicate with colleagues. managers, and others. Interpersonal skills, such as teamwork, collaboration, emotional intelligence, and conflict resolution, and often go hand-in-hand with effective communicating.
Writing and imagery both involve using different methods to share information with your audience. Here are some tips to help you improve in both areas:
Staying on message is key. Use the acronym BRIEF (background, reason, information, end, follow-up) to guide your written or visual communication. Keeping your message clear and to the point helps your audience understand your main idea without getting bogged down in unnecessary details.
Adjust your communication based on who you’re addressing, just like how you would personalise an email. Make sure your writing or visuals match the needs and interests of your audience. Think about what they need to know and the best way to present the information.
Proofread and remove anything that strays from your main message. One of the best ways to improve communication is to work on creating concise and clear conversations, emails, and presentations that are error-free.
Verbal communication isn’t just about the words you use. Here are some tips to help you improve both speaking and listening skills.
Before presenting an idea or having an important conversation with your supervisor, take time to plan what you’ll say. Organising your thoughts beforehand makes your conversation clearer and more effective.
To improve your speaking, work on removing fillers like “um” and “ah.” Start paying attention to these fillers so you can use them less and sound more confident when when you speak. Often these phrases are used to fill the silence, which is a natural part of the conversation, so try to embrace the silence rather than fill it with unnecessary words.
If you’re preparing for a presentation, practice and record yourself. Watch the recording to find areas for improvement, such as reducing fillers or making better eye contact with your audience.
Being an active listener involves asking relevant questions and summarising key points to show you understand. Engaging in this way makes communication more effective and helps ensure that both sides are on the same page.
Listen without judging, especially if you get unexpected or surprising responses. Stay open-minded, be aware of your body language, and avoid interrupting.
Before ending a conversation, take a moment to ask a few follow-up questions and then recap what you’ve discussed. Confirm what you’ve heard and clarify the next steps to ensure everyone is on the same page.
Lastly, your body communicates a lot. Use the tips below to become more aware of your body language and other important aspects of non-verbal communication.
Body language plays a big role in communicating. When you’re listening, avoid slouching, nod to show you’re paying attention, and be mindful of your facial expressions. When you’re speaking, maintain eye contact and use natural hand gestures.
Your emotions can be communicated non-verbally. During conversations, meetings, or presentations, stay present with your emotions and reflect on whether your body language and tone are conveying what you want them to.
Consider how others are feeling as you communicate with them. To have a meaningful conversation or presentation, be empathetic. Putting yourself in their shoes helps you understand their needs better and communicate more effectively.