Every June, we celebrate Effective Communications Month.

The key to any and every relationship, both professional and personal, is communication. Sounds simple, right?

But then why do we get it wrong so often?

In June, we celebrate Effective Communications Month to emphasize the significance of strong communication skills and explore ways to enhance them to enrich our relationships. From the traditional use of MORSE Code to the ancient forms of communication seen in cave drawings, rocks, animal skins, and wood, human communication has evolved over centuries. Today, we reside in the digital age of communication, which commenced with the introduction of the "Laptop" computer and Cell Phones. Now more than ever, the use of Social Media to communicate messaging has become the “default” mechanisms globally.

So how do we achieve Effective Communication?

First, we must define effective communication: a process that allows you to make sure your message is received in the way you intend for it to be. Communication, by definition, is the “imparting or exchanging of information or news.” Many people take for granted that they communicate well, as we spent most of our lives talking and listening to others.

All communications consist of 3 major components: Sending Communication, Receiving Communication, and Feedback. Just as it takes two people to communicate, it also takes two people to create competent communication, and you must cooperate with others in order for that communication to be competent. Also remember that you must try hard to understand the other person if you are really making sure your message is being received in the way you intend for it.

What gets in the way of effective communication?

On a daily basis, it is estimated that we misunderstand approximately 75% of the information we take in, which can ultimately cause a communication breakdown. In order to be successful in communication, it is critical to take into consideration common “barriers” to effective communication that we encounter daily, such as:

To identify barriers, it's essential to actively listen, observe nonverbal cues, solicit feedback, and create an open and supportive environment where individuals feel comfortable expressing their concerns or difficulties with communication. Conducting surveys, interviews, or assessments can also help pinpoint specific barriers within a communication context.

What steps can you take in order to effectively communicate?

Effective communication involves a series of steps to ensure clear, accurate, and meaningful exchange of information. Here are the key steps:

• Identify the Purpose: Understand why you need to communicate. Clarify your objectives, whether it's to inform, persuade, instruct, or collaborate.
• Know Your Audience: Tailor your message to the needs, interests, and characteristics of your audience. Consider factors such as their work styles, knowledge level, cultural background, etc. Consider workplace talent optimization tools such as Predictive Index to conduct work style assessments in gain insight into your co-workers communication preferences and team dynamics.
• Choose the Right Channel: Select the most appropriate communication channel based on the nature of the message and the preferences of your audience. Options include face-to-face conversations, phone calls, emails, video conferencing, or written documents.
• Organize Your Message: Structure your message in a logical and coherent manner. Use an appropriate format, such as the introduction, body, and conclusion, to ensure clarity and understanding.
• Use Clear and Concise Language: Express your ideas using simple and straightforward language. Avoid jargon, technical terms, or ambiguous phrases that may confuse your audience.
• Listen Actively: Pay attention to both verbal and nonverbal cues when receiving messages. Demonstrate empathy, understanding, and respect for the speaker's perspective.
• Provide Feedback: Confirm your understanding of the message by asking questions, paraphrasing key points, or summarizing the main ideas. Offer constructive feedback to ensure mutual understanding.
• Be Empathetic: Consider the thoughts, feelings, and perspectives of the other person. Show empathy and compassion to build trust and rapport in your communication.
• Manage Emotions: Keep emotions in check and avoid reacting impulsively during communication. Stay calm, composed, and professional, even in challenging or confrontational situations.
• Follow Up: After the initial communication, follow up as needed to clarify any misunderstandings, provide additional information, or ensure that action steps are taken as intended.

By following these steps, you can enhance the effectiveness of your communication and foster positive relationships with others. Remember that communication is a continuous process that requires ongoing effort and refinement. #effectivecommunications #HRconsulting #hrtraining #communications #HR #YPHR