Back-to-basics: How to perfect communication

How do you feel after a positive conversation at work? It’s likely you feel understood and respected – and that you know what the outcomes are and what’s going to happen next.

Being a strong communicator is a huge attribute – whatever your organisation and role. It means that as well as getting a message across clearly, you’re able to listen in a way that makes the other person feel heard and understood. And that helps to build strong, trusting relationships.

That’s regardless of the channel you use to communicate. Today we have so many options – face-to-face, on-screen, email, messaging. You might even be communicating across different time zones.

Here are a six tips to help you communicate effectively with your team and colleagues.

Know your audience

Knowing your audience is a fundamental part of effective communication. Even when you’re communicating with internal colleagues, think about who you’re speaking to.

 For example, if you’re sharing a marketing plan with the rest of your organisation, bear in mind that someone from a different department might not understand abbreviations or terms that you use day-in, day-out.

And as with any audience, it’s best to keep your language accessible and jargon-free. Temped to use a ‘therefore’? Switch it to ‘and so’.  

Use the most appropriate channel

Before communicating any message, Forbes suggests asking yourself three questions: 

• What is the goal?
• Who needs to hear this?
• How should I pass the message across?

Asking those questions will help you to figure out the best way to communicate, whether that’s a face-to-face conversation with a couple of team members or a whole-organisation message on Teams. 

And be mindful of privacy. If you’re discussing something sensitive, make sure you have somewhere quiet to speak where you won’t be overheard, or send a message that only the relevant people can access.

Be direct and concise

Being concise helps to get your message across clearly – making it easier to digest for the person reading or listening. So when you’re explaining a process to someone new to the role, being concise will help to make your explanation clear and understandable. And if they’re very busy, it shows that you respect their time.

When you’re writing, try to keep your sentences short and your language clear. For example, if you’re emailing a colleague with a request, make it super clear exactly what you want them to do after reading it.

Using bullet points can also help someone to quickly understand what it is you want them to know and to do. 

We share lots of information about effective writing, including this article about platforms to help you with spelling and grammar.

Show empathy and be genuine  

It’s blatant when people aren’t being genuine and communicating sincerely can help to build trusting and respectful relationships. If a colleague asks you something you don’t know the answer to, a simple ‘sorry, I don’t know, but I’ll find out’, will go down a lot better than a muddled, confused answer. 

If you need to have a difficult conversation, or deliver unpopular news, empathy can go a long way in avoiding misunderstandings and easing hurt feelings. Making the effort to understand the other person’s perspective shows that you care about them. It can also help to make you more approachable and open for any future conversations.

Active listening

Empathy goes hand-in-hand with active listening. It means not only listening carefully, but letting the other person understand that you’re listening. When we don’t feel heard – in any scenario – it can be hugely frustrating.

So active listening is especially important during difficult conversations, or if the person you’re speaking with is bringing up an issue that is triggering for them. 

Try to:

• Give them your full attention
• Put your own opinions, solutions, or judgements on hold so that you can fully understand what they’re saying 
• Avoid interrupting
• Ask for clarification if you need it (even asking the question shows that you’re taking what they’re saying seriously)
• Show them that you’re listening. That could be through non-verbal cues, like nodding, or giving them a summary of your understanding and asking if that’s what they meant

Prepare for challenging conversations

If you know you need to have a difficult conversation, prepare ahead. That might be a discussion with HR about a challenging colleague, or with someone who reports to you who is struggling with their workload.

Preparing what you want to say in advance can help you to keep clear headed, and (hopefully) be less unsettled by any confrontation. Brainstorm potential questions beforehand and consider what kind of information might be helpful.

If you’re arranging the conversation, block out enough time and space to be able to speak openly, and without being rushed.

Good communication might take a little more time and attention, but in the long run will help you to work effectively and build positive working relationships.