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22 Ways to Improve Your Communication Skills in the Workplace

Improving your communication skills in the workplace and your personal life includes verbal and non-verbal communication. Follow these 22 tips for improving your communication skills, from body language to eye contact to active listening skills.

Communication skills are essential to positive professional and personal relationships. You use communication skills when you interact with your family, present at work, or address a problem with your boss. 

While it’s easy to think of communication simply as talking, there’s more to it. Everything from your facial expressions and word choice to presentation graphics and tone of voice plays a part in communication. Learn the critical areas for improving your communication skills and 22 helpful tips for becoming a more effective communicator. 

What are communication skills, and why are they important? 

We communicate any time we transfer information from one place to another via voice, written words, visuals, or non-verbal gestures. We use our communication skills in various ways: conversations, emails, written documents, presentations, and visuals like graphics or charts. 

Communication skills are essential, especially in the workplace, because they can: 

Improve your relationships with your manager and co-workers

Build connections with customers 

Help you convey your point quickly and clearly

Enhance your professional image

Encourage active listening and open-mindedness

Help advance your career

4 types of communication

Becoming a better communicator often means focusing on improving in each of the four main areas of communication. This means focusing on listening skills and non-verbal communication, practising emotional awareness, building empathy and professionalism, and developing questioning skills. Let's take a closer look at each area. 

1. Listening skills

To communicate well, you need to listen. Give a person your full attention, hear what they’re saying verbally and non-verbally, and consider their thoughts. As an active listener, you can develop strategies that help you ask follow-up questions and gain clarity on someone’s thoughts. 

2. Non-verbal communication

The message a person communicates isn’t just spoken. It’s non-verbal, too. To improve communication, you need to pay attention to your and the other person's body language, tone of voice, eye contact, posture, and facial expressions. Verbal communication and body language must be in sync to convey a message.  

3. Emotional awareness

Improving communication means working towards emotional intelligence or a keen understanding of your emotions and those around you. You need to identify emotional situations, be aware of your feelings, show empathy, and keep your feelings in check.  

4. Questioning skills 

To create a two-way flow of communication, it’s important to develop questioning skills. When communicating with someone, ask brief questions to clarify the conversation’s main points. 

Why communication matters at work: 5 key stats

Research provides a snapshot of employee perspectives on communication in the workplace. Consider these facts [ 1 ]:

1. The pandemic increased the number of remote workers, and in turn, 33 percent of employees now find communication more of a struggle.

2. Only 20 percent of workers say their business is efficient due to a lack of communication.

3. As many as 65 percent of workers say they waste time in meetings. 

4. Poor communication is cited as the cause of 35 percent of businesses losing an employee. 

5. Most employees—95 percent—say their business could improve its communication skills.

22 ways to improve your communication skills in the workplace

Communicating effectively in the workplace is a practised skill. While communication comes naturally to some, everyone can improve their workplace communication skills. To do so, you need to understand the importance of listening, monitor non-verbal communication, elevate your verbal communication, enhance your written communication, and spend some time on visual communication. These 22 tips provide actionable steps you can take to improve all areas of workplace communication. 

1. Prepare what you’re going to say.

If you’re presenting an idea or having a meaningful talk with your supervisor, take some time to prepare what you’ll say. Organising your thoughts should make your conversation more transparent and lead to a more productive interaction. 

2. Simplify and stay on message.

Proofread and eliminate anything that strays from your message as you prepare your thoughts. One of the best ways to improve communication is to create concise and transparent conversations, emails, and presentations. 

3. Record yourself communicating.

Use your smartphone to record yourself giving a presentation or practising a tough conversation you need to have with a teammate about their lack of participation. Review the recording and look for places to improve. 

4. Engage your listeners. 

Keep your listeners engaged in the conversation. Effective communicators ask questions and encourage participation. An interactive discussion is an ideal way to keep everyone’s attention. 

5. Take time to respond.

Take time to create a thoughtful response. Often, you feel obligated to respond quickly, but it’s important to take a moment to compose your thoughts so you can have a meaningful conversation. 

6. Make sure you understand.

Before you end the conversation, please take a moment to ask a few follow-up questions and then recap the conversation. You'll be able to finish by explaining the next actionable steps.

7. Work on your body language.

Keep a straight posture, avoid slouching, and use natural hand gestures when you speak. Make eye contact with everyone who’s listening to you. Moving around the room, too, can be helpful when space allows. It can help listeners feel more included. 

8. Maintain eye contact.

During a conversation or presentation, try to hold a person’s gaze in four- to five-second intervals before looking at another person. You can also use natural hand gestures while you speak, which can help you feel more confident and look people in the eye.

9. Be respectful. 

When you finish communicating, you want your audience to feel you've respected their needs, and they, in turn, will more likely form respect for you. To earn that respect, thank them for their time, keep your presentation within its set time frame, and keep your jokes appropriate and to a minimum. 

10. Make communication a priority.

Elevating your communication skills is something to work on every day. Consider making a communication to-do list with a few things you’d like to work on for the day, like recognising body language, asking follow-up questions, or practising active listening.

Aligning with your core values can help you communicate more effectively. The University of Pennsylvania's Achieving Personal and Professional Success Specialisation is designed to introduce tools and techniques for achieving success at home and work.

11. Learn to manage your emotions.

In a professional setting, keeping your emotions in check is necessary. If you have trouble managing your feelings, take a moment for a few deep breaths before speaking or writing an email. Take a moment alone at your desk or a break outside when possible.   

12. Prioritise workplace skills. 

Workplace skills like problem-solving, collaboration, and time management can also enhance communication. These skills require listening, patience, and organisation, which all play a role in sound communication. 

13. Get rid of conversation fillers.

To aid in your conversational improvement, work to eliminate fillers like “um” and “ah.” Start listening for these fillers so you can use them less and convey more confidence when you speak. Often, these phrases fill the silence, which is a natural part of the conversation, so try to embrace it rather than fill it. 

14. Have a plan for small talk. 

Small talk is its conversation challenge. To inspire, focus on topics included in the FORD method: family, occupation, recreation, and dreams.

15. Tell a story.

When you can, include stories in your communication. A story helps keep your audience engaged and makes it easier for people to relate to the topic. 

16. Ask questions and summarise the other person's main points.

Part of being an active listener is asking relevant questions and repeating pieces of the conversation to show that you understand a point. Listening makes communication a two-way street. 

17. Be receptive to feedback.

As you’re working to improve your communication skills, ask for feedback and be receptive to it. Asking your colleagues for feedback can help you pinpoint challenges and demonstrate a commitment to your job. Try incorporating the feedback into your next chat, brainstorming session, or video conference. 

18. Be ready for different answers.

Listen without judgement. That’s the goal of every conversation, but especially if you hear responses that are unexpected or different than you anticipate. Listen to the person openly, be mindful of your body language, and don’t interrupt. 

19. Put away distractions.

Communicating well means being fully present. Put away anything that can distract you, like your phone or tablet. It shows others that you’re respectfully listening and helps you respond thoughtfully to the conversation.  

20. Tailor your message to your audience.

Your communication should change based on your audience. Just as you personalise an email, personalise all of your communications. For example, your message, tone, and body language should be authentic yet adapted if you’re talking with your manager instead of an intern. 

21. Be brief yet specific.

Use the acronym BRIEF (background, reason, information, end, follow-up) to help guide your conversation. Think of it as a conversation outline meant to keep you on track. 

22. Up your empathy.

Consider the feelings of others as you speak with them. Part of having a meaningful conversation is being empathetic to others. If you try to put yourself in their shoes, you can better understand how to help. 

Further enhance your communication skills with Improving Communication Skills , which is part of the Achieving Personal and Professional Success Specialisation from the University of Pennsylvania or the Dynamic Public Speaking Specialisation from the University of Washington. 

Frequently Asked Questions (FAQ)

How can i improve my communication skills in my career ‎.

To start, talk with your manager about your desire to make improvements. You may be able to set improvements or goals as a team. If you’d like to take a more individualised approach, consider setting a personal goal, like completing a course in public speaking, to obtain guided support at your own pace. ‎ ‎

How does communication play a role in career development? ‎

Communication is one of the most essential workplace skills that a manager looks for when promoting from within. Communication, problem-solving skills, and time management are the top three qualities hiring managers look for, according to TopResume 2 . ‎

How can you practice communication skills? ‎

Every conversation that you have can serve as practice. You can also ask for more communicative roles at work, like offering to lead a meeting or presenting the teams’ findings. ‎

How does attitude play ‎a role in communication? ‎

People listen and respond to co-workers or supervisors with a fair, positive attitude. Stay upbeat, smile when you talk, and remove yourself from conversations that put others down. ‎

Article sources

Project.co. “ Business Communication Report 2022 , https://s3.eu-west-2.amazonaws.com/project.co/PDFs/Projectco-Communications-Stats-2022.pdf.” Accessed April 3, 2024. 

