6 Effective Communication Strategies to Improve Your Communication Skills
Most people think that communication is just about speaking and listening. While it's part of it, there's much more to effective and good communication than just those two things.
You need to be aware of the various communication strategies.
In this blog post, you'll learn about:
- Different types of communication
- Tips for improving your communication skills using an effective communication strategy
- Various skills worth developing
1. Pay Attention to Your Body Language
You might not realize it, but your body language speaks volumes. In fact, research has shown that body language makes up a whopping 55% of all human communication.
That means people perceive you by how you carry yourself and the expressions on your face.
For example, someone crosses their arms and legs while you're talking to them. Probably, they feel closed off and uninterested in what you have to say. Yet, if someone mirrors your body language, they likely are on the same page or are receptive to your message.
And so, when it comes to effective communication, perception is everything. That's why paying attention to your body language is one of the leading effective communication strategies.
Here's a closer look at why body language is so important and some tips for using it to your advantage.
- Be aware of your body language. Are you conveying the message you want to send? If not, make an effort to adjust your posture or facial expressions accordingly.
- Pay attention to the other's body language. What are they trying or not trying to communicate?
- Use positive body language techniques. To open up the conversation and build rapport with the other person. Examples include eye contact, smiling, and uncrossing your arms and legs.
- Avoid negative body language techniques. Don't make other people feel defensive or uncomfortable. Examples include crossing your arms and legs, fidgeting, and avoiding eye contact.
- Communicate with confidence. Stand straight with your shoulders back and maintain eye contact.
2. Be Aware of Your Non-Verbal Communication
We've all been there. You're in a meeting with your boss, and they lay into you for not being "assertive" enough.
Or perhaps, you're presenting to a client, and you can tell they're starting to zone out. What's the problem? Well, it could be your non-verbal communication.
That's because non-verbal communication can often be more powerful than words. In fact, studies have shown that as much as 93% of our communication is non-verbal.
So, if you want to get ahead in your career and life, learning how to read and interpret non-verbal cues is essential. Here are some cues to be aware of for effective communication strategies.
Cues
- Eye contact
- Smile
- Sit or stand up straight
- Crossing of arms
Meaning
- This gesture shows that you're interested and engaged in the conversation.
- A smile communicates positive feedback and helps to build rapport.
- Good posture conveys confidence and shows that you are taking the conversation seriously.
- This action can show as defensive body language. And it may make the other person feel you are not open to what they say.
3. Use Instant Messaging Effectively
Nowadays, it's hard to imagine a world without instant messaging. We use it to communicate with friends, families, and co-workers.
But many people don't realize that instant messages are an effective communication strategy. Likewise, using instant messaging can help you improve your workplace communication skills.
Below are some tips on using instant messages for written communication:
Tip #1: Use Proper Grammar and Spelling
Just because you're using an informal medium doesn't mean you should forget about proper grammar and spelling.
In fact, using proper grammar and spelling is even more crucial in instant messages. Doing so shows that you care about your communication and take the time to speak clearly.
Tip #2: Keep Your Messages Clear and Concise
Instant messages are typically shorter than other forms of communication. Given that, it's essential to write your message clearly and concisely.
Get straight to the point, and don't use unnecessary words. This way, the person you're communicating with will understand your message.
Tip #3: Be Aware of Your Tone
In an instant message, people can easily misinterpret your tone. And so it's noteworthy to be aware of how others might interpret your words.
To ensure your tone is coming across the way you want it to, consider re-reading your message before hitting send.
Tip #4: Mind Your Manners
Even though instant messaging is a simple form of written communication, you must still mind your manners. Also, avoid using:
- Slang
- Abbreviations that everyone might not understand
- Profanity or offensive language
Tip #5: Respond in a Timely Manner
When communicating via instant message, it's vital to respond promptly. If you wait too long to respond, the other person might think you're not interested in speaking with them.
So, if you can, make an effort to respond quickly to any messages you receive.
4. Make Use of Visual Communication Tools
Communication is essential in the workplace. After all, how else are you supposed to coordinate with other team members? Or relay key points, or discuss important topics?
But did you know that using visual tools is an effective communication strategy?
Yet, despite its effectiveness, visual communication is often overlooked or underutilized. Probably, it's likely because many people don't know how to use visual aids for effective communication.
But there are many benefits to using visual communication, including the following.
- Help you better understand complex concepts.
- Help you remember key points.
- Help you clarify your thoughts.
- Increase engagement from your audience.
- Make your message more persuasive.
