Every single day, we communicate. Unless you are out on the fringes of society, you exchange some kind of a message with someone every day of your life. Even for those on the edge, you’ve probably scared off a bird or two—and that counts. And over the course of our lives, whether your audience is birds or people, you need to improve your communication skills.
In the workplace, they are crucial. At least a hundred times a day, professionals of all sorts attempt to express their thoughts, ideas, and feelings effectively. But in general, you’re probably not that great at it.
In this post, we are going to help you out. We will cover the definition of communication, explain communication skills, and give you plenty of ways to improve them.
We will discuss each of the following.
- What is Communication?
- What are Communication Skills?
- Three Types of Communication Skills
- How They Impact Project Management
- Ways To Immediately Improve Communication Skills
- Long-Term Ways to Improve Communication Skills
- Key Takeaways For Improving Communication Skills
Each section is linked.
What is Communication?
Before we explain a concept, we always like to review the basics of the concept. So, before we explain how to improve communication skills, we need to define communication.
It’s rooted in the Latin word communicare, which means to share or to make common. If you extend that meaning, communication is defined as the process of understanding and conveying meaning. The word we’d like to highlight here is “process” because that is precisely what it is.
There is an input of information, a consideration of the content and context, and then output in the form of a reply. This entire process occurs in our brain in each conversation while conversing, sharing looks, etc. That being said, there are three types of communication, including
- Verbal
- Non-Verbal
- Written
You might be wondering why, outside of verbal, the others are even worth mentioning. Have you ever heard of the saying that 90% of communication is non-verbal? Well, that’s not exactly the case.
Albert Mehrabia, a behavioral scientist and professor at the University of California, Los Angeles, pioneered the 55/38/7 theory. Meaning 55% of communication is non-verbal through facial expressions and body language, 38% is vocal (tone, inflection, and pitch), and only 7% of your message is in the words you use.
We express ourselves through all these mediums, meaning we must understand, control, and use them to convey what we mean. And, of course, we communicate through writing, which includes three categories.
- Mediated – blogs, forums, and like mediums where feedback is rarely direct.
- Non-mediated – directly from the sender.
- Electronic – feedback can be immediate, but the messages are sent via text, email, or instant message.
Communication can also either be formal or informal.
What are Communication Skills?
Communication skills are made up of how we convey our meaning. We all have an inner world. Our experiences, perspectives, perceptions, and beliefs make our position unique. It takes skill to communicate all of that effectively.
You have to understand your audience and the context of the situation and control the subliminal messaging so that the person you are communicating with clearly understands your meaning. By improving communication skills, you help your audience better comprehend your perspective.
To do that, you’ll need to master all five types of communication skills. These include
- Oral
- Written
- Physical or Non-Verbal
- Active Listening
- Contextual Communication
Improving communication skills like oral and physical/nonverbal means being intentional with vocabulary, speech, and body language. Body language can include
- Gestures
- Body Language
- Posture
- Finger Usage
- Facial Expression
- Staring
- Eye Contact
While you might think that these don’t matter too much in conversation, that just isn’t the case.
How They Impact Project Management
Any project manager reading this (hopefully) knows that how you convey a message is just as important as the message itself—if not more important. Every project has a distinct culture, meaning people communicate, express themselves, and relay information to others in different ways.
For example, a lack of eye contact on a construction site will get you nowhere. In a meeting with stakeholders, poor posture will not make them feel confident in your ability to do the job. It will make them question you more than they already do. You’ll lose your team’s trust if you use vague language and fail to communicate effectively.
The point is that you need to use and improve your communication skills regularly to ensure success on the project.
Why Improve Communication Skills?
“For over 40% of workers, poor communication reduces trust both in leadership and in their team. Remote workers were more affected, with 54% reporting poor communication impacts trust in leadership and 52% reporting it impacts trust in the team.” Via Forbes.
Imagine being in a position where you didn’t know anything. No one takes the time to explain what is happening, why those things are happening, or your part in it all. When that’s been your experience, why should you trust anything?
The answer is that you shouldn’t. Any leader worth their salt understands that good communication is critical to project success and to personal success. Improving communication skills and techniques improves not only your job satisfaction but also that of your team. It allows people to trust you.
