20 Tips on How to Communicate Effectively

Generally saying, it is always better to stay silent and not communicate anything at all, rather than communicating something wrong.

When you communicate properly, not only you send a clear message across, thus eliminating any chance of a mistake – you also project yourself as a clear leader who knows what he is doing. This raises an over-all efficiency in the office.

The ability to communicate properly and effectively is a great skill to learn. This is something that does not require any age, educational background etc. Anyone can learn the effective communication skills.

Let us dive into the Top 20 Tips to Communicate Effectively:

Communicate Effectively

Communicate Effectively

Do a Dress Rehearsal: It is always better to do a final practice before any meeting. That will clear out any scope of a mistake.

Choose your Audience: Sometimes, it is best to speak one-to-one, other times a full broadcast to the entire office might be required. Depending on the requirements, call individuals to your cabin directly and have a small talk and get your message directly to the concerned employee.

Ultimately, you are the leader and it is your call – just make sure to analyze the most productive way to communicate and keeping the employee moral boosted at the same time.

Select the best time: Longer discussions with plenty of information to digest should be shared in the morning when people are fresh. In the afternoon or just before getting the office closed is the right time for some light info that can be thought about even after the office hours.

Additionally, set reminders in the afternoon: Any communication that is sent out as a reminder, say if the employee is running late for a deadline, or if a presentation is expected in the next week that requires planning – such reminders are best sent out, right before the closing hours of the office. This way the employee can think about it and plan further on it, after the office hours.

Coffee

Coffee

Get some Coffee: Certain communication requires time and needs to be explained slowly. This is especially true when discussing something that requires creativity.

And it is not just for the audience, you will yourself be more alert with a cup of coffee in your hand.

Use Technology: Slides, graphs, presentation etc. are elements of a great presentation which helps in boosting up audience’s attention. Technology also provides many other options for example one can easily record the details of the communication, thus keeping a record of what has been communicated. This will help in sorting out issues and keeping stress down in case any communication goes wrong.

Keep Technology in Control: Make sure to keep your cell phones in silent mode – the last thing you want during a meeting or a speech, is your cell phone to start ringing.

Write it down first: Whatever you want to communicate, no matter how much you have thought about it – it is best to have some points written down in a notepad, so that the main topic stays clear. In case you wander off from the topic, you can check your notes and get back to the topic before you go off-topic.

Fix your Body language: Body language does not speak, it keeps quite and yet say a lot. Keeping your arms closed, legs crossed and hands in the pocket are all bad signs. While smiling on the other hand helps.

Be Clear: While communicating, make sure that you are clear in what you are saying. Those sentences that carry your important points – keep them short and concise. Allow your audience to consume those sentences properly, try to integrate those sentences with your breathing pattern, thus allowing yourself that extra few moments to breath and in the same time, giving your audience that extra time to consume your messages clearly.

Rather than going in for the speech, it is always better to have a clear format. The main objective should be clear and the points need to be sort and easy to understand. Make sure to stay on topic, the notepad that you created in the previous point will come handy.

Speak Clearly: Stop using words that makes you look like you are fumbling. Try to stop using all repeat words. Speaking clearly is a matter of practice and a few sessions of speaking loudly is enough to get things going.

Common grounds to break the ice: In a one-to-one communication, rather than those nasty silences, try to keep the conversation going by researching enough common grounds so that one does not runs out of topic ideas.

Motivate: Use the story telling technique to boost motivation of your listeners – if you can generate empathy with your audience, you will get your audience’s total and undivided concentration

Learn the art of Small Talk: Small skill is an effective communication talent that every leader must learn.

Ask something: Questions help in bringing back your audience from a drift. It is alright for parts of any audience to drift a bit, no matter how good a communicator you are, it is bound to happen. However, that said – you must have that skill to bring back your sleepy and dreamy audience, back to their attentive self.

Make it interesting: According to Guy Kawasaki, you can either do a boring and quick speech, or a funny and long one – but if you are boring and long …

Use humor as the most powerful tool from your communication arsenal. Use it well.

Humor

Humor

Keep it Positive: Going negative does not help, try to keep the overall communication positive and choose words that does not target your audience. Don’t tell that your employee has done poorly, rather show how disappointed you are and what can be done to fix it.

Keep eye-contact: When talking to someone or even to a group, making eye contact is crutial. Look directly in their eye, try not to gaze or linger for long, but make sure to look directly in their eye when you speak. It will keep the attention of your audience on you, thus they will drink-in every word that you say.

Keep your voice calm yet loud enough to make sure that it is clearly audible. Too loud or changing scale is a bad idea, it is important to keep your voice level and calm but loud enough so that no one misses out on any thing.

Do a conclusion: Make sure to do a proper closing and repeat the main objective and make it actionable. Thank your audience for paying attention to what you have got to say.

Communication is a tricky thing because one can’t choose their audience every time. There are times when the best of the communication expert fails, because small errors of communication can make a big dent in the company’s reputation. This is one of those reasons why one needs to be absolutely flawless while communicating.

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