Communicating Effectively

There's a difference between just "speaking" and communicating effectively, but it can be difficult to understand how to achieve it. This gap in understanding is often the result of a misunderstanding of what it even means to communicate. Communication is not something that you do alone, or with just one other person. It is a process that involves multiple people in an organization, interacting and working together in some way. Ultimately, the goal of communication is to enable those involved to work more effectively because they understand what is expected of them.

Knowing how to communicate effectively requires us to understand why it is important: It enables any individual or group of people within an organization to work as a team, in the company's best interest (and others' best interests). It enables the organization to meet its goals and objectives. It can be used to solve problems, address concerns, or find new opportunities.

It is often the case that complex problems and issues can be resolved by communication.

Good communication is ultimately about people. It's about keeping lines of communication open, finding ways to understand what the people involved need from each other, and ensuring that all parties know what is expected of them. This understanding enables individuals and organizations to work more effectively together towards a common goal or outcome.

When we communicate effectively, it is easy to see that effective communication is not just about talking. It requires active listening, and the ability to express yourself in an appropriate way. Effective communications arise from an understanding of your own personality, the personalities of others involved, and how they all work together.

Effective communication requires listening first and understanding the needs of others second. This is where effective communication can provide a lot of value. Listening effectively is not just about hearing what people are actually saying. You need to understand the context in which that information is being presented. Every person has their own needs and wants. You need to understand how those needs and wants can be met, given the circumstances.

Effective communication requires awareness of the people you are talking with. You'll need to know how comfortable they are with difficult discussions, what topics might be uncomfortable for them, and what their perception of an issue might be when it is presented without context. Often, we have better relationships with some people than others, and this can also impact how we communicate with them. Some colleagues and contacts might be happier to work with you in the spotlight, while others prefer to remain more private. What we communicate has a profound effect on the way people respond and interact with us. Because of this, it's important to respect the need for different levels of privacy within your relationships, your workplace, and your organization.

Effective communication requires an awareness of the context in which that conversation is taking place. Sometimes it is not just about what someone has said or done. It can be just as important to understand what has not been said or done. It's important to build on what you know and avoid assumptions when they can be detrimental to relationships and progress. There is a big difference between talking about an issue and immediately jumping to conclusions, which can lead to misunderstandings. Sometimes it is easier to resolve a problem if those involved don't take every aspect of that problem so personally. You need to be aware of the circumstances that are making an issue feel more personal, and these can vary from person to person.

Effective communication requires remembering that the other people involved in your communications are just as important as you are. You need to take everything into account regarding how they may react to what you're saying, how you can help them understand what they disagree with, and what benefits there might be for the entire team if differences can be resolved. No one is greater than the team, nor is anyone more important than any other member of the team. Indeed, it's sometimes the case that a person who is able to effectively communicate with others will be more valuable to a team than someone with excellent technical skills.

Effective communication requires understanding that everyone involved in your communications has their own perceptions of how they can contribute to a conversation and how that contribution will be received by the rest of the group. Sometimes people may not say what they actually mean, out of pride or fear of conflict. But you need to be able to understand how others might misinterpret what they say, and be sure to keep in mind each person's level of comfort and familiarity with the current topics being discussed. It's not always about what you want.

Effective communication requires adapting your style in response to the people involved. For example, if someone is more likely to respond well to a particular style of conversation, then it can be considered rude and unwelcome when they are asked to use a different style. If you have a style that might be difficult to work with, or feel like you're completely out of your depth with it, it's important to try and remain open-minded about how you can use that style of communication more effectively.

Effective communication requires using the right tone. The tone is also something that can give significant meaning without being a direct part of what is being said. It could be as simple as using specific words or phrases that speak to a person's own experience. The tone can be used in tandem with the content of what is being said, to create an impact on the conversation. It is something that often has a huge impact on how people respond and interact with you.

Effective communication requires knowing when to change things up. Sometimes discussions can get stuck, and nothing seems to be getting anywhere. It's important to know when to change things up. This often has to be done in ways that aren't obvious, and this means that it needs a lot of thought. Sometimes the conversations will stay stuck because people are too invested in their original positions. Other times, a discussion may get stuck because people aren't invested enough. You need to understand what is blocking your progress and find new ways to open up the conversation again, either by raising the level of investment or by shifting discussions in another direction.

Effective communication requires being aware of your own limitations. No matter how much you may think you have expertise on a subject, there are many things you will just not know and that others have experienced and can help guide you towards. You need to be willing to ask for information from others and then think critically about what they're saying in order to give them the answers they want. We may be well-intentioned, but we often make mistakes in our communications with others because we don't fully understand their perspectives.

Effective communication requires being able to control your level of expression. This doesn't just mean that you need to speak in a way that is clear and free of distractions, but also that you are able to refocus your energy when it is necessary. For example, if talking with someone in an intense way can help get where you want to go, it's possible that the discussion becomes more effective as it progresses. However, this also means that you have to be alert for signs of physical or emotional fatigue. If you notice yourself starting to feel drained, it's important to take a break before the discussion puts you in an even worse position.

Effective communication requires being able to think on your feet. Sometimes things will get completely derailed by someone doing something that is so out of character that it makes no sense and simply creates more confusion. It's important to know how to steer a conversation back on track, so you can reach your desired outcomes and move things forward effectively.

Effective communication requires having an effective way of handling conflict. You often have to find a way to resolve a conflict that avoids both sides being defensive. It helps to keep in mind that people will often react in ways that you don't expect and to use this to your advantage when developing creative solutions.

Effective communication requires knowing how much energy you have for the conversation. This means learning to say no early on if your energy level is low or being willing to take on too much when you are full of energy and ready to tackle any problems.

Effective communication involves communicating with people who can motivate you. If you're constantly talking with people who don't motivate you, the conversation is going to be flat and the highs and lows will be inconsistent. It's important to find ways to bring your motivation into the conversation.

Effective communication requires understanding how to be authentic. If you try to act in a way that others expect you should act, they will likely react negatively and may even walk away from the conversation. If you're not being authentic in your communication, it will likely end up being a conflict that can't be resolved.

Effective communication requires listening. If you listen well and are genuinely interested in what the other person is saying then they will feel motivated to open up and share their thoughts. This form of the conversation allows both people to each get what they need from the conversation and makes it easier for them to find solutions that work for both of them.

Effective communication involves learning how to keep impulses under control. When you get too emotional or upset you can lose control and say or do something you will later regret. It is important to work on controlling your emotions so that they don’t affect your relationships or performance at work.

Effective communication involves learning how to control the emotions of others. When your boss gets angry with you it can be difficult to keep yourself calm. Learning how to be better at communication with others is really about being able to communicate with them when they are upset or acting undesirably.

Effective communication is not just about the words you use. It is also about the body language you use. Effective communication doesn't have to be inside a formal setting and it can even happen in passing with a simple nod of approval or a smile. Effective communication involves knowing that sometimes silence is better than talking, and sometimes talking is much more effective than silence.