Effective Communication Skills

Collaboration is the only way we get things done. Collaboration with stakeholders and people requires communication. Communication needs to be both effective as well as efficient. 

Communication is the process of exchanging ideas, views, feelings and thoughts with others using speaking, writing or any other medium. There are many different definitions we can find about communication. 

There is a need to communicate the right information at the right time with the right person. But it easier said than done. Communication is a very subtle process. Communication is a two way process of exchanging information between at least 2 entities. Communication touches the emotions of people as well. Communication very often is prone to misunderstanding and confusion.

Barriers to communication

Hence it is important to start with quick understanding of some of the major barriers or obstruction to communication which can prevent right understanding of information.

• Cultural differences
• Lack of clear communication channels
• Physical and temporal distance (time zones)
• Technical language
• Distracting environment (noise, temperature)
• Poor attitudes (antagonism)

It is extremely important to assess and become aware of the presence of the above barriers and ensure that these barriers are removed for effective and efficient communication.

In communication there is no room for smallest of error and complacency. There is a need for being sensitive to understand the concerns and expectations of each other before communication happens. We use  written communication, verbal communication, non-verbal communication (body language and eye contacts, gestures etc.), Para lingual (pitch and tone of voice) communication, our behaviours as well.

Common mistakes in communication

Communication must be open, honest and sincere. The intent must be clear. Some of the common errors we make during communication include the following:

• Speaking more and listening less
• One-size fits-all communication 
• Not allowing to finish and Interrupting the speaker
• Reacting than responding 
• Unclear communication with lacking facts and specific information
• Being indifferent and insensitive
• Being too emotional and hyper (using the wrong tone)
• Attacking the character rather than the behaviour 

The above errors in fact can become blunders leading to huge amount discomfort and breaking down of communication.

Effective Communication Skills

Hence in order to communicate effectively we need to:

• exhibit the right attitude, 
• show immense empathy for other person, 
• listen carefully before speaking, 
• understand other’s point of view first before responding, 
• use clear and specific information in all communication, 
• use specific communication methods for different people as the need may be
• summarize and paraphrase regularly, 
• use good body language, 
• use the right tone and pitch to make communication more effective,
• probe and ask questions for clarity,
• develop trust and rapport with all stakeholders

Effective communication skills do not come overnight. It takes immense practice, experience and takes years to come by. But this is the most important skill a manager needs to have to truly become successful in today’s world.