TopResume. “ 9 Soft Skills Employers Are Looking For in 2021 , https://www.topresume.com/career-advice/6-soft-skills-employers-are-looking-for.” Accessed April 3, 2024. 

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What is effective communication?

Tips for improving your communication skills.

• Tip 1: Understand the barriers to effective communication

Tip 2: Become an engaged listener

Tip 3: pay attention to nonverbal signals, tip 4: keep stress in check, tip 5: assert yourself, effective communication improving your interpersonal skills.

Want better communication skills? These tips will help you avoid misunderstandings, grasp the real meaning of what’s being communicated, and greatly improve your work and personal relationships.

Effective communication is about more than just exchanging information. It’s about understanding the emotion and intentions behind the information. As well as being able to clearly convey a message, you need to also listen in a way that gains the full meaning of what’s being said and makes the other person feel heard and understood.

Effective communication sounds like it should be instinctive. But all too often, when we try to communicate with others something goes astray. We say one thing, the other person hears something else, and misunderstandings, frustration, and conflicts ensue. This can cause problems in your home, school, and work relationships.

But by learning effective communication skills, you can deepen your connections to others, build greater trust and respect, and improve teamwork, problem solving, and your overall social and emotional health

Whether you’re trying to improve communication with your romantic partner, kids, boss, or coworkers, learning the following communication skills can help strengthen your interpersonal relationships.

Tip 1: Understand what’s stopping you from communicating well

Common barriers to effective communication include:

Stress and out-of-control emotion.  When you’re stressed or emotionally overwhelmed, you’re more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy knee-jerk patterns of behavior. To avoid conflict and misunderstandings, you can learn how to quickly calm down before continuing a conversation.

Lack of focus.  You can’t communicate effectively when you’re multitasking. If you’re checking your phone , planning what you’re going to say next, or daydreaming, you’re almost certain to miss nonverbal cues in the conversation. To communicate effectively, you need to avoid distractions and stay focused.

Inconsistent body language.  Nonverbal communication should reinforce what is being said, not contradict it. If you say one thing, but your body language says something else, your listener will likely feel that you’re being dishonest. For example, you can’t say “yes” while shaking your head no.

[Read: Nonverbal Communication and Body Language]

Negative body language.  If you disagree with or dislike what’s being said, you might use negative body language to rebuff the other person’s message, such as crossing your arms, avoiding eye contact, or tapping your feet. You don’t have to agree with, or even like what’s being said, but to communicate effectively and not put the other person on the defensive, it’s important to avoid sending negative signals.

When communicating with others, we often focus on what we should say. However, effective communication is less about talking and more about listening. Listening well means not just understanding the words or the information being communicated, but also understanding the emotions the speaker is trying to convey.

There’s a big difference between engaged listening and simply hearing. When you really listen—when you’re engaged with what’s being said—you’ll hear the subtle intonations in someone’s voice that tell you how that person is feeling and the emotions they’re trying to communicate. When you’re an engaged listener, not only will you better understand the other person, you’ll also make that person feel heard and understood, which can help build a stronger, deeper connection between you.

By communicating in this way, you’ll also experience a process that  lowers stress and supports physical and emotional well-being. If the person you’re talking to is calm, for example, listening in an engaged way will help to calm you, too. Similarly, if the person is agitated, you can help calm them by listening in an attentive way and making the person feel understood.

If your goal is to fully understand and connect with the other person, listening in an engaged way will often come naturally. If it doesn’t, try the following tips. The more you practice them, the more satisfying and rewarding your interactions with others will become.

Tips for becoming an engaged listener

Focus fully on the speaker.  You can’t listen in an engaged way if you’re  constantly checking your phone or thinking about something else. You need to stay focused on the moment-to-moment experience in order to pick up the subtle nuances and important nonverbal cues in a conversation. If you find it hard to concentrate on some speakers, try repeating their words over in your head—it’ll reinforce their message and help you stay focused.

Favor your right ear.  As strange as it sounds, the left side of the brain contains the primary processing centers for both speech comprehension and emotions. Since the left side of the brain is connected to the right side of the body, favoring your right ear can help you better detect the emotional nuances of what someone is saying.

Avoid interrupting or trying to redirect the conversation to your concerns.  By saying something like, “If you think that’s bad, let me tell you what happened to me.” Listening is not the same as waiting for your turn to talk. You can’t concentrate on what someone’s saying if you’re forming what you’re going to say next. Often, the speaker can read your facial expressions and know that your mind’s elsewhere.

Show your interest in what’s being said.  Nod occasionally, smile at the person, and make sure your posture is open and inviting. Encourage the speaker to continue with small verbal comments like “yes” or “uh huh.”

Try to set aside judgment.  In order to communicate effectively with someone, you don’t have to like them or agree with their ideas, values, or opinions. However, you do need to set aside your judgment and withhold blame and criticism in order to fully understand them. The most difficult communication, when successfully executed, can often lead to an unlikely connection with someone.

[Read: Improving Emotional Intelligence (EQ)]

Provide feedback. If there seems to be a disconnect, reflect what has been said by paraphrasing. “What I’m hearing is,” or “Sounds like you are saying,” are great ways to reflect back. Don’t simply repeat what the speaker has said verbatim, though—you’ll sound insincere or unintelligent. Instead, express what the speaker’s words mean to you. Ask questions to clarify certain points: “What do you mean when you say…” or “Is this what you mean?”

Hear the emotion behind the words . It’s the higher frequencies of human speech that impart emotion. You can become more attuned to these frequencies—and thus better able to understand what others are really saying—by exercising the tiny muscles of your middle ear (the smallest in the body). You can do this by singing, playing a wind instrument, or listening to certain types of high-frequency music (a Mozart symphony or violin concerto, for example, rather than low-frequency rock, pop, or hip-hop).

The way you look, listen, move, and react to another person tells them more about how you’re feeling than words alone ever can. Nonverbal communication, or body language, includes facial expressions, body movement and gestures, eye contact, posture, the tone of your voice, and even your muscle tension and breathing.

Developing the ability to understand and use nonverbal communication can help you connect with others, express what you really mean, navigate challenging situations, and build better relationships at home and work.

• You can enhance effective communication by using open body language—arms uncrossed, standing with an open stance or sitting on the edge of your seat, and maintaining eye contact with the person you’re talking to.
• You can also use body language to emphasize or enhance your verbal message—patting a friend on the back while complimenting him on his success, for example, or pounding your fists to underline your message.

Improve how you  read nonverbal communication

Be aware of individual differences. People from different countries and cultures tend to use different nonverbal communication gestures, so it’s important to take age, culture, religion, gender, and emotional state into account when reading body language signals. An American teen, a grieving widow, and an Asian businessman, for example, are likely to use nonverbal signals differently.

Look at nonverbal communication signals as a group. Don’t read too much into a single gesture or nonverbal cue. Consider all of the nonverbal signals you receive, from eye contact to tone of voice to body language. Anyone can slip up occasionally and let eye contact go, for example, or briefly cross their arms without meaning to. Consider the signals as a whole to get a better “read” on a person.

Improve how you  deliver nonverbal communication

Use nonverbal signals that match up with your words rather than contradict them. If you say one thing, but your body language says something else, your listener will feel confused or suspect that you’re being dishonest. For example, sitting with your arms crossed and shaking your head doesn’t match words telling the other person that you agree with what they’re saying.

Adjust your nonverbal signals according to the context. The tone of your voice, for example, should be different when you’re addressing a child than when you’re addressing a group of adults. Similarly, take into account the emotional state and cultural background of the person you’re interacting with.

Avoid negative body language. Instead, use body language to convey positive feelings, even when you’re not actually experiencing them. If you’re nervous about a situation—a job interview, important presentation, or first date, for example—you can use positive body language to signal confidence, even though you’re not feeling it. Instead of tentatively entering a room with your head down, eyes averted, and sliding into a chair, try standing tall with your shoulders back, smiling and maintaining eye contact, and delivering a firm handshake. It will make you feel more self-confident and help to put the other person at ease.

