Boost Your Communication Skills By Following THIS 7-Step Plan!

The Lowdown

Whether you’re making a presentation, sharing ideas with colleagues or liaising with clients, effective communication is integral in the workplace. It improves engagement, increases work productivity and contributes to a positive environment. It also helps stave off boredom and loneliness, especially if you’re looking for support or just want to have a quick chat with your colleagues.

If you feel that you’re in need of boosting your communication skills, then you’re in luck, thanks to our seven-step plan!

The Plan

To improve your communication skills for the better, follow these steps exactly:

1. Listen Up!

It’s one thing to have effective communication skills, but it won’t hold you in good stead if you can’t listen. After all, communication is a two-way street: you need to pay attention to, understand and respond to your colleagues in a way that prevents misunderstandings.

To be a good listener, focus your attention on what the other person is saying; try not to let your mind wander or become distracted by other things. Refrain from interrupting until the other person is finished speaking – paraphrasing or summarising what they said, or asking them questions for clarification, shows them that you are actively listening and trying to understand.

2. Pay Attention to Non-Verbal Cues

There may be messages that the other person is trying to convey through body language. This could be present in their facial expressions, their posture, the way they speak and/or much eye contact they make with you.

Pay attention to their non-verbal cues as much as possible to not only show that you’re engaging with what they are saying, but also to help you formulate your responses accordingly.

3. Watch Your Body Language

By the same token, your body language is speaking for you when you’re not relying on words.

Whether you’re speaking or not, remember to smile and make eye contact to create a connection between you and the other person, as it shows them that you’re interested and being courteous. Nodding also shows that you’re paying attention to what they’re saying.

If your body language is negative and/or offensive – ie. looking at someone or something else in the office, an unfocused facial expression, a slouched posture, etc – then can convey the wrong message entirely.

4. Develop Your Empathy

Empathy and open-mindedness helps you to understand your colleagues better, to respect them and consider their perspectives, even if you don’t necessarily agree with them.

To develop empathy and foster a positive work environment, be willing to share and listen to ideas with an open mind during a meeting or a brainstorming session. When greeting your co-workers or spending time with them during a break, ask them about their experiences and feelings, and show genuine interest in their well-being.

5. Tone is Key

Tone serves many purposes: it helps to convey your feelings, to get your point across, and it can influence the emotional response of the person you’re speaking to.

Whether you’re speaking directly to your colleagues or emailing them, be mindful of the tone you use. For example, if you’re giving a colleague constructive criticism, do so using a calm and respectful tone – if you’re harsh or confrontational, it will seem that you are attacking them on a personal level, and they will take offence.

In any situation you find yourself in, choose your tone (and words!) accordingly, so that the point of what you are trying to say does not get lost in translation. For example, if you are needing help from your co-worker, be polite, calm and professional as you speak to them ie. “Hello, how are you? Apologies for bothering you, but could you please assist me with a task I’m working on? I would really appreciate your time and input, thank you.”

Similarly, if you are emailing a senior colleague you might not know so well, you might want to think twice before sending an informally-worded message replete with emojis. If you do, they may think you are acting unprofessionally and wasting their time.

6. Practise Conciseness

Communication skills are a valuable asset whether you’re working at an office or remotely. That’s why it is important to be as clear and concise as possible.

Use simple, straightforward language, as jargon and/or complex language can easily confuse the recipient. Be brief and succinct so that the message you’re trying to convey isn’t buried under a pile of unnecessary words.

Before you speak or write to your co-workers, try organising your thoughts in a notebook, on sticky notes or by drawing a mind-map. This can help you focus on the key objectives and eliminate irrelevant details.

7. Get Feedback From Colleagues

Seeking feedback from your colleagues can serve a dual purpose: one, in that they can tell you if your communication has been received; and two, in that they can tell you where to improve your communication skills (or what you’re doing right).

In connection to the first purpose, imagine this scenario: after giving a presentation, you open the floor for questions. Here, your co-workers can ask questions that will require explanations. Perhaps they will offer an opinion or insight, which can give rise to a fruitful discussion. This can improve collaboration and open-mindedness between the both of you.

As for the second purpose, asks your colleagues for their opinions about your communication skills, ie. “Am I engaging with you effectively during meetings?”, “Are there certain communication styles that work better for me?”, “How can I better communicate with you at work?”, etc. By doing so, you’re showing that you want to improve yourself both professionally and personally.

Get Ready to Go!

By following these steps on a daily basis, you can enhance your ability to effectively communicate with others in the workplace. Ultimately, it can help to foster a positive workplace culture and help you grow as a successful individual!