When asked to define communication, many people will relate it to listening and talking. But communication goes beyond listening or speaking. It involves getting information from one person to another and relaying it while retaining its content and context. Effective communication is critical in problem-solving, a positive working environment, personal relationships, and conflict resolution. It also helps to reduce the stress associated with interpersonal interactions. However, you also have to pay attention to the essentials of effective communication when passing your message.
You must demonstrate strong communication skills in a typical conversation to convey information to others simply and unambiguously. It can involve distributing your messages clearly and concisely and in a way that connects with the recipient. But it would be best if you also considered the essentials that make the communication more efficient.
10 essentials of effective communication skills
Learning how to communicate effectively is crucial to the survival of every individual. Unfortunately, there is no other way to cut it rather than learn how to do it effectively. What are the essentials of effective communication skills?
1. Clear and concise
For any individual, proper communication skills should be clear and concise. In other words, you have to convey your message using as few words as possible. That is irrespective of the medium you are using to communicate, including in-person, via telephone, or email.
If your words or actions are excessive, your listener will lose focus or be unsure of the message you are trying to pass across. Before communicating, figure out your message to prevent you from rambling and confusion.
When a message is practical, it provides valuable information that is easy for others to understand what you are trying to communicate or achieve. Consider an example where you want to prevent your employees from using their mobile phones at work because you have noticed their productivity levels have gone down.
In this case, you will have to put together a mandatory email and send it out to all workers about a new policy regarding a form of punishment for anybody caught using their devices at work. If you want your message to be practical, ensure the email uses simple and easy language.
Factuality is one of the essential aspects of communication skills. Your message should have facts, and you should be clear about them. Factual information is simple in everyday life because it means telling the truth. Nonfactual communication leads to time wasted, poor cooperation, and distrust.
If you are relaying information from a different person or medium, present the facts the same way you received them. In a business environment, you have to communicate factually to your customers because they depend on your accuracy. Also, the business reputation relies on sharing accurate information.
The ability to persuade is critical in many areas. In the business world, persuasive communication is necessary to convince employees to work towards the company goals. Politicians use it to persuade voters to consider their ideas, suggestions, and vote for them.
When a person masters the art of persuasive communication, they can win the support of others. They can also unify conflicting sides or help shape, reinforce, or change recipients’ responses. As one of the many essential communication skills, persuasion is critical because it can influence a person’s beliefs, attitudes, intentions, motivations, or behaviours.
Many people find it challenging to speak for themselves. And while it may be uncomfortable, assertiveness is on the list of communication skills because it is a style linked to many positive outcomes across multiple settings. Assertive communication is the ability to speak and interact while considering and respecting others.
Assertiveness is an effective way of expressing your disagreements with a specific concept or situation without being disrespectful. Communicating assertively creates an honest relationship, helps in problem-solving, and minimises collaboration challenges. Assertive communication in a workplace leads to job satisfaction because employees feel confident that the management hears their voices.
Consistency is one of the most overlooked factors of successful communication. Yet, it is one of the most basic communication skills that should apply in all settings. Consistent communication creates a pattern that people can come to expect. Consider a restaurant business, for example.
In this environment, continuity helps to build momentum. Restaurants must be consistent because customers expect the same quality food and service. If the manager does not communicate more on quality in all aspects, the restaurant will lose customers.
Empathy is an underused and underdeveloped communication skill. It helps communicators in many ways, including building trust, resolving conflicts, and influencing. Empathy allows you to put yourself in another person’s shoes and identify with and understand their thoughts, feelings, and expressions.
When you demonstrate empathy while communicating, you seek to understand a person better and help them feel understood. You can demonstrate empathy by talking less and listening more. Also, try to identify people’s different communication styles and tailor your communication to them.
You should also manage your emotions during hard conversations and be mindful of the feelings of others. It helps to admit your mistakes and find common ground when communication is getting nowhere.
On a typical day, you are likely to communicate with different people. For example, you can share with employees, colleagues, partners, customers, professionals, children, and others. It is essential to know how to get your message across during your conversations while being courteous.
Courtesy is all about being polite and taking other people’s feelings into account. As one of the good communication skills, courtesy can help reduce arguments, miscommunication, and misunderstandings. A person that lacks courtesy in their communications can have trouble with establishing trustworthy and respectful relationships or friendships.
Showing unconcern for others creates an atmosphere of tension and frustration. Uncouth behaviour sends a message to others that you do not accept, appreciate, or approve of them.
Any form of communication must be complete. When conveying a message to others, you have to ensure your audience get all the facts. You have to consider the receiver’s mindset and pass the message accordingly. Communication can be complete if it develops and enhances an organisation’s reputation and gives additional information wherever necessary.
It should not leave any questions in the mind of the recipient. Complete communication also helps make better decisions by the audience, reader, or receiver of the message since they are getting all crucial or desired information. If a recipient cannot take action after communicating to them, it simply means you gave incomplete information.
Consideration is one of the vital communications skills in business and cordial relationships. It helps you understand the other person, their views, and their mental attitude. Your audience is crucial than what you are saying.
Even if you deliver the best speech without flaws, it would be meaningless if you presented it to the wrong audience. For example, you cannot start talking about quantum physics to a kindergarten student. You have to consider whether they will get the message you are trying to communicate.
Some of the essentials of effective communication skills include empathy, consistency, assertiveness, factuality, and practicality. When communicating with others, be courteous to reduce arguments, miscommunication, and misunderstandings. Also, your message should be complete to ensure your audience gets all the facts.
Tuko.co.ke shared an article about a good transport system in the cities. Transport systems are the primary arteries of a country’s economy. Many people refer to them as the lifeline of a nation. A well-knit and coordinated transport system has a significant role in sustaining the growth and development of a city and a country.
Some of the essentials of a good transport system include affordability, availability, efficiency, convenience, safety, and speed. However, one of the most critical contributing factors to a sound transport system is speed because it helps drive mobility.