How many times have you felt stressed during a disagreement with your spouse, kids, boss, friends, or coworkers and then said or done something you later regretted? If you can quickly relieve stress and return to a calm state, you’ll not only avoid such regrets, but in many cases you’ll also help to calm the other person as well. It’s only when you’re in a calm, relaxed state that you’ll be able to know whether the situation requires a response, or whether the other person’s signals indicate it would be better to remain silent.

In situations such as a job interview, business presentation, high-pressure meeting, or introduction to a loved one’s family, for example, it’s important to manage your emotions, think on your feet, and effectively communicate under pressure.

Communicate effectively by staying calm under pressure

Use stalling tactics to give yourself time to think. Ask for a question to be repeated or for clarification of a statement before you respond.

Pause to collect your thoughts. Silence isn’t necessarily a bad thing—pausing can make you seem more in control than rushing your response.

Make one point and provide an example or supporting piece of information. If your response is too long or you waffle about a number of points, you risk losing the listener’s interest. Follow one point with an example and then gauge the listener’s reaction to tell if you should make a second point.

Deliver your words clearly. In many cases, how you say something can be as important as what you say. Speak clearly, maintain an even tone, and make eye contact. Keep your body language relaxed and open.

Wrap up with a summary and then stop. Summarize your response and then stop talking, even if it leaves a silence in the room. You don’t have to fill the silence by continuing to talk.

Quick stress relief for effective communication

When a conversation starts to get heated, you need something quick and immediate to bring down the emotional intensity. By learning to quickly reduce stress in the moment, you can safely take stock of any strong emotions you’re experiencing, regulate your feelings, and behave appropriately.

Recognize when you’re becoming stressed. Your body will let you know if you’re stressed as you communicate. Are your muscles or stomach tight? Are your hands clenched? Is your breath shallow? Are you “forgetting” to breathe?

Take a moment to calm down before deciding to continue a conversation or postpone it.

Bring your senses to the rescue. The best way to rapidly and reliably relieve stress is through the senses—sight, sound, touch, taste, smell—or movement. For example, you could pop a peppermint in your mouth, squeeze a stress ball in your pocket, take a few deep breaths, clench and relax your muscles, or simply recall a soothing, sensory-rich image. Each person responds differently to sensory input, so you need to find a coping mechanism that is soothing to you.

[Read: Quick Stress Relief]

Look for humor in the situation. When used appropriately, humor is a great way to relieve stress when communicating . When you or those around you start taking things too seriously, find a way to lighten the mood by sharing a joke or an amusing story.

Be willing to compromise. Sometimes, if you can both bend a little, you’ll be able to find a happy middle ground that reduces the stress levels for everyone concerned. If you realize that the other person cares much more about an issue than you do, compromise may be easier for you and a good investment for the future of the relationship.

Agree to disagree, if necessary, and take time away from the situation so everyone can calm down. Go for a stroll outside if possible, or spend a few minutes meditating. Physical movement or finding a quiet place to regain your balance can quickly reduce stress.

Find your space for healing and growth

Regain is an online couples counseling service. Whether you’re facing problems with communication, intimacy, or trust, Regain’s licensed, accredited therapists can help you improve your relationship.

Direct, assertive expression makes for clear communication and can help boost your self-esteem and decision-making skills. Being assertive means expressing your thoughts, feelings, and needs in an open and honest way, while standing up for yourself and respecting others. It does NOT mean being hostile, aggressive, or demanding. Effective communication is always about understanding the other person, not about winning an argument or forcing your opinions on others.

To improve your assertiveness

Value yourself and your options. They are as important as anyone else’s.

Know your needs and wants. Learn to express them without infringing on the rights of others.

Express negative thoughts in a positive way. It’s  okay to be angry , but you must remain respectful as well.

Receive feedback positively. Accept compliments graciously, learn from your mistakes, ask for help when needed.

Learn to say “no.” Know your limits and don’t let others take advantage of you. Look for alternatives so everyone feels good about the outcome.

Developing assertive communication techniques

Empathetic assertion conveys sensitivity to the other person. First, recognize the other person’s situation or feelings, then state your needs or opinion. “I know you’ve been very busy at work, but I want you to make time for us as well.”

Escalating assertion can be employed when your first attempts are not successful. You become increasingly firm as time progresses, which may include outlining consequences if your needs are not met. For example, “If you don’t abide by the contract, I’ll be forced to pursue legal action.”

Practice assertiveness in lower risk situations to help build up your confidence. Or ask friends or family if you can practice assertiveness techniques on them first.

More Information

• Effective Communication: Improving Your Social Skills - Communicate more effectively, improve your conversation skills, and become more assertive. (AnxietyCanada)
• Core Listening Skills - How to be a better listener. (SucceedSocially.com)
• Effective Communication - How to communicate in groups using nonverbal communication and active listening techniques. (University of Maine)
• Some Common Communication Mistakes - And how to avoid them. (SucceedSocially.com)
• 3aPPa3 – When cognitive demand increases, does the right ear have an advantage? – Danielle Sacchinell | Acoustics.org . (n.d.). Retrieved May 22, 2022, from Link
• How to Behave More Assertively . (n.d.). 10. Weger, H., Castle Bell, G., Minei, E. M., & Robinson, M. C. (2014). The Relative Effectiveness of Active Listening in Initial Interactions.  International Journal of Listening , 28(1), 13–31. Link

More in Communication

How to read body language to build better relationships at home and work

Boost your EQ to help find happiness and success

Tips for handling conflicts, arguments, and disagreements

How to feel and respond to the emotions of others

Tips and techniques for getting anger under control

Using laughter and play to resolve disagreements

The 5 Love Languages

What they are and how they influence relationships

Turning Off the Gas on Your Gaslighter

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8 Ways You Can Improve Your Communication Skills

Your guide to establishing better communication habits for success in the workplace.

Mary Sharp Emerson

A leader’s ability to communicate clearly and effectively with employees, within teams, and across the organization is one of the foundations of a successful business.

And in today’s complex and quickly evolving business environment, with hundreds of different communication tools, fully or partially remote teams, and even multicultural teams spanning multiple time zones, effective communication has never been more important — or more challenging.

Thus, the ability to communicate might be a manager’s most critical skill. 

The good news is that these skills can be learned and even mastered. 

These eight tips can help you maximize your communication skills for the success of your organization and your career.

1. Be clear and concise

Communication is primarily about word choice. And when it comes to word choice, less is more.

The key to powerful and persuasive communication — whether written or spoken — is clarity and, when possible, brevity. 

Before engaging in any form of communication, define your goals and your audience. 

Outlining carefully and explicitly what you want to convey and why will help ensure that you include all necessary information. It will also help you eliminate irrelevant details. 

Avoid unnecessary words and overly flowery language, which can distract from your message.

And while repetition may be necessary in some cases, be sure to use it carefully and sparingly. Repeating your message can ensure that your audience receives it, but too much repetition can cause them to tune you out entirely. 

2. Prepare ahead of time

Know what you are going to say and how you are going to say before you begin any type of communication.

However, being prepared means more than just practicing a presentation. 

Preparation also involves thinking about the entirety of the communication, from start to finish. Research the information you may need to support your message. Consider how you will respond to questions and criticisms. Try to anticipate the unexpected.

Before a performance review, for instance, prepare a list of concrete examples of your employee’s behavior to support your evaluation.

Before engaging in a salary or promotion negotiation, know exactly what you want. Be ready to discuss ranges and potential compromises; know what you are willing to accept and what you aren’t. And have on hand specific details to support your case, such as relevant salaries for your position and your location (but be sure that your research is based on publicly available information, not company gossip or anecdotal evidence). 

Before entering into any conversation, brainstorm potential questions, requests for additional information or clarification, and disagreements so you are ready to address them calmly and clearly.

3. Be mindful of nonverbal communication

Our facial expressions, gestures, and body language can, and often do, say more than our words. 

Nonverbal cues can have between 65 and 93 percent more impact than the spoken word. And we are more likely to believe the nonverbal signals over spoken words if the two are in disagreement. 

Leaders must be especially adept at reading nonverbal cues. 

Employees who may be unwilling to voice disagreements or concerns, for instance, may show their discomfort through crossed arms or an unwillingness to make eye contact. If you are aware of others’ body language, you may be able to adjust your communication tactics appropriately.

At the same time, leaders must also be able to control their own nonverbal communications. 

Your nonverbal cues must, at all times, support your message. At best, conflicting verbal and nonverbal communication can cause confusion. At worst, it can undermine your message and your team’s confidence in you, your organization, and even in themselves. 

4. Watch your tone

How you say something can be just as important as what you say. As with other nonverbal cues, your tone can add power and emphasis to your message, or it can undermine it entirely.

