SIX STEPS OF EFFECTIVE COMMUNICATION
Communication. It is the way we pass on information to other people. There are many ways to do this.
We can hold a conversation face to face, send an email with detailed instructions, pick up the phone and chat or write a handwritten letter.
Anyone can communicate, but often, misunderstandings can arise from ineffective communication.
Fortunately, there are ways to enhance your effectiveness when talking and sending text communications.
Read on for a look at six steps of effective communication.
One of the most vital aspects of communicating effectively is to speak clearly.
Speak in a voice that can easily be heard, avoid jargon and in-house business acronyms when you are speaking to a mixed audience, and always make sure that you are clear on the topic you are speaking about.
If it appears that some people may have misunderstood you meaning, don’t be afraid to explain further and clear up the issue at hand.
Body language can say a lot without you having to utter a word. Sit up straight in your chair, allow the stress of the day to roll off your shoulders and remind yourself to smile.
A business partner could get the wrong impression from you if your body language is perceived as negative or agitated.
Keep control of your facial expressions, because your face could be saying one thing while you are saying something different. You always want to make sure that your body language matches your intended tone and message.
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SPEAK AT A MODERATE TEMPO
There are some people that just naturally talk fast. There is nothing wrong with that, per se, but when you are communicating with others, it is best to slow your prose.
To ensure that your audience understands your message and the information that you are relaying, make sure that you speak in a semi-loud voice at a moderate tempo.
This tempo should not be too fast where people cannot follow along, or too slow where your audience feels as if you are condescending.
CONSIDER YOUR AUDIENCE
When you are communicating with others, it is important that you consider your audience.
If you are speaking with a group of colleagues on the same professional echelon, it is okay to use terminology that they would understand.
If, however, you are speaking with a mixed group of individuals, it is important that you gear the knowledge being provided to everyone in the room.
It is not a matter of changing your tone, but the way you deliver your message. There are always ways to simplify overly technical documents, emails, training implementation manuals and speeches.
CLEAR AND CONCISE TEXT COMMUNICATION
If you are planning on sending an email about an important issue, it is crucial that your text is clear and concise.
Emails should get straight to the point. Business emails are no place for passive voice writing.
After your greeting, the first sentence should identify the purpose of your email.
If you find that the email is especially long, you may want to consider picking up the telephone and holding a meeting instead, so that you can be certain that your message and information was well-received.
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THE WRAP UP
Wrapping up your text or conversation is an efficient way to ensure that your audience fully understands everything that was discussed. Recap your conversation briefly so that you both can be on the same page.
This is a great way to reduce any miscommunications or misunderstandings before it can become a hot issue.