When you improve your communication skills, you enable professional progression that is unavailable otherwise. It helps you connect with coworkers and perform better while also helping your career advance. You get better at asking for what you need, standing up for what is right, and encouraging the same of others.
How To Improve Communication Skills
In our opinion, there are 4 ways to improve your communication skills. Each will help you navigate life better—personally and professionally. These include
- Immediate changes
- Short-term changes
- Long-term changes
- Changes specific to professional settings
Each of these types of strategies and the specific changes are described and listed below.
5 Ways To IMMEDIATELY Improve Communication Skills
There are some things we do that we can change right now. If you haven’t drank any water today, you are probably able to go and get some. There! You made a change. Some things are less easy to change or improve and require more time. We split up these tips because communication is no different.
Some of your habits in conversation are a part of you, even if they aren’t helpful, which means they will take more effort to adjust. And that is okay! That’s why we are here, right?
So, that being said, here are five ways you can immediately improve your communication skills.
#1. Pay Attention To HOW You Communicate
Understanding exactly how you navigate conversations is extremely important. You have to know where you are starting. You may be good at eye contact, but you mumble when nervous. You might be great at explaining your point without filler, but you can’t write a helpful email to save your life.
This tip is crucial for improving communication skills because it allows you to spend time on what matters.
#2. Tailor Your Message To Your Audience
If you are speaking to a trusted colleague who has a very similar level of project understanding that you do, you do not need to explain the project as if they have no idea what’s going on. On the other hand, if you are talking to a stakeholder about a very niche topic that you are pretty sure they’ve never heard of, you may need to adjust your language.
Tone, formality, and content can all change depending on who you are speaking with, so a helpful tip is to be aware of who you are speaking with.
#3. Simplify The Message
You could also call this “Get To The Point” or “Less Is More.” Sometimes, you just need to say a few words and end it right. Use precise language, avoid jargon, and try not to be vague. Honestly, the fewer the words, the better.
#4. Prepare Yourself
Before you have an important meeting, attempt to prepare at the beginning of the day and at any other point where it’s needed. Look through your notes, emails, and other information sources. If you struggle with communication, improve them by knowing what’s up.
Also, prepare for different answers to your words. No one will ever deliver exactly what you think, so you might as well be prepared and open.
#5. Active Listening
When people reply to your probes, give you information, or willingly open themselves up to you, you need to hear them. It’s a great way to show respect for the people you work with and interact with.
Short-Term Ways To Improve Communication Skills
After you’ve made immediate improvements to your communication skills, you will notice things get easier. You better recall conversations, capture and hold attention better, etc. Once you feel you’ve gotten more comfortable with those skills, you move on to the next ones relevant to you.
Pro Tip: When you decide to improve your communication skills, document your communication issues throughout the day. Then, examine what might be the root cause. Compare your findings with the lists below and map your way forward.
Fix Your Attitude
First things first, consider the following.
Did you know that you might be a know-it-all? Did you know that you come off as abrasive for no apparent reason? Did you know about that habit of shutting down ideas way too hard? Did you know that the truth doesn’t have to be mean? Did you know that no one judges you the way you think they are?
Project managers are leadership, sure. That does not mean project managers get to be jerks.
Improving communication skills means looking at where you lack and addressing it. We aren’t going to get very far if you don’t have an open mind. Look past what’s in it for you. Display your general respect for people if you can find it. Don’t be such a know-it-all. Don’t think everyone is out here judging you because they aren’t.
Watch Your Tone
Seriously, be careful about what inflections you attach to the words. Only 7% of communication happens with your words, which means people will take how you say something a lot farther than what you said.
Bad personality traits are often found in how someone communicates rather than what they say. For example, you can say, “There’s a cat over there,” in a neutral tone or make it angry, sarcastic, sad, or pleasant. You have to balance your message with the intention.
We don’t mean to say you should altogether remove tone; sounding indifferent can also be an issue. Just watch it.
Chill With The Fillers
If you have a habit of filling up gaps in conversations with “Uhm,” we recommend you work on that. We also recommend you check in with your delivery from time to time. Be careful not to stretch out your meanings.
Consider the two following sentences
- I am a 32-year-old male with no criminal record.
- Just over 32 years ago, I was born to my parents, and since then, I’ve not committed any crimes. I am also a male.