Tone can be an especially important factor in workplace disagreements and conflict. A well-chosen word with a positive connotation creates good will and trust. A poorly chosen word with unclear or negative connotations can quickly lead to misunderstanding. 

When speaking, tone includes volume, projection, and intonation as well as word choice. In real time, it can be challenging to control tone to ensure that it matches your intent. But being mindful of your tone will enable you to alter it appropriately if a communication seems to be going in the wrong direction.

Tone can be easier to control when writing. Be sure to read your communication once, even twice, while thinking about tone as well as message. You may even want to read it out loud or ask a trusted colleague to read it over, if doing so does not breach confidentiality. 

And when engaging in a heated dialogue over email or other written medium, don’t be too hasty in your replies. 

If at all possible, write out your response but then wait for a day or two to send it. In many cases, re-reading your message after your emotions have cooled allows you to moderate your tone in a way that is less likely to escalate the conflict.

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5. Practice active listening

Communication nearly always involves two or more individuals.

Therefore, listening is just as important as speaking when it comes to communicating successfully. But listening can be more challenging than we realize. 

In her blog post Mastering the Basics of Communication , communication expert Marjorie North notes that we only hear about half of what the other person says during any given conversation. 

The goal of active listening is to ensure that you hear not just the words the person is saying, but the entire message. Some tips for active listening include:

• Giving the speaker your full and undivided attention
• Clearing your mind of distractions, judgements, and counter-arguments. 
• Avoiding the temptation to interrupt with your own thoughts.
• Showing open, positive body language to keep your mind focused and to show the speaker that you are really listening
• Rephrase or paraphrase what you’ve heard when making your reply
• Ask open ended questions designed to elicit additional information

6. Build your emotional intelligence

Communication is built upon a foundation of emotional intelligence. Simply put, you cannot communicate effectively with others until you can assess and understand your own feelings. 

“If you’re aware of your own emotions and the behaviors they trigger, you can begin to manage these emotions and behaviors,” says Margaret Andrews in her post, How to Improve Your Emotional Intelligence .

Leaders with a high level of emotional intelligence will naturally find it easier to engage in active listening, maintain appropriate tone, and use positive body language, for example.  

Understanding and managing your own emotions is only part of emotional intelligence. The other part — equally important for effective communication — is empathy for others.

Empathizing with an employee can, for example, make a difficult conversation easier. 

You may still have to deliver bad news, but (actively) listening to their perspective and showing that you understand their feelings can go a long way toward smoothing hurt feelings or avoiding misunderstandings.

7. Develop a workplace communication strategy

Today’s workplace is a constant flow of information across a wide variety of formats. Every single communication must be understood in the context of that larger flow of information.

Even the most effective communicator may find it difficult to get their message across without a workplace communication strategy.

A communication strategy is the framework within which your business conveys and receives information. It can — and should — outline how and what you communicate to customers and clients, stakeholders, and managers and employees. 

Starting most broadly, your strategy should incorporate who gets what message and when. This ensures that everyone receives the correct information at the right time. 

It can be as detailed as how you communicate, including defining the type of tools you use for which information. For example, you may define when it’s appropriate to use a group chat for the entire team or organization or when a meeting should have been summarized in an email instead. 

Creating basic guidelines like this can streamline the flow of information. It will help ensure that everyone gets the details they need and that important knowledge isn’t overwhelmed by extraneous minutia. 

8. Create a positive organizational culture

The corporate culture in which you are communicating also plays a vital role in effective communication. 

In a positive work environment — one founded on transparency, trust, empathy, and open dialogue — communication in general will be easier and more effective. 

Employees will be more receptive to hearing their manager’s message if they trust that manager. And managers will find it easier to create buy-in and even offer constructive criticism if they encourage their employees to speak up, offer suggestions, and even offer constructive criticisms of their own. 

“The most dangerous organization is a silent one,” says Lorne Rubis in a blog post, Six Tips for Building a Better Workplace Culture . Communication, in both directions, can only be effective in a culture that is built on trust and a foundation of psychological safety.

Authoritative managers who refuse to share information, aren’t open to suggestions, and refuse to admit mistakes and accept criticism are likely to find their suggestions and criticisms met with defensiveness or even ignored altogether. 

Without that foundation of trust and transparency, even the smallest communication can be misconstrued and lead to misunderstandings and unnecessary conflict.

Communicating with co-workers and employees is always going to present challenges. There will always be misunderstandings and miscommunications that must be resolved and unfortunately, corporate messages aren’t always what we want to hear, especially during difficult times.

But building and mastering effective communication skills will make your job easier as a leader, even during difficult conversations. Taking the time to build these skills will certainly be time well-spent. 

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About the Author

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Emerson is a Digital Content Producer at Harvard DCE. She is a graduate of Brandeis University and Yale University and started her career as an international affairs analyst. She is an avid triathlete and has completed three Ironman triathlons, as well as the Boston Marathon.

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• INTERPERSONAL SKILLS
• Communication Skills
• Improving Communication

Search SkillsYouNeed:

The SkillsYouNeed Guide to Interpersonal Skills

Interpersonal Skills:

• A - Z List of Interpersonal Skills
• Interpersonal Skills Self-Assessment
• What is Communication?
• Interpersonal Communication Skills
• Tips for Effective Interpersonal Communication
• Principles of Communication
• Barriers to Effective Communication
• Avoiding Common Communication Mistakes
• Social Skills
• Getting Social Online
• Giving and Receiving Feedback
• Interview Skills
• Telephone Interviews
• Interviewing Skills
• Business Language Skills
• The Ladder of Inference
• Listening Skills
• Top Tips for Effective Listening
• The 10 Principles of Listening
• Effective Listening Skills
• Barriers to Effective Listening
• Types of Listening
• Active Listening
• Mindful Listening
• Empathic Listening
• Listening Misconceptions
• Non-Verbal Communication
• Personal Appearance
• Body Language
• Non-Verbal Communication: Face and Voice
• Verbal Communication
• Effective Speaking
• Conversational Skills
• How to Keep a Conversation Flowing
• Conversation Tips for Getting What You Want
• Giving a Speech
• Questioning Skills and Techniques
• Types of Question
• Clarification
• Emotional Intelligence
• Conflict Resolution and Mediation Skills
• Customer Service Skills
• Team-Working, Groups and Meetings
• Decision-Making and Problem-Solving
• Negotiation and Persuasion Skills
• Personal and Romantic Relationship Skills

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Improving Communication: Developing Effective Communication Skills

Effective communication skills are fundamental to success in many aspects of life.  Many jobs require strong communication skills. People with good communication skills also usually enjoy better interpersonal relationships with friends and family.

Effective communication is therefore a key interpersonal skill and learning how to improve your communication has many benefits. However, many people find it difficult to know where to start. This page sets out the most common ‘problem areas’ and suggests where you might focus your attention.

A Two-Way Process

Communication is a two-way process. It involves both how we send and receive messages. Receiving includes both how we take in the message (reading or listening, for example), and the ‘decoding’ of the message.

Improving communication may therefore also involve either or both elements.

However, many of the most common issues actually lie in receiving rather than sending messages.

Identifying Problems

Many people appreciate that they have a problem with communication skills, but struggle to know where to start to improve. There are a number of ways that you can identify particular problem areas, including:

Ask your friends, family and colleagues to advise you . Most people will be happy to help you with your journey towards self-improvement. They may even have been waiting for just this opportunity for some time.

You may find it helpful to use a structure like ‘ Start, Continue, Stop’ when seeking feedback.

Ask people to tell you one or two things that you need to start doing, one or two to continue , and one or two to stop.

This ensures that you get action-focused feedback that is also relatively brief.

Use a self-assessment tool like our Interpersonal Skills Self-Assessment . This will help you to identify the most important areas for improvement.

You could instead simply work to improve the most common problem areas and see what happens.

Four Key Areas for Improvement

There are generally four main areas of communication skills that most of us would do well to improve. These are listening, non-verbal communication, emotional awareness and management, and questioning.

1. Learn to Listen

One of the most common areas to need improvement is listening.

We all have a tendency to forget that communication is a two-way process. We fall into the trap of ‘broadcasting’, where we just issue a message, and fail to listen to the response. Quite a lot of the time, we are not really listening to others in conversation, but thinking about what we plan to say next.

Improving your listening skills is likely to pay off in improvements in your relationships both at work and at home.

