The Secrets to Effective Communication

In today’s era of immediate and constant communication - thoughtful and considered communication often goes by the wayside.

However, according to US leadership and human resources expert Susan M Heathfield in a recent article on The Balance website, great communicators know how to connect more closely with their colleagues and build closer and more effective relationships.

One of the ways they do this is to collect their thoughts and develop significant and powerful  “I messages” when dealing with other staff.

By “I messages” Heathfield means using the word "I" to demonstrate that you know that you are responsible for “owning” your emotional reactions.

A good example is where instead of saying: “You really messed up that customer interaction,” you say instead: "I was upset watching you interact with that customer for these reasons…"

This is much more effective and honest - and far less likely to elicit a defensive response from the other person.

Heathfield also says that building caring and trusting relationships between leaders and co-workers is the first step in creating better communication.

Indeed, building a better relationship can be as simple as remembering to say “good morning” or “did you have a great weekend?” when you come into work.

By doing this, the good communicator lets the other person know they actually care about them.

It also demonstrates that, no matter how busy or overextended he or she may be, they still have time to care about you.

Another important factor in being a better communicator and leader is to focus your mind on really listening to and understanding the person who is speaking to you.

For example, when a colleague is talking, don’t spend all the time preparing a response in your mind.

Instead, ensure you ask questions to clarify certain points - and also to make certain you fully understand what the other person has said.

Being a better communicator and leader also means taking the time to use “non-verbal” communication in your interactions.

This is because when good communicators speak, their voice, body language, and facial expressions usually speak even more loudly than the words they are saying.

And it is also why you will find most great communicators seek face-to-face interaction where possible - rather than email, phone or texting.

Of course, this type of communication may not appeal to many of the younger members of staff, who have been raised on electronic communication.

In these cases, it is wise to be prepared to communicate across a variety of media every day - as well as using “person-to-person” interaction.

The ability to be flexible when communicating is now even more important as communication practices in the office change rapidly - with social media interactions and “virtual” meetings or videoconferencing becoming more prevalent.

Also, always remember that as a leader, how you present yourself - particularly in these types of arenas - can have a big impact on the amount of respect you will earn from your colleagues.

Therefore, the best communicators always practice their video presenting or teleconferencing beforehand - in order to make the most impact and the best impression they can.

Finally, and in addition to practicing, leaders should consider taking classes or training that will help them communicate effectively.

This is a great investment for any leader - and one of the best ways to improve your communication skills.