Simple, Successful Ways to Becoming a Better Communicator

Communicating in the right way, in a professional environment, can be challenging and daunting, especially if you need to complete a job, connect with someone, resolve a conflict or are presented with an unfamiliar situation. Conversations don’t have to be problematic, there are some simple, successful ways to be a better communicator, through emails, face to face conversations, phone-calls and meetings.

Here are some top tips on enhancing those all-important communication skills:

1) HOW TO WRITE BETTER EMAILS

• Use the subject line: This is crucial for getting the attention of your reader. With 47% of email recipients opening emails based on the subject line alone, you simply cannot afford to leave it blank. Chances are it won’t be read, or taken seriously. Your reader probably receives an unmanageable amount of emails every day, so make sure yours stands out. State clearly what the email is about, whether its “Marketing Strategy Meeting Notes 27/10/16” or “Article Submission: Local Food Month, September 2016”. Otherwise, be original. Optinmonster note the 101 Best Email Subject Lines to Boost Your Email Open Rates.

• Be clear: Longwinded messages can put off your reader. Proofread your email before sending it to ensure you’re not unnecessarily waffling. Your email is much more likely to be responded to if it is brief and clear. Making too many requests in one email can be overwhelming for the reader, try to be specific, avoid overloading and ask for just one thing. If not, your reader is likely to delay responding. You should also proofread your message for basic spelling, grammar and fact mistakes. These can weaken the impression of your message, so always give it one last check before you send it.

• Be mindful about the tone: The tone in which words are planned to be carried in email can get lost, so always include any extras that may deliver this. The more negative words you include, the angrier, more patronising, or tense your email will seem. Try to focus on the positive by avoiding words like ‘cannot’, ‘do not’, ‘error’, ‘problem’ and ‘unfortunately’. Nurturing positivity in people around you can help inspire colleagues, motivate clients to work with you, and produce a stronger company culture. Being mindful about your words can make all the difference.

• Think through the message: Try not to use email in exchange for a real conversation. Email is a bad medium for conversations; if you want to chat you’re better off picking up the phone, visiting the person you want to talk to, using an Instant Messenger or a forum. If you are sick, confused, upset or tired, consider whether it is better to say it than write it. Think through the medium in which you should deliver what you need to say. Sending important messages without thinking them through first can lead to bad outcomes. Choose the appropriate communication medium for the topic. Consider whether your email is more inclined towards a task-orientated message or a lengthy conversation before you hit send.

2) HOW TO HAVE BETTER CONVERSATIONS

• Actively listen: Pay close attention to what the other person says. Make eye contact and repeat back to the speaker what you understood, ask clarifying questions, us verbal affirmations like “I see”, “I know”, “sure”, or “I understand”, and rephrase what the person says to ensure understanding, such as “so, what you’re saying is…”. Being a good listener is one of the best ways of being a good communicator. Practice active listening to better understand what the other person is trying to say, to respond appropriately and to build healthy, trusting relationships in the workplace.

• Avoid distractions: Distractions can come in all shapes and sizes. Effective listeners learn how to battle and resist the distractions (mobile phone notifications, other people, hunger or tiredness) that are presented to them, so they can focus on what they are listening to. Boundless Communications, in a recent report “Be a Serious Listener: Resist Distractions and Listen Actively.” identify “internal distractions such as phycological and emotional noise” as equally detrimental to conversations as “external distractions… auditory, visual, or physical noise.” Concentrate and pay attention to the conversation.

• Be confident: Be confident in what you say, don’t undermine your own words if you believe them to be useful. Tell a story to deliver the points across better; in telling stories, we engage different parts of our brain which help comprehend messages and ideas. It’s ok to teach or present a new idea to someone else, regardless of their position, as long as it is done respectfully. Try not to dismiss another person’s point of view quickly, but be compassionate and friendly, look for opportunities to build upon what they have contributed and help encourage dialogue and effective conversations to make your workplace relationships better.

3) HOW TO ACE PUBLIC SPEAKING

• Be aware: Being aware of your body language, eye contact, and word choices are important, but it’s also important to be yourself. Don’t lose friendliness in an attempt to fake someone you’re not. This will only make the situation feel uncomfortable for yourself and for others. Try to avoid filler words such as ‘er’, ‘um’ and ‘like’ as they distract from your point. If this is a habit, slow down your speech, practice, and be conscious of your word choices. Be mindful of others as this will make communication easier. Read their body language and keep checking in on them.

• Ask open questions: Meetings or presentations can be exhausting and energy levels fluctuate. Find out if your group needs a break. Also ask open questions to encourage the group to find the answer. Rather than simply choosing and accepting the first answer presented from the group, ask each person “What are your thoughts?” Eliciting viewpoints from others, especially when it is quiet, helps to get a variety of opinions. Differing opinions start powerful discussions, so stay open minded, mediate and work through any conflicts that may arise. As well as getting the unique contributions of others, you will also build better relationships.

• Think forward: Clearly state decisions and next actions so everyone understands and has something for the future in mind. At the end, get everyone on board and motivated for what’s next. Ask for feedback to gauge how others feel. Let your listeners know you appreciate them, you’re grateful they were there, and invite them to comment on your presentation. Include your contact info at the beginning and end. This gives your audience a chance to know who you are and how to get in touch.

If you have a looming conversation, an upcoming presentation or a situation in which you’re not sure how to approach, take these tips on board to converse your way to success, in every email, meeting and chat.