What, however, is listening? Listening is not the same as hearing . Learning to listen means not only paying attention to the words being spoken but also how they are being spoken and the non-verbal messages sent with them. It means giving your full attention to the person speaking, and genuinely concentrating on what they are saying—and what they are not saying.

2. Studying and Understanding Non-Verbal Communication

Much of any message is communicated non-verbally. Some estimates suggest that this may be as much as 80% of communication.

It is therefore important to consider and understand non-verbal communication—particularly when it is absent or reduced, such as when you are communicating in writing or by telephone.

Non-verbal communication is often thought of as body language , but it actually covers far more. It includes, for example, tone and pitch of the voice, body movement, eye contact, posture, facial expression, and even physiological changes such as sweating.

You can therefore understand other people better by paying close attention to their non-verbal communication. You can also ensure that your message is conveyed more clearly by ensuring that your words and body language are consistent.

Find out more in our pages on non-verbal communication .

3. Emotional Awareness and Management

The third undersung area of communication is awareness of our own and other people’s emotions, and an ability to manage those emotions.

At work it is easy to fall into the trap of thinking that everything should be logical, and that emotion has no place. However, we are human and therefore messy and emotional. None of us can leave our emotions at home—and nor should we try to do so. That is not to say that we should ‘let it all hang out’. However, an awareness of emotions, both positive and negative, can definitely improve communication.

This understanding of our own and others’ emotion is known as Emotional Intelligence .

There is considerable evidence that it is far more important to success in life than what we might call ‘intellectual intelligence’.

Emotional intelligence covers a wide range of skills, usually divided into personal skills and social skills. The personal skills include self-awareness, self-regulation and motivation. The social skills include empathy and social skills. Each one of these is broken down into more skills.

For example:

Self-awareness consists of emotional awareness, accurate self-assessment and self-confidence.

Empathy is the ability to ‘feel with’ others: to share their emotions and understanding them. It includes understanding others, developing them, having a service orientation, valuing and leveraging diversity, and political awareness.

Fundamentally, the principle behind the different skills that make up emotional intelligence is that you have to be aware of and understand your own emotions, and be able to master them, in order to understand and work well with others.

4. Questioning Skills

The fourth area where many people struggle is questioning .

Questioning is a crucial skill to ensure that you have understood someone’s message correctly. It is also a very good way of obtaining more information about a particular topic, or simply starting a conversation and keeping it going. Those with good questioning skills are often also seen as very good listeners, because they tend to spend far more time drawing information out from others than broadcasting their own opinions.

Further Reading from Skills You Need

The Skills You Need Guide to Interpersonal Skills eBooks.

Develop your interpersonal skills with our series of eBooks. Learn about and improve your communication skills, tackle conflict resolution, mediate in difficult situations, and develop your emotional intelligence.

Transmitting Messages

These four key areas of communication all share one common characteristic: they are all (or mostly) about receiving messages.

There are, however, also important things that you can do to improve the likelihood of being able to ‘transmit’ a message effectively. For example:

Do not simply say the first thing that comes into your head . Instead take a moment and pay close attention to what you say and how you say it.

Focus on the meaning of what you want to communicate .

Consider how your message might be received by the other person, and tailor your communication to fit. By communicating clearly, you can help avoid misunderstandings and potential conflict with others. You can, for example, check that they have understood by asking them to reflect or summarise what they have heard and understood.

It can also be helpful to pay particular attention to differences in culture, past experiences, attitudes and abilities when conveying your message . Avoid jargon and over-complicated language, and explain things as simply as possible. Always avoid racist and sexist terms or any language that may cause offence.

For more about this, see our pages on Intercultural Communication and Intercultural Awareness . You may also find it helpful to read our pages about Verbal Communication , Effective Speaking and Building Rapport .

Other Aspects That Can Affect Communication

There are a number of other elements and aspects that can affect how a message is both transmitted and received. They include the use of humour, the way that you treat people more generally, and your own attitude—both to life generally and to the other person and communicating.

Using Humour

Laughing releases endorphins that can help relieve stress and anxiety. Most people like to laugh and will feel drawn to somebody who can make them laugh. Don’t be afraid to be funny or clever, but do ensure your humour is appropriate to the situation.  Use your sense of humour to break the ice, to lower barriers and gain the affection of others.  By using appropriate humour you will be perceived as more charismatic.

See our page: Developing a Sense of Humour for more information.

Treat People Equally

Always aim to communicate on an equal basis and avoid patronising people. Do not talk about others behind their backs and try not to develop favourites: by treating people as your equal and also equal to each other, you will build trust and respect. If confidentiality is an issue, make sure its boundaries are known and ensure its maintenance.

Attempt to Resolve Conflict

It is almost always helpful to resolve problems and conflicts as they arise, rather than letting them fester. The most effective communicators are also good mediators and negotiators . They are not biased or judgemental but instead ease the way for conflict resolution.

Our section: Conflict Resolution and Mediation can help here.

Maintain a Positive Attitude and Smile

Few people want to be around someone who is miserable.  Do your best to be friendly, upbeat and positive with other people. Maintain a positive, cheerful attitude to life: when things do not go to plan, stay optimistic and learn from your mistakes. If you smile often and stay cheerful, people are more likely to respond positively to you.

See our pages on Personal Presentation and Positive Thinking for more.

Similarly, if something makes you angry or upset, wait for a few hours and calm down before taking action.  If you do complain, do so calmly, try to find some positive aspects to the situation and avoid giving unnecessary criticism.

See our pages: Anger Management , Communicating in Difficult Situations and Constructive Criticism for more.

Minimise Stress

Some communication scenarios are, by their nature, stressful. Stress can however be a major barrier to effective communication. All parties should therefore try to remain calm and focused.

For tips and advice about stress relief and avoidance see our pages Avoiding Stress and Tips for Relieving Stress . It is also important to learn how to relax, and we have a series of pages covering Relaxation Techniques .

A lifelong learning journey

For most of us, improving our communication skills is an ongoing process. There is unlikely to ever come a point at which any of us could honestly say that we could learn no more about communication: that we were now experts, and never got it wrong.

Just because we will never be ‘experts’, however, does not mean that we should not start the process of improvement.

Improving your communication skills will almost certainly ease and improve all your interpersonal relationships, both at home and at work. It is an investment of time that will very definitely pay off.

Continue to: Interpersonal Skills Self-Assessment Barriers to Effective Communication

See also: Principles of Communication Conflict Resolution

How to Be a Better Communicator: 25 Essential Strategies

By: Author Valerie Forgeard

Posted on April 6, 2024

Categories Self Improvement

Developing strong communication skills is one of the most impactful investments you can make. How we share information, build understanding, and collaborate with others directly impacts our success in our personal and professional lives.

However, for many, expressing ourselves doesn’t come naturally. Effective communication is a learned skill, whether nervousness when speaking in public, struggling to find the right words, or difficulty listening without bias.

This article presents research-backed strategies to help you improve both verbal and non-verbal communication. We look at techniques such as active listening, composing concise yet persuasive messages, and using body language to enhance rapport and understanding.

These techniques help you multiply your influence, opportunity, and chances of success. So, let’s set out to become a genuinely influential communicator.

Key Takeaways

• Ten communication tips to help you listen actively, deliver meaningfully, and build better connections.
• Master active listening and emotional intelligence to have successful conversations.
• Cultivate empathy and perspective-taking to enhance communication skills.
• Enhance nonverbal skills by being aware of body language, facial expressions, and tone.
• Develop clarity and conciseness by planning thoughts before speaking and choosing words wisely.
• Improve questioning techniques and provide constructive feedback to deepen conversations and empower growth and change.

25 Ways to Master Conversation Through Effective Communication

The way we share information and ideas can foster connections or cause misunderstandings. But with practice, anyone can improve their communication skills.

Explore 25 research-backed techniques to make conversations more precise, profound, and thorough.

• Make eye contact
• Eliminate distractions
• Ask clarifying questions
• Summarize what has been said
• Give feedback through body language

Oral communication

• Speak at an appropriate pace and volume
• Use pauses for emphasis and to gather thoughts
• Vary the tone of voice to get the message across
• Limit filler words such as “um” and “like.”
• Consider rephrasing to improve comprehension

Nonverbal communication

• Smile and use inviting body language
• Make sure that the facial expression matches the words
• Use gestures carefully to emphasize hands
• Avoid crossed arms and fidgeting
• Pay attention to the space between people
• Share concise, well-structured messages
• Use relevant examples or stories
• Adapt your vocabulary to the target group
• Ask open questions to involve others
• Ensure a good balance between speaking and listening

Give and receive feedback

• Formulate suggestions respectfully
• Emphasize positive points before giving constructive feedback
• Suggest solutions as well as problems
• Thank you for your efforts and advice
• Reflect on the feedback to improve

Master Active Listening

Every successful conversation requires you to master the art of active listening . This isn’t just about hearing words; it’s about silent engagement, fully immersing yourself in what the other person is communicating. You’ve got to tune into the subtext, the emotions underpinning their words. That’s where emotional intelligence comes in handy – it allows you to perceive and empathize with their feelings, creating a bond of understanding.

