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How to Communicate Effectively November 17, 2019 No matter our…
How to Communicate Effectively
November 17, 2019
No matter our age or background, effective communication is a valuable skill and a skill we can learn. It comes in handy when it’s time for a heart-to-heart chat with a friend. An effective speech can rally teammates before a big game. Capable communicating can turn a potential fight into a productive discussion.
The finest leaders have always been good communicators, whether in education, business, or politics. With some knowledge and practice, you can gain the experience to put good communication to good use.
Creating the Right Environment
Creating the right environment for communication means putting away anything that may distract you from the other person or people – including your cell phone! The phone stack game was invented for this reason. When people are having dinner together, they stack up their phones in the middle of the table. The first person to grab and check their phone must pay for everyone’s meal.
Choose the right time. Timing is important in many endeavours, and communication is no different. We need to consider when others will be most receptive, whether we’re addressing our family or an organizational meeting.
For example, introducing a sensitive topic to family members just before leaving for school is a recipe for misunderstanding. Everyone involved may feel rushed to reach some kind of resolution. The chances for successful communication improve when we plan adequate time to speak and discuss, so good timing improves the chances of reaching a conclusion both sides feel good about.
Likewise, introducing a complex or controversial subject near the end of a club or team meeting can backfire. Some members may be impatient to leave and not give their full attention, while others may feel resentful about having to stay longer. Postponing a discussion may be a wiser choice than pressing ahead.
Choose the right place. Where we communicate can also influence the effectiveness of interactions. It’s helpful to choose a setting that makes everyone feel comfortable. This kind of forethought is particularly necessary if the subject is sensitive; for example, imagine delivering bad news, like the break-up of a relationship, in a very public place. Privacy may improve the quality of communication so that both sides feel better about the process.
Communicating with a larger group requires additional planning. It’s important to make sure the space is big enough and that you and other speakers can be heard. Arranging for and testing a microphone and audio system before a meeting improves the chances of good communication.
Remove distractions. Turn off the television, laptop, or other electronics that could distract from communication, and if a call or text comes through on your cellphone, turn it off without glancing at it. Interrupting a conversation or meeting to pay attention to something else is an act of disrespect that can easily sabotage efforts to communicate. The golden rule applies: If you wouldn’t want someone to do it to you, don’t do it to someone else.
Have the right mindset. The best communication is a two-way flow of ideas and understanding. If we view communication as simply a way to force our views on others, we are likely to meet resistance. People want to know that their views and input will receive a fair hearing. At its best, communication is a collaboration where all sides share and gather information while working to reach a mutual understanding. If we keep that collaborative process in mind, the chances of a positive outcome improve significantly.
Organizing Your Communications
Organize and clarify ideas in your mind. Planning key points we want to communicate improves the chances of effective communication. Key points act as anchors, bringing focus and clarity to any presentation.
A good rule of thumb is to choose three main points and focus on those as you speak. You should memorize them or write them down, and the details that follow should directly support those main points. Clear objectives like these improve the chances of recalling what you want to say while also making it easier for the audience to latch onto your ideas. Too much information can overwhelm listeners, and a disorganized delivery may leave them confused.
Be crystal clear. Start out by articulating your objective for the presentation or conversation. For example, your purpose could be to inform others, obtain information, or initiate action. If people know in advance the purpose of your communication, they will find it easier to track what you are trying to convey.
Be attentive when listening. When communicating, listening well is just as important as speaking well. Listen actively that means demonstrating your attention with eye contact, facial expressions, and occasional nods of the head. We can also actively listen by sharing our understanding of what another speaker has said.
By actively listening, we are also able to gauge how much of our message is getting through. If listeners seem confused, it is often helpful to ask them to reflect back their understanding of what’s been said but in their own words. This approach makes it possible to identify and address misunderstandings.
Even when disagreements arise, we can acknowledge people’s thoughts and feelings to demonstrate respect. If people feel they are being heard, it can encourage them to share more honestly and reassure them if they’re upset.
Be articulate but plain-spoken. It is important to communicate clearly. We may be tempted to show off our intelligence and vocabulary, but it’s more important to deliver ideas in a manner that does not confuse or alienate listeners. When in doubt about how to express something, be as straightforward and plain-spoken as possible.
Practice. Like learning a musical instrument, speaking in front of others is a skill that benefits from practice. We improve with training, experience, and coaching. Rehearsing with a friend or family member gives you a chance to catch your quirks, like speaking too fast, repeatedly saying “umm,” or fiddling with your watch or bracelet. As difficult as it might be to watch and listen to yourself, recording your presentation will also help you see, hear, and correct unhelpful habits of speech and body language.
Be respectful of other beliefs and cultures. Never try to be amusing at the expense of other people or their identities. Whether done unintentionally or not, disrespecting others or belittling their feelings will derail the communication process. If you’re unsure if something is appropriate, don’t say it, or at least discuss it with someone who is an expert on the subject or culture.
Communicating With Body Language
Communicate eye-to-eye. Eye contact is the most important form of body language. It builds rapport, displays interest, and helps convince people that you’re trustworthy. During a conversation, it is important to meet others’ eyes, using just as much eye contact as feels natural. However, there are exceptions too much eye contact is seen as rude and confrontational in some cultures, and meeting eyes can cause people with autism to feel very uncomfortable.
If you’re addressing a group, scan the room, pausing and making eye contact with individuals. This helps audience members feel personally valued.
Use breathing and pauses to your advantage. Feeling nervous is natural before a public presentation, interview, or other form of communication. Inexperienced speakers often rush their delivery, making them harder to understand. Deep, calming breaths is an effective way to clear your mind and relax before starting.
Pausing briefly as we speak can also contribute to effective communication. Pauses emphasize certain points for listeners to consider and allow them time to digest what has been said. They also give you, the speaker, a chance to observe the audience’s reaction.
Communicating Effectively In Conflict
Place yourself on even ground. Do not stand or hover over the other person. This posture can make people uncomfortable and may even escalate a conflict. If your listener is sitting, you should sit with them.
Listen to the other party. Let listeners share how they feel and wait until they are finished talking before speaking yourself.
Speak in a calm, level voice. Don’t yell or make accusations about the other party or their behaviour or actions.
Don’t force a resolution. Sometimes a conflict takes time to work itself out. Rather than trying to force a decision, consider stopping the discussion with a plan to revisit it at a later point.
Use “I” messages. When raising concerns, try to start your sentences with “I…” instead of “You,” stating clearly how you feel about the situation rather than blaming others. For instance, instead of saying “You’re sloppy and it drives me crazy,” own how you feel and express it clearly. For example, you might say, “I’ve got a confession to make. I’m really uncomfortable surrounded by clutter like this. Is there something we can do to deal with it to keep it from being a problem?” “I messages” improve the chances that listeners will consider your point of view.
Effective communication is a powerful tool that is useful in most any circumstance one-on-one, in a group, or in front of an audience. You will find investing time and intention in developing this skill improves your relationships and experiences at home, school, and work.
Source:
How to communicate effectively. (2019, November 17). Retrieved February 01, 2021, from https://newsela.com/read/lib-how-to-communicate-effectively/id/40100/
In-text Citation: (“How to communicate…” 2019, para. #)
QUESTION
Quoting two (2) examples from the article, discuss why both verbal and non-verbal (i.e., body language) communication skills are important. Your response should also identify the article’s main point or thesis. Remember to use APA in-text citations for your quotes. You will find a sample in-text citation at the end of the article, “How to Communicate Effectively.” Your response should be one to two paragraphs long: please remember that a paragraph must have a minimum of five sentences.