- Help reduce misunderstandings.
- Make dull topics more interesting.
Also, for one thing, it can help you save time. Rather than writing out a long email or memo, you can include a graph or chart that conveys the same information. Likewise, using visual communication can help increase engagement among your team members.
On top of that, some of the most popular options for visual communication tools include:
Tools
- Infographics
- Diagrams
- Flowcharts
- Graphs and Charts
- Maps
- Photos
Definition
- Infographics are images that contain small amounts of text and data visualization.
- Diagrams are images that show the relationships between different concepts or ideas.
- Flowcharts are diagrams that show a sequence of steps or actions.
- Graphs and charts are visuals that provide numerical data about a certain topic or issue.
- Maps show geographical information such as locations, boundaries, and roads.
- Photos are images that capture moments or convey emotions.
Uses
- Communicate complex information in an easy-to-understand manner.
- Explain how something works or provide step-by-step instructions.
- For project management or process mapping.
- Compare data sets, track trends, or illustrate relationships between different variables.
- For navigation purposes or to visualize data sets such as population density.
- Highlight certain features or products.
5. Practice Active Listening
Ever find yourself in a conversation and realize you don't know what the other person just said? Well, everyone has been there, whether you're in a meeting or catching up with a friend.
And so to avoid these situations, active listening can help your communication process.
With active listening, it's much more than just hearing the words that someone is saying. Likewise, it's about trying to understand the message they are trying to communicate.
Also, it's a valuable communication strategy because it allows you to gather information. Plus, it builds trust and rapport, shows that you value others' opinions, and prevents miscommunication.
Below are some tips on how you can start practicing active listening in your own life.
- Pay attention. Give the speaker your undivided attention. Also, resist the urge to multitask or let your mind wander.
- Show that you're listening. Use affirmative body language, such as nodding or making eye contact. Doing so lets the speaker know you are listening to what they're saying. You can also provide verbal cues such as "uh-huh" or "I see."
- Clarify. If you're unsure you understand what the speaker is saying, try repeating what you heard in your own words. For example, "What I'm hearing you say is... is that correct?"
- Ask questions. Ask questions to clarify or further understand the speaker's message when appropriate. And avoid asking leading questions or interrupting the speaker with your ideas.
- Empathize. Put yourself in the speaker's shoes and see things from their perspective. Doing so can help build rapport and trust between you and the speaker.
- Avoid judging. Be open-minded when listening to others. Avoid making assumptions or jumping to conclusions before hearing them out thoroughly.
- Follow up. After the conversation, take some time to follow up with the person, either through written or verbal communication. This way shows that you were paying attention and valued their time.
6. Utilize Digital Communication Strategies
Anyone who manages remote team members knows online communication can face challenges. But utilizing digital communication strategies can effectively lead to good communication skills.
Here are four digital communication strategies for better relationships with your team members.
Digital Communication Strategy #1: Use Multiple Channels
When communicating with someone, consider which communication channel will be most effective. Email might be appropriate for some messages. Yet others might like a phone call or video chat.
Digital Communication Strategy #2: Be Clear and Concise
Be clear and concise when crafting a message, whether an email, a text, or a post on social media. Also, your message should be easy to understand and free of ambiguity. The last thing you want is for others to misinterpret your message.
Digital Communication Strategy #3: Use Emotion Words Carefully
When you communicate digitally, people might misunderstand your tone. That's why it's essential to use emotional words carefully.
If you come across as too harsh, you risk alienating those you are trying to communicate with. Yet, you might seem weak or unprepared if you come across as too soft.
Remember, find the right balance of emotion in your words for better feedback.
Digital Communication Strategy #4: Leverage Visual Aids
When you are communicating online, it is crucial to leverage visual aids. Perhaps, you could use infographics or charts to illustrate your point. Or you can add images or videos to break up blocks of text.
Also, by leveraging visual aids, you can make your message easier to understand.
Conclusion
Improving our communication skills doesn't have to be tough. In fact, there are some strategies you can do to make yourself a good communicator.
First, make sure you're using all the communication strategies at your disposal. This means making eye contact, using body language, and speaking clearly and concisely. Basically, anything that will help the other person understand you better.
Also, see how all these different strategies affect your interactions. Do they help you communicate more effectively? Or do they add unnecessary confusion?
Lastly, don't forget that you can always seek professional help. If you're struggling to communicate, there's no shame in getting some outside assistance. After all, communication is an essential life skill, and it's worth taking the time to get it right.