To listen, you’ll need to free your mind from distractions. Pay attention, nod, and respond at the right moments. This doesn’t trap you; it liberates you. You’re free to connect, to understand, and to be understood. True freedom in conversation comes from this deep level of engagement.

Cultivate Empathy

Developing empathy is vital to improving your communication skills as it allows you to connect with others on a deeper, more personal level.

Emotional intelligence involves recognizing your emotions and those around you, which is crucial for empathetic communication. Perspective-taking goes hand in hand with empathy and allows you to see situations from another’s point of view.

Here’s how you can cultivate empathy:

• Actively listen without judgment or interruption.
• Ask open-ended questions to understand others’ feelings and thoughts.
• Imagine yourself in the other person’s shoes.
• Pay attention to non-verbal cues like facial expressions and body language.
• Reflect on your own experiences that relate to what others are going through.

Embrace these practices to foster understanding and freedom in your interactions.

Enhance Your Nonverbal Skills

Most communication is nonverbal, so you must be aware of the messages your body language, facial expressions, and tone of voice convey. You’ve got this! Enhancing your nonverbal skills means gaining freedom in effectively connecting with others. Here’s a quick guide:

Stand tall to project self-assurance. Use your hands to express yourself; it shows passion. And don’t forget about eye contact—it’s a powerful way to show you’re present and attentive. Remember, your nonverbals can make or break the connection you’re striving to create. Be mindful, be expressive, and let your body speak harmoniously with your words.

Develop Clarity and Conciseness

You’ll find that mastering the art of being clear and concise can significantly enhance your communications. When you speak succinctly and simplify your message, you respect your audience’s time and freedom to digest information at their own pace.

Here are five key strategies to help you achieve that:

• Plan Ahead : Craft your thoughts before you speak.
• Be Direct : Get to the point without unnecessary details.
• Choose Words Wisely : Use simple language that conveys your message effectively.
• Eliminate Redundancies : Avoid repeating the same information.
• Pause and Reflect : Give yourself and your listeners a moment to process.

Improve Your Questioning Techniques

Enhancing your communication skills involves refining your ability to ask practical questions.

Open-ended inquiries are pivotal for deepening conversations and demonstrating empathetic understanding. They allow others to express themselves freely without feeling boxed in by a simple yes or no.

When you’re curious about someone’s experiences or feelings, your questioning intent should always be apparent: you seek to understand, not judge or corner.

Here’s a guide to improve your questioning techniques:

Another way to work on your critical thinking is to keep a diary. If you write regularly, you can consciously reflect on your experiences, beliefs, and perspectives every day.

In a journal, you can explore different sides of an issue by questioning your assumptions and considering alternative viewpoints. Recording your thought processes this way also helps bring clarity and structure to your reflections.

Over time, keeping a journal strengthens the muscles of critical thinking by creating a constant habit of thoughtful self-examination and inquiry.

Provide Constructive Feedback

In providing constructive feedback, it’s essential to focus on the behavior, not the person, to facilitate positive change and growth. To communicate effectively, consider these tips:

• Be timely with your feedback; immediate response can lead to quicker improvements.
• Focus on specific behaviors rather than vague judgments.
• Engage in active listening to understand the other person’s perspective.
• Offer solutions or suggestions, not just criticism.
• Manage your response to ensure a non-defensive, open dialogue.

Remember, your goal is to empower, not to restrict. Choose your words thoughtfully and deliver them with care.

Practice Mindful Speaking

As you navigate conversations, thinking before you speak is crucial, ensuring your words align with your intentions. By honing your active listening skills, you’ll understand others better and respond more thoughtfully.

Choose Words Carefully

Always consider your word choices, as they’re the foundation of clear and effective communication. Vocabulary refinement and tone awareness ensure your message is received as intended. To engage in mindful speaking:

• Be concise : Use precise words that convey your message without excess.
• Be aware of tone : Your tone can change the message’s impact.
• Be considerate : Respect the listener’s perspective and feelings.
• Be relevant : Stay on topic to maintain clarity and interest.
• Be adaptable : Adjust your language to suit the listener’s understanding.

Your words have power. They can inspire freedom and create connections. By choosing them with care, you’ll express yourself better and empower others to do the same.

Active Listening Skills

Harness your communication skills by practicing active listening , a critical component that complements mindful speaking and enhances understanding. Active listening isn’t just about hearing words; it’s about fully engaging with the speaker. Offer silent encouragement with nods and smiles, showing you’re invested in their message.

You’ll find that effective paraphrasing is critical. It’s not simply repeating their words but reflecting the core ideas to them. This demonstrates that you’re hearing them and processing and valuing what they’re saying.

You now have the tools to transform your communication into a bridge, connecting you to others with understanding and clarity. Remember to listen actively, empathize deeply, express yourself nonverbally, be clear and concise, ask insightful questions, give constructive feedback, and speak mindfully.

Each conversation is a brick in your bridge—place them wisely and watch as your relationships strengthen and your influence grows.

Keep practicing, and soon, you’ll be a master builder of meaningful connections.

Home — Essay Samples — Sociology — Effective Communication — Effective Communication: The Key to Building Strong Connections

Effective Communication: The Key to Building Strong Connections

• Categories: Connection Effective Communication

About this sample

Words: 791 |

Published: Sep 12, 2023

Words: 791 | Pages: 2 | 4 min read

Table of contents

The importance of effective communication, key elements of effective communication, barriers to effective communication, strategies for improving communication, 1. building relationships:, 2. resolving conflicts:, 3. achieving goals:, 4. personal development:, 5. success in the workplace:, 1. clarity:, 2. active listening:, 3. empathy:, 4. nonverbal communication:, 5. respect:, 1. misunderstandings:, 2. lack of active listening:, 3. emotional barriers:, 4. assumptions and stereotypes:, 5. lack of feedback:, 1. practice active listening:, 2. foster empathy:, 3. be mindful of nonverbal cues:, 4. seek feedback:, 5. adapt to your audience: h3>, 6. practice constructive communication:, 7. educate yourself:.

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Becoming a Great Communicator

Under-considered keys to professional and personal success..

Posted August 16, 2021 | Reviewed by Ekua Hagan

• Practicing a few standard communication skills can help people get ahead, have more friends, and feel better about themselves.
• Good communication starts with listening and conveying understanding to the other person.
• While it's common to avoid giving advice, it can be helpful when done tactfully.

Don’t you know people who listen poorly or who talk too much or unclearly? We all do.

Here are keys to being a good communicator. They apply both to your work and personal life, and may be worth sharing with your loved ones, with whom excellent communication can be crucial.

Better listening

Everyone thinks they’re a good listener, but it’s harder than it seems. First, you have to fight against intruding thoughts and outside noises. You also have to decide whether you can think ahead to what you want to say, which you can do when you’re confident you’ll be able to understand the rest of the speaker’s utterance. You also need to be alert to an emotion underneath the words, which is often conveyed by a change of tone of voice or body language . Also, you have to decide whether to interrupt. The default is no, but if the person tends to be discursive or you really are short of time, it can be appropriate to interrupt, especially if the person tends to interrupt you.

Showing empathy

Sometimes, a person's words have an emotional component: S/he's happy, sad, or angry. and is glad if you understand how they’re feeling. You can convey that with a nod, by leaning forward, issuing a sigh of empathy, or a few words such as, “I can understand” or “I can only imagine how that’s making you feel.”

Asking questions

Most people like to be asked a question in response to what they’re saying, especially a question that asks for clarification. That shows that you care about what they’re saying, and may help the person crystallize his or her thinking. Asking a question is also a way to diminish the negative effect of giving advice.

Giving advice

Many, maybe most people resist getting advice. It can make them feel less than, and often the advice fails to consider factors that the other person has. You can diminish those risks by offering your suggestion as a question and, if you can think of more than one option, giving a choice. For example, I’m wondering if you’ve considered doing A or B?”

