How to Communicate Effectively

Effective communication is important in both personal and professional lives.

Effective communication is vital in our personal and professional lives. Misunderstandings can cost money, time and relationships. Whether verbal, non-verbal or written, learning to communicate effectively will help every facet of your life, and is something you can practice and improve daily.

Instructions

1. 

   Listening is an important communication skill.

   Learn to listen. You may not have thought of listening is an element of communication, but in fact, some may argue it is the most important, particularly in confrontations or difficult communicative situations. Focus on paying attention with body language that sets the speaker at ease. This in itself helps offset defenses and creates a comfortable environment.

2. 

   You communicate with your non-verbals as well as verbal language.

   Use your non-verbals to communicate attention and encourage the listener. This includes making eye contact to let the speaker know you are giving him your full attention, or nodding your head periodically. Remember that personal space is also a body language; maintain space that is comfortable for the individual or the culture.

3. Acknowledge other person's thoughts and feelings. Recognizing that what someone else has to say, or write, and how they are feeling, is important to two-way communication between the sender and receiver. Recognizing those thoughts and feelings as valid, without analysis or judgment, is important to free-flowing communication.

4. Use your own words to paraphrase what you hear. People will generally say, and interpret, information differently. Paraphrasing allows for a break in the conversation so the participants can think about what is being said; lets the other person know you are attempting to process and understand what you are hearing or reading; or dispels any ambiguities that others may experience in the interaction.

5. Ask questions if you need help following and understanding, then summarize what you are hearing. If you need more information, ask for it in a manner that allows the other participants to clarify. For example, instead of asking, "So you don't like Mrs. Simmons?", ask in a manner that does not corner the individual, such as, "If we hire Mrs. Simmons, how will that affect your job performance?" Then offer a summary of the responses and conversation thus far.

Tips & Warnings

• Ask if your opinion is wanted. Do not just offer it unsolicited. Sometimes people just need to express themselves and want a good listener.

• Remember that personal space changes according to business and interpersonal situations, as well as cultural influences.

References

• University of Maine Cooperative Extension: Effective Communication
• ChangingMinds.org: Using Body Language
• World Transformation: A Communication Model

Resources

• Read this Article in Spanish
• Speechmastery: What is Communication?