Those hold the same exact message, but one just uses more words. Try not to do that. Also, avoid words with double meanings.
Check Your Rhythm
Sometimes, speaking too slowly or too quickly can mess with how your meaning is received. You can improve this communication skill by reading out loud, like you did in school. This can really, really improve your speaking abilities.
Long-Term Ways To Improve Communication Skills
Now, we understand that classifying some of these tips as immediate, short-term, or long-term might be subjective, but the intention is clear. Some of these improvements will take you years, and some will be handled in a matter of months. It’s up to you.
With that in mind, here are 8 ways to improve your communication skills in the long run.
1. Fix Your Confidence
Navigating conversation means putting yourself out there. Reducing the palpable hesitation in your voice, speaking with assurance, and at the right rhythm is a part of this, but you also need to know that you deserve to be in the room. Right in the moment, you can pause to collect yourself to help with confidence quickly and speak to others directly while maintaining eye contact.
2. Explore Empathy
Every person you have ever seen, heard, or heard of has an entire world they live in every single day of their lives—just like you. Placing yourself in someone else’s shoes can be an extremely helpful trick to handle better and understand communication.
3. Fixing Your Posture
You have to display that confidence in your body, especially the first time you meet someone. However you decide to hold yourself will either support or weaken the message you’re trying to convey.
4. Be Present
Put down your phone from time to time, especially when you are speaking to people. Limit the distractions and try to be fully present while having that conversation. This is a much longer-term practice that will help every facet of your life, both personal and professional.
5. Respect People
Not only does this mean respecting the people around you, but it also means respecting their time, their needs, and their boundaries. Respond in a timely manner. Hold meetings at reasonable hours and do not expect anyone to hand over their personal life for the sake of a work issue.
Also, respect their opinions, views, and points of view—even if they conflict with yours.
6. Attempt Patience
You should be patient with those around you. Not everyone sees things the way you do. Almost no one shares all the same circumstances, and few will have the same things to consider. Because no two people communicate the same way, we would encourage you to keep a relaxed, open mind.
So, when mistakes happen, when goals aren’t met, and when issues arise, we recommend that you lead with patience. Also, have some patience for yourself. Being a human is hard enough.
7. Accept AND Use Feedback
Don’t look at feedback as only criticism. Yes, there might be some laced in there occasionally. But in general, people mean well when they give their notes. When you allow other perspectives into your view and consider them, you will only get better. Acting as if everything is always an attack will only slow you down.
It’s smarter to take a more forward approach. So, you should seek it out, face it, consider it, and incorporate it. You will be better for it.
How To Improve Professional Communication Skills
We would be remiss not to mention that there are communication skills that are used mostly in professional settings. Those, too, must be improved. While all of these skills are useful, writing a great email is not something that is regularly needed in your personal life.
Some ways to improve communication skills in the workplace include
- Writing Concise Emails – Don’t be rude, but remember that getting to the point is almost always better.
- Respect Their Time – Just like you, most people are looking to what they have to do next. So, when you can, give people their time back.
- Know Your Stuff – Coming into a meeting blind and ignorant will win you points with absolutely no one. It will also make you more nervous, so don’t do it.
- Communicate More – If there are issues, communicate them. If there are wins, communicate them. Be ahead of the narrative as often as possible.
Improving communication skills is a necessary feat in any professional’s journey. Don’t let something so silly get in the way of your progress.
Key Takeaways To Improve Communication Skills
The only person who can improve you and your communication skills is you. They are extremely useful in helping you maneuver situations with family, friends, and others effectively while getting your needs met.
If you are having trouble getting past these hurdles and really can’t seem to improve those communication skills, we recommend you record yourself. Always be ready for different answers than those you want. And remember, this is all about helping others understand you while better understanding them. It’s a journey.
You’ll improve, plateau, and fall on your face, but always get back up. You don’t need to be perfect, just improving.
Let New Ideas Find You
Here at A.McBeth, Inc., we know it’s better to open our thinking caps, receive new ideas, and use them occasionally than act like we know everything. Project management is pretty uncomfortable with that attitude, so we are offering up new (and old) ideas all month long, so sign up to be notified the next time one pops up. You won’t want to miss it!