When to confront

As mentioned, input should usually be couched, tactful, often phrased as a question. But there’s a time for the nuclear option: confrontation. That’s usually reserved for an important issue about which the person has erected an impervious wall of complacency, defensiveness, or foolishness. For example, someone you love clearly has a substance abuse problem but insists that s/he “can handle it," even though it’s devastated his or her career , family, even hurt someone in a car accident. In such situations, it can be appropriate to be direct, listing, point by point, each of those devastations. But even then, it’s face-savingly helpful to end with a question such as, “Am I missing something here?”

Confidentially speaking

It’s tempting to share a person's juicy disclosure with other people who know him or her. Indeed, gossip is, almost by definition, interesting. Of course, the juicier the tidbit, the more trust your disclosure betrays. It's easier said than done but when someone trusts you with a disclosure that they wouldn’t want to be spread around, see if you can adhere to the "Vegas" rule: What happens in the conversation, stays in the conversation.

The takeaway

Great communicators get ahead, have more friends, and feel better about themselves. Whether it’s you or your child who could use a communication lesson as s/he returns to in-person school after a year of remote instruction, these standard but too-rarely practiced communication skills can make all the difference.

I read this aloud on YouTube.

Marty Nemko, Ph.D ., is a career and personal coach based in Oakland, California, and the author of 10 books.

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Power of Effective Communication Essay

Introduction, what is effective communication, models of effective communication, the mbi communication model, barriers to effective communication, how to communicate effectively, effective communication in the global context.

Communicating effectively has been one of the important factors that help a person to succeed in the chosen profession. Studies have estimated that employees typically spend about 75% of their time communicating with colleagues or customers. Personnel who interface with their clients need exceptionally effective communicating skills. Various features related to effective communications are discussed in this paper. Issues and opportunities such as what is effective communication, models of effective communication, global communication strategies, and others are examined.

Keane (July 2007) has suggested that effective communication is the skill of stating ideas, thoughts, instructions, or reports, in an unambiguous manner and with clarity so that the audience understands the intended meaning. Effective Communication is the process where information and ideas are relayed and received. Ideas are conveyed in spoken, written, or visual contexts and when a person is speaking, the tone of voice and the body language are very important. According to Keane, words make up for 7 percent of the communicated information, tone accounts for 55 %, and body language for 38 %. To be effective communicators, people should be aware of these forms, their use, and possible communication barriers The author rates effective communication along with skills such as delegation, time management, motivation, and leadership skills. To work or lead effectively, a manager or supervisor has to know how to explain clearly what needs to be done and how it has to be done. Keane has argued that an organization in effect acts like a human decision-making system and the quality and depth of the decisions that are taken depend on the effectiveness of the system used for communication.

Blitefield (2006) has presented a detailed discussion of the process of communication. According to the author, the process of communication has one communicator and at least one or more receivers. Effective communication starts with how completely the communicator can relate the information and how much of the information that is relayed is understood by the receivers. Effective communication between different disciplines has become one key aspect in organizations. In many cases, the communication process becomes complex when the subjects are controversial or there are multiple and diverse teams. The author speaks of the need to bridge the differences and this is one of the most important factors. The author has defined effective communication as the transmission of subjects and meaning between people and minimizing any misunderstand between them. Several models have been proposed for effective communications and some of them are discussed in the next paragraphs.

Robbins (2003) has suggested that the models of effective communication essentially start with a clear understanding of how people bridge their communication differences or the communication gap as it is called. The author argues that people tend to interpret information by using their reference frame and these references have been shaped by cultural backgrounds or group associations. The process of bridging is an try to minimize the inherent differences by trying to understand the reference frame that others are using. The process of bridging again needs to be a two-way process and both the sender and receiver have to attempt to remove any obstacles. The process of bridging the cultural differences among different groups becomes very important in business contexts such as management. Hofstede (1980) had proposed a framework that would help to assess the cultures by identifying 5 important value dimensions of the national cultures. The model was later expanded by other research organizations till no dimensions were identified. Myers (1985) has proposed the Myer Briggs Type Indicator that makes up the personality framework and explains the behavior of individuals and the concepts can be used to explain the different relationships between cultures.

The Map-Bridge-Integrate model has three interacting components and provides a means to bridge the cultural differences (DiStefano et all, 2002)

Map – Understand the Differences: The Map component is used in describing and understanding any differences between team members and also specifying the impact that these differences have on team objectives. There are three aspects and they are: selecting the characteristics to be mapped; description of members’ characteristics and identification of the impact of the characteristics.

Bridging – Communicate across the Differences: The Bridging component deals with communicating effectively across the group differences to bring ideas and people together. The main aim of this component is to stop miscommunication There are three aspects to this component: preparing and motivating members to build confidence and communicate so that problems are overcome. This is important since there is a possibility that because of lack of motivation, communication may not happen even after the differences are understood. Decentring where the team members try to explain their understanding of the difference in the process of communication by altering their behavior and thought process. This allows other cultures to be accommodated in their understanding. Re-centring is another aspect and team members try to create a new basis on which interactions can be created. A good understanding of differences is required and consent on shared norms has to be agreed upon.

Integrating – manage the Differences: The integrating component ensures that people use their differences to make good decisions. The understanding developed in the mapping component is converted to obtain positive results. There are three aspects for this component and they are: managing the participation to ensure that all members have an equal opportunity to participate by accommodating different norms for participation that would result from cultural differences; resolving disagreements or possible conflicts so that any disputes are addressed before they increase. The mapping component helps to detect early any probable areas and conflict zones while the bridging component helps to make manageable any personal conflicts. The third aspect is the building on ideas which is the final aspect. Individual ideas are taken as the starting point for any discussion and the concept of ownership needs to be left.

McAteer (March 2007) speaks of certain barriers to communication and the author defines barriers as Barriers are factors that break down or impede a continuous relay of information. These barriers tend to disrupt the process and act of communication. The author has suggested several factors that act as barriers and they are: Nonassertive behavior, Task preoccupation, frustration and anger at the communicator, any personal enmity or bias, diversity in the team with little areas of common interest, lack of confidence in self or on the communicator; complex organizational structure, distractions, tunnel vision, external and internal interruptions and so on.

Smith (December 2007) has pointed that two types of major differences create barriers to effective communication and they are: Cultural differences and Group differences. Cultural differences occur when people from different cultures are involved in the communication process. Culture is defined informally as a set of shared traditions, values, and beliefs that control the formation and behavior of different social groups. The author argues that cultures have a strong influence on how people communicate and relate with each other. The cultural differences often create a bias or a barrier between the communicator and the receivers. Group differences on the other hand are due to peer pressure among group members and it is the predominant group mentality that creates a barrier against communication. The author argues that groups can be based according to work natures, ethnicity, and nationality, profession, and gender. Groups can also be formed as per the roles they play such as engineers, doctors, students, teachers, and so on and in many cases, the groups may even form associations. Groups with whom people are associated are called in-groups while groups with which people are not associated are called out-groups. The author suggests that these groups often have their vocabulary, mannerisms, and code of conduct and when one such group tries to communicate with the others, these mannerisms are not carried through and it can result in miscommunications.

Taylor (July 2006) has stressed that effective communications have to be a two-way process and begin with the communicator or the sender who would convey the required information necessary. The sender must have to be proactive and ensure that the receiver can understand the information. Certain key factors that need to be followed are: stating one idea at a time; putting forward the ideas in a medium that is understood; take extra care to elaborate and repeat if required, understand the body language of the audience and ask questions now and then to keep them involved in the discussion. Taylor has defined the four A’s of successful communication and they are Attention; Appreciation, Action, and Assimilation. The Four A’s are illustrated in Figure 3.

Attention: this is the first step in the process of effective communication and it deals with getting the receiver’s attention. This can be achieved by: overcoming distractions such as disturbing mannerisms, noise, emotional and attitude problems, negative and sarcastic attitude, and so on; using an appropriate greeting, showing respect and empathy for the people

Appreciation: Appreciation is a critical step and it is the responsibility of the communicator to ensure that understanding takes place and that there is a positive reception of the message. A good relationship between the sender and the receiver will help to ensure that appreciation is received. Encouraging a free flow of input from the receiver is also a good way to ensure that this step is carried out properly.

Assimilation: This is the third step and though a person understands a message, it may not be accepted fully. Communication is considered only after the recipient assimilates the information, takes and uses it. It leads to active participation, collaboration, and harmony.

Action: This is the final step and moves the theory of communication into reality. In some cases, a good idea or a meaningful message is accepted superficially but is not translated into action. If complete assimilation takes place, the action from the receiver has to follow. A two-sided communication is brought into action and results in the required activity.

