7 WAYS TO COMMUNICATE EFFECTIVELY

Updated: Mar 14

Communication is the transmission and receiving of information, and it can take place one-on-one or in groups, and it can take place face-to-face or via communication technologies. A sender, or the individual who initiates communication, must transfer their thoughts or encode a message in order to communicate. This message is transmitted to the receiver, who is the person who gets it, and the receiver must then decode or interpret it. This appears to be straightforward, but it is not.

Human existence and survival, as well as the survival of an organisation, are dependent on communication. It is a method of generating and disseminating ideas, information, points of view, facts, and feelings among people in order to establish a shared understanding. The Directing function of management relies heavily on communication.



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Even if a manager is extremely qualified and skilled, his abilities are rendered useless if he lacks effective communication skills. To get the work done properly, a manager must effectively convey his orders to his subordinates.


One of the most crucial life skills to master is good communication. Communication is described as the process of passing information from one person to another in order to gain a better understanding. It can be done verbally (through verbal exchanges), in writing (through books, websites, and magazines), graphically (through graphs, charts, and maps), or non-verbally (via non-verbal exchanges) (body language, gestures, pitch of voice, and tone). All of these communication methods are important Soft Skills for a successful career.


These 7 following ways will help you to communicate effectively and be different from the crowd of most people that lack communication and convincing skills to excel in their lives.



SPEAK SLOWLY BUT OBSERVE NIMBLY


Consider a doctor who misspoke a prescription order, which turns out to be incorrect and causes harm to her/his patient. In a court of law, saying the wrong thing can land an innocent person in prison for a long period. Because words have such power, how we communicate is really essential. As a result, take your time to listen, be careful how you respond, and think before you say.

Spend some time paying attention to what the other person is doing and saying. The majority of people hear but do not truly listen. Rather than focusing on and understanding what the speaker is attempting to communicate, we tend to focus our minds on what we are going to say or how we will respond.


SPEAK TO DELIVER QUALITY THOUGHTS


Communicate with the goal of assisting the receiver. People converse for a variety of reasons. It's sometimes only to see how well you get along, as with small conversation. Some people think aloud, and as a listener, you have a chance to be present while they struggle to process their thoughts. Other times, for whatever reason, it's to offer information. Other times, the speaker is expressing a desire for an answer or assistance.

If it's just small talk, you can assist the listener by bringing something to the topic that will benefit both the dialogue and the other person.


BE CLEAR AND TO THE POINT


We have a tendency to deceive people by not being upfront and honest with them. This is a technique for people who have mastered the art of being passive hostile. Those who are honest and truthful, on the other hand, are the folks we admire the most. Those who can communicate candidly are thought to be leaders, charismatic, or have a high level of respect.

Speaking openly does not imply speaking aggressively, brutally, or in a harmful manner. Learning to communicate the truth with tact or finesse will give you more freedom in your capacity to collaborate with others and will gain you positive feedback.


USE WORDS APPROPRIATELY


"Say what you mean and mean what you say," as the saying goes. It is critical to recognise that words have power. It's a good practice to think through what you're about to say to be sure you're saying what you mean. The level of verbal accuracy is determined by the current level of importance. When ordering an assault on the enemy, a military major will obviously need to speak with precision; however, when playing a game with your daughter/son, there is little need for verbal precision. Simultaneously, saying the appropriate thing at the wrong time might be detrimental to the circumstance or relationship.


DON’T LET INTERRUPTIONS INTERVENE


Put items away that could detract from the importance of your discourse. This can be accomplished by turning off your phone, closing your tablet or computer, or removing the earpiece from your head. Not only will you be unable to offer your full attention to the conversation if you are distracted by other things, but these distractions will also show to others that they are not important enough to have a meaningful conversation.


USE CONSTRUCTIVE PARAPHRASING


If the subject is serious enough, paraphrase what was said or have your listener paraphrase what you have stated. Paraphrasing is important as it helps to reassure the counterpart of your communication that you are paying ardent attention to what he/she is saying with the help of subtle notification towards the discussed points. This can be a useful tool for determining whether the parties have reached an agreement. Rephrasing what the other person said and asking him or her if that is what was said or meant might be beneficial in ensuring that you comprehend what is being stated.



KEEP A RECORD OF SIGNIFICANT POINTS


This is critical in some situations, such as when encountering a personal opponent or antagonist, or during a major committee or team meeting. Winston Churchill was a zealous follower of this tradition to be a firm believer in conducting official talks through the words that are written. Let it be apparent that all of such instructions are given in writing or should be reaffirmed in writing as soon as possible.


Managerial and leadership expertise in sending and receiving communications is required for an effective and efficient communication system. A mature person must identify numerous communication barriers, evaluate the causes for their existence, and take preventative measures to avoid them. As a result, a mature person's major role is to establish and maintain an effective communication system in a community setting or face to face.


It is impossible to overestimate the importance of communication. After all, without the ability to speak with one another, there can be no culture, community, or civilization. Good communication helps us meet our wants, develops rules and laws that aid in the structuring of society, assists people in finding and keeping jobs, gives information and direction, and passes down cultural traditions, norms, and values.


Strong communication skills are beneficial in all facets of life, from work to personal life, and everything in between. All transactions in business are the outcome of communication. To allow others and oneself to absorb information more properly and rapidly, good communication skills are required.


Poor communication skills, on the other hand, lead to a lot of misunderstanding and frustration. Communication topped the list of the most sought-after soft skills among employers in a 2016 LinkedIn poll conducted in the United States.

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