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How to Communicate Effectively
Communication makes the world go round. On a smaller level, communication, or being able to communicate
effectively, is what gets you through each day, in both your career and personal
life. No matter what your age, background or experience, communicating effectively
is something that every person can achieve. All it requires is self-confidence,
good articulation and knowledge of how communication can be made more effective.
Steps
An intimate conversation might be the best for some topics
If you need to discuss something in private
with a person, make sure that the choice of venue is private and that you do not
feel uncomfortable about the possibility of being overheard. On the other hand,
if you need to make your point before a group of people, ensure that the location
is somewhere that your discussion will be audible to all who are present to ensure
that you engage each and every person in the group.
The 3 points
are even more important when you are presenting a speech to a large audience
- Organize
and clarify ideas in your mind before you attempt to communicate them. If you are
feeling passionate about a topic, you may become garbled if you haven't already
thought of some key points to stick with. A good rule-of-thumb is to choose three
main points and keep your communication focused on those. That way, if the topic
wanders off course, you will be able to return to one or more of these three key
points without feeling flustered.
- Stay on-topic.
Make sure all facts, stories, allusions, etc, add to the conversation/ debate. Again,
refer to the three key points. If you have already thought through the issues and
the essence of the ideas that you wish to put across to others, it is likely that
some pertinent phrases will stick in your mind. Do not be afraid to use these to
underline your points - even very confident and well-known speakers re-use their
key lines again and again for major effect.
Be clear about the purpose of the communication For example, your purpose could be to inform others,
to obtain information or to initiate action. You need to know this in advance.
Effective eye contact and engagement can enhance
communication for both parties
4. Articulate.
Articulate talk is talk that gets remembered because people instantly understand
what it is that you are saying. To be most effective at articulating your message,
there are some key considerations:
- Do not mumble. Sound out the words clearly and openly,
with the intent to have them heard without error. If mumbling is a defensive habit
that you have fallen into out of fear of communicating, practice your message at
home in front of the mirror. Discuss what you want to communicate with those you
feel comfortable around first to better develop the message in your mind. Both the
practice and the development of your words for the messaging will build your confidence
and help you to avoid wanting to mumble.
- Look into the other person's eyes if possible but be
aware that this is culturally ordained - in some cultures eye contact is considered
to be unsettling or inappropriate. Be aware of this as fits your context.
- Use facial expressions consciously. Aim to reflect
passion and generate empathy with the listener by using soft, gentle and aware facial
expressions. Avoid negative facial expressions, such as frowns or raised eyebrows.
What is, or isn't negative is dependent on the context, including cultural context,
so be guided by your situation.
- Use breathing and pauses to your advantage. Take deep
breathes to steady yourself before you begin communicating. Get into the habit of
solid, regular breathing during a conversation that will help you to keep a steady,
calm voice and will also keep you more relaxed. Use pauses to take a breather in
what you are saying. Pauses are also an effective tool to emphasize your point,
as the listener has a moment to digest what has been said and then wonders what
is coming next.
Does this gesture unsettle you or encourage
you to listen?
- Use hand gestures carefully. Be conscious of what your
hands are saying as you speak. Some hand gestures can be very effective in highlighting
your points. Others can be distracting or even offensive to some listeners. Also
watch the body language - wandering eyes, hands picking at fluff on your clothing
and constant sniffling are all guaranteed to dampen the effectiveness of your message
and will cease to engage your listeners.
If the phone rings, laugh it off the first
time and then turn it off immediately and continue talking
2. Remove distractions.
Turn off the cell phone, put away the iPod, tie your dog to a post. Do not allow
external distractions to act as crutches that keep sidetracking your concentration.
They will distract both you and your listener and they will also effectively kill
the communication. Even if the communication that you are having is a difficult
one, it will not help the effectiveness of your message if you are seeking comfort
in such distractions.
Be attentive when listening and ensure that
your facial expressions reflect your interest
3. Listen.
Communication is a two-way street and requires you to listen as well. Remember,
while you are talking you are not learning. In listening, you will be able to gauge
how much of your message is getting through to your listeners and whether or not
it is being received correctly or is being misinterpreted. It can be helpful to
ask listeners to rephrase some of what you have said in their own words if they
appear to be returning confused or mistaken views to you.
Thank the person or group for
the time taken to listen and respond. No matter what the outcome of your communication,
even if the response to your talk or discussion has been negative, it is good manners
to end it politely and with respect for everyone's input and time.
Warnings
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