Yates (et all, 2006) have stressed the importance of effective communication for organizations that operate globally. Such organizations operate in different time zones and have employees who have different backgrounds and nationalities. In such a scenario, a proper communication strategy has to be in place to ensure that the messages given out by management are not distorted and the true intent is assimilated. The authors surveyed some leading global organizations to understand how they managed the communication strategy. They used a survey instrument to identify the best practices and the response percentages are shown in Figure 4.

The study showed that only about 18% of the organizations had an established and documented global communication strategy. What many enterprises are learning is that the traditional approach to global communication – translating messages into several languages and shipping them to local managers for dissemination – simply doesn’t work. This approach often results in messages that are misunderstood, miscommunicated, and sometimes not communicated at all. Several multinationals have recognized the value of bringing a global perspective to their communication strategies. The author has reported several steps that such companies are taking up and they are:

Getting global participation: One of the biggest challenges in developing a global strategy is ensuring that the strategy supports and drives corporate goals without overlooking the distinct needs of separate regions, countries, and business areas. Inputs from people around the world are needed to strike the right balance (Maznevski, M. L., 1994).

Making global teams effective: Enterprises that put together effective global teams to develop and maintain the communication strategy are achieving some very positive results. The keyword here, though, is effective. Research into the performance of global teams – and this is not just global communication teams – shows that such teams don’t always deliver the value the enterprise expects. Cultural differences represented in multicultural teams provide great potential for creating value.

Creating messages with a global appeal: Global input provides insight into cultural sensitivities, compliance and legislative differences, and the unique characteristics of each market. Effective communicators use this insight to craft messages that are easy to interpret, translate and adapt to local needs. They also look at the type and content of messages to determine how widely they need to be communicated. The best global communicators determine which messages cannot be tinkered with and which areas of content are open for local customization. Moreover, they make it clear to local managers, which messages must be delivered exactly as presented and which ones can be adapted or expanded to address local needs.

Training local managers to communicate: While some multinationals have dedicated internal communicators on a regional basis, some of them have dedicated communicators on a country or local basis. Some companies rely on local managers to interpret and deliver messages. Functionally, these managers might be responsible for HR, plant management, or operations, so they often don’t have expertise in communication. Unfortunately, few companies provide training and support for these local managers and fewer still have processes in place to ensure that messages were delivered and understood.

Choosing the right delivery mechanisms: Effective internal communicators take advantage of a variety of media and technologies to communicate corporate messages. Options enable local managers to select the tools and information that work best for local employees. Face-to-face presentations work better in some parts of the world, while self-learning tools work better in others.

Measuring success: There are a variety of ways to measure, from focus groups and comprehensive annual employee surveys to quarterly targeted surveys, short feedback questionnaires for forums and workshops, and phone calls to local managers and employees. Such activities help to keep a pulse on whether or not people are receiving, understanding, and embracing messages. As the measurement processes are developed, the ultimate goal should be to identify the links between communication effectiveness and improved productivity and business performance.

The paper has discussed various issues related to effective communication. Effective communication is the process where the exchange of information takes place clearly and unambiguously. Global companies are facing an increasing challenge in inputting into a place an effective communication strategy that would reach employees from different cultural backgrounds.

Blitefield Jerry. (2006). The Rhetoric of RHETORIC: The Quest for Effective Communication. Journal of Rhetoric & Public Affairs. East Lansing. Volume 9. Issue 4. pp: 710-714.

DiStefano, J. J. Ekelund, B. Z. (2002). The MBI Model of Managing Differences Effectively. In Heritage & Management: Identity as a Competitive Tool, J. M. Fladmark (ed.), Donhead Publishing, Edinburgh.

Hofstede, G. (1980). Cultural Consequences: International Differences in Work-Related Values. Sage, Beverly Hills, CA.

Keane Tess. (2007). Power of effective communication. Nursing Standard: Harrow on the Hill. Volume 21. Issue 45. pp: 78-80.

Maznevski, M. L. (1994). Synergy and Performance in Multicultural Teams, Ph.D. dissertation. The University of Western Ontario.

McAteer Teal. (2007). Strategic Organizational Change. Canadian Journal of Administrative Sciences. Halifax. Volume. 24. Issue 1. pp: 74-76.

Robbins, S. P. (2003). Organizational Behavior. Prentice-Hall, Upper Saddle River, NJ.

Smith Marolee Beaumont. (December 2006). A Study on South African Corporate Business Failures. Journal of The Business Review, Cambridge. Hollywood. Volume 6. Issue 1. pp: 168-173.

Taylor Shirley. (2006). Communicating across Cultures. The British Journal of Administrative Management. Orpington. pp: 12-15.

Yates Kathryn. Beech Roger. (2006). Six crucial steps to effective global communication. Journal of Strategic Communication Management. Chicago. Volume 10. Issue 5. pp: 26-30.

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IvyPanda. (2021, September 18). Power of Effective Communication. https://ivypanda.com/essays/power-of-effective-communication/

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Bibliography

IvyPanda . "Power of Effective Communication." September 18, 2021. https://ivypanda.com/essays/power-of-effective-communication/.

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• Submission Guidelines

ec storytelling header

Dear Effective Communicator:

I’ve been told repeatedly to tell a story when I’m presenting, but I don’t get it. I promise it isn’t for lack of trying. During a recent presentation, I started off with a story about a time when my team worked together to decrease clinic wait times by huddling for 5 minutes every morning. I didn’t have any time left for my presentation by the time I finished my story. What am I doing wrong?

Sorry Storyteller

Dear Sorry Storyteller:

Why your brain loves good storytelling.

This  HBR article  explains how stories change our attitudes, beliefs, and behaviors.

he difficulty with telling stories is that we overthink it. The word story can mean different things. The Effective Communicator likes to make a distinction between Story-with-a-capital-S and story-with-a-little-s. For the sake of clarity, we’ll refer to the former as narrative , and the latter as anecdote —it’s not a perfect comparison, but it’ll get the job done.

When people say, “Tell a story,” what they mean is, “Craft your presentation as a narrative.” By all means, add a personal anecdote to connect with your audience, but try thinking of your whole presentation as a story.

Before writing came along, narratives were the way we stored and shared information. They’ve been helping us make sense of this chaotic world ever since. According to the communication theorist Walter Fisher , narratives provide order to our lives by helping us connect different experiences into a coherent whole. Narratives tie up loose ends.

Fisher calls us “story-telling animals.” This is where the overthinking part comes in: since story-telling is in our evolutionary make-up, it comes naturally. The key is to adjust your perspective to take advantage of this natural ability.

Think of it this way: Your presentation is the story . We’ll show you how.

Narratives have a structure that you can map—and since you can map it, you can use that same structure to create it. The Oregonian’s former writing coach, Jack Hart, provides a useful model for thinking about how we can structure a narrative. Hart’s model is directed at journalists, so we’ve modified it for presenters.

Narrative Arc Example: Patient-Centered Medical Home

Ec narrative arc.

The narrative model includes five phases. Here is an example of a presentation's topics (in this case, why patient-centered medical homes are a good idea) labeled in the appropriate phase. Adapted from Jack Hart's Storycraft .

The five essential components of narrative arc

Narratives have five essential components:  exposition, rising action, crisis, resolution,  and  outcome . You have the first three in your question:

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Your narrative is incomplete. But not by much! (And it’s a good example of how narratives are not always discrete. A narrative crosses time and space. For example, your question is part of the narrative of this blog post.) You started it, but you needed the Effective Communicator to finish it.

*Adapted from Jack Hart’s  Storycraft: The Complete Guide to Writing Narrative Nonfiction

Turing a presentation into a narrative is difficult, but understanding how you’re already doing it can make it easier. By combining relevant anecdotes with appropriate explanations, your audience will get your point, and, more importantly, act on it.

The Effective Communicator

The Effective Communicator is Isaac Holyoak . Isaac is a contributing editor for Accelerate and leads communication for University of Utah Health Medical Group. He received a Master's in rhetoric from the Brian Lamb School of Communication at Purdue University and taught speech, argumentation, and debate to undergraduates in Indiana and Texas in his pre-health care life.  

Isaac Holyoak

Exceptional care only happens with an engaged team. Jared Wrigley should know: he has led three diverse teams at U of U Health—first, Westridge Health Center, and now, South Jordan’s primary care team and Parkway Health Center. Here are three effective ways he engages everyone on the team.

Expert communicators Emily Izzo and Bridgette Maitre share how to ask open-ended questions to encourage conversation and promote meaningful connection.

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