15 Tips for Improving Your Communication Skills
“Joel Garfinkle is one of the most effective and innovative executive coaches I’ve worked with. Thanks to his guidance, I was able to push my limits and discover my true potential as a senior leader.”
Amalia Sterescu, Vice-President, Oracle Customer Services, ORACLE CORPORATION
In a recent survey, Deloitte found that communication skills are the most important quality of a leader. Here’s a list of the most critical traits for a leader to possess, according to survey respondents:
- Communicative: 71%
- Hardworking: 68%
- Flexible: 58%
- Confident: 58%
- Patient: 53%
- Assertive: 27%
- Resilient: 27%
- Independent: 18%
- Authoritative: 16%
- Proud: 14%
Communication skills are a key component of executive leadership as well as success at all organizational levels. If you’re looking to improve your executive presence, your ability to communicate will make you stand out in the crowd!
Let’s first take a look at how to effectively communicate at the micro-level—the individual conversation or presentation. Then, we’ll examine macro-level strategies for setting yourself up for success as a great communicator over time.
How to Make Yourself Heard in Every Interaction
1 – Simplify your language and stay on message.
Use simple, straightforward language. Remember that Lincoln’s Gettysburg Address was 286 words—about two minutes long.
2 – Engage your listeners or readers.
Draw your listeners and readers into the conversation. Ask questions and invite opinions. Solicit their feedback.
3 – Take time to respond.
After you’ve listened (and understood), take time to “draft” in your head what you want to say.
4 – Make sure you are understood.
Don’t blame the other person for not understanding. Instead, look for ways to clarify or rephrase what you are trying to say so they will understand it. It’s important to get others to see your point of view at work.
5 – Listen actively.
The best communicators are almost always the best listeners. Listen without judgment and don’t be distracted by thinking about what you want to say next. Then respond, instead of reacting.
6 – Pay attention to your body language.
Studies show that 65% of all communication is nonverbal. Watch for visual signs that your listener understands, agrees, or disagrees with your message. And be aware that your body is sending signals, too. Try to use open body language (putting your shoulders back, and not crossing your arms, for instance) to send the right ones.
7 – Maintain eye contact.
Whether speaking to a crowd or another individual, maintaining eye contact builds credibility and demonstrates you care about your listeners.
8 – Respect your audience.
Recognize that your message is not just about you or what you want. You should sincerely care about the needs and unique perspectives of those with whom you are communicating. One of the best ways to show your respect is simply paying attention to what they say.
9 – Make communication a priority for your development.
Take classes, read books and magazine articles, or learn from successful communicators around you. Seek out an executive coach.
With strong communication skills, you’ll make your ideas heard, know how to negotiate a salary increase or promotion skillfully, and make a strong impression on everyone you meet.
Long-Term Strategies for Enhancing Your Business Communication Skills
At a performance review meeting, Sean’s boss told him he needed to improve his communication skills. “You express yourself articulately, and you’re assertive, but you can go further,” his boss told him. His boss went on to describe a range of communication-related skills that would help Sean become a stronger leader, some of which Sean had never thought about developing.
Articles on business communication skills often address the importance of being assertive in the workplace. In some cases, however, they don’t discuss the “hidden” skills that are essential for strong communication, like the ability to view the world from someone else’s point of view. When you’re equipped with a wide array of communication skills, you’ll be poised to succeed in all realms of business. Here are six ways to improve business communication skills over the long-term. They’ll help strengthen your relationships while making your communication more effective and impactful.
10 – Practice good office politics.
Participating in office politics is essential, and that’s not a bad thing. Done well, it means shaping company culture and building your influence. Showing loyalty to your boss, honing strong relationships with allies, and networking with different circles of people in your organization are all examples of participating well in office politics. It all comes down to being respected and noticed by others, and showing respect and appreciation in turn, in order to grow your influence with them.
11 – Communicate across functions.
Strong communications across different organizational areas is essential for maximizing productivity. Your team isn’t going it alone—you depend on all the other teams in your organization, and if you’re not communicating closely, your relationships, processes, and outcomes are suffering. Get to know the people in other areas of the organization, and become a liaison between these different areas of business to improve the flow of communication. Along with members of these other teams, work to define your joint goals and establish how to coordinate your efforts.
12 – Learn to understand different working styles and personalities.
Learning how others think and work is an essential part of leadership. During one-on-one sessions with people you manage, ask them how they learn and work best. Some employees might appreciate receiving an email about an important topic the day before a meeting, rather than being asked their opinion on the spot, for instance. Navigating these differences is a vital task of a leader, and it will greatly improve the effectiveness of the team.
13 – Become a pro at conflict resolution.
Conflict resolution may not be fun, but that’s why it’s such an in-demand skill. Learn to master conflicts by addressing their root causes, helping everyone to feel heard, and asking for solutions from everyone who’s invested in the issue. As you guide both parties toward compromise, you’ll gain greater respect and trust from them both, enhancing your relationships and reputation in turn. (My book Difficult Conversations: Practical Tactics for Crucial Communication provides more in-depth advice on this topic.)
14 – Be assertive yet humble.
Assertiveness is one of those obvious business skills that articles on communication in the workplace tend to tout, and it’s definitely an important quality of a leader. However, the strongest leaders balance assertiveness with vulnerability. They know how to ask for feedback on their performance, be transparent about issues that affect everyone, and gain the trust of others by putting them at ease.
15 – Use virtual communication effectively.
Resisting using virtual communication will prove a major hindrance in today’s workplace. Virtual communication offers a way of making the playing field more equitable for people who may have trouble physically getting to work for long hours each day, like parents of young children. It also makes working with contract staff more viable over long distances. Plus, job training and coaching can often be done via virtual communication for a lower cost. Get comfortable with virtual communication, and many doors will open.
“As you build strong business communication skills, you’ll enhance cooperation and relationship-building throughout your team,” Sean’s boss said. For the remainder of their meeting, Sean’s boss helped him craft a plan for improving in these areas. Sean left the session energized and enthusiastic about making the changes, knowing his boss was priming him for taking on greater responsibility down the road.
As you embark on developing these macro- and micro-level communication skills, you’ll find yourself building mutually supportive relationships across your organization. These abilities will make a vital difference for any leader and workplace, shaping a more harmonious and productive culture where people are united as a team.
Are you working to improve your business communication skills? For executive coaching support, including tips on becoming a master communicator at work, contact Joel so he can help you take your career to the next level.
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