COMMUNICATION SKILL

COMMUNICATION SKILL
What are communication skills?

• Communication skills are abilities you use when giving and receiving
different kinds of information. While these skills may be a regular part
of your day-to-day work life, communicating in a clear, effective and
efficient way is an extremely special and useful skill. Learning from
great communicators around you and actively practicing ways to
improve your communications over time will certainly support your
efforts to achieve various personal and professional goals.
• Communication skills involve listening, speaking, observing and
empathizing. It is also helpful to understand the differences in how to
communicate through face-to-face interactions, phone conversations and
digital communications, like email and social media.
Types of communication

• There are four main types of communication you might use on a daily
basis, including:
1. Verbal: Communicating by way of a spoken language.
2. Nonverbal: Communicating by way of body language, facial
expressions and vocalics.
3. Written: Communicating by way of written language, symbols and
numbers.
4. Visual: Communication by way of photography, art, drawings,
sketches, charts and graphs.
How to improve your communication skills
With experience and practice, you can learn and improve your communication skills. Start by identifying your strengths and
then practice and develop those areas.

Observe good communicators around you

Identify professionals, family and friends who consistently communicate ideas and information clearly with respect, empathy
and confidence. Observe and take notes on the specific ways they communicate with others. Do they use a certain tone of
voice in some cases? When? How do they explain complex information, ideas or instructions? What kinds of emotion do they
use when communicating, if any? How do their communications affect others?

Ask a close friend or colleague for constructive criticism

It can be hard to know how you are perceived as a communicator. To get an objective opinion, ask a trusted friend for their
honest feedback. Understanding your areas of improvement for communication can help you identify what to focus on.

Practice improving communication habits

Many communication skills are habits you have developed over time. You can improve those skills by practicing new habits
that make you a better communicator. That might include being more responsive to communications when they are sent,
reminding yourself to give eye contact, practicing giving positive feedback and asking questions in conversations.

Attend communication skills workshops or classes

There are several online and offline seminars, workshops and classes that can help you be a better communicator. These
classes may include instruction, roleplay, written assignments and open discussions.
Seek opportunities to communicate

Seek out opportunities both on and off the job that require you to use communication skills. This will help you keep good
skills fresh while also allowing you the opportunity to practice new skills.
Related: How to Improve Communication Skills

Communicating effectively in the workplace

While there are several communication skills you will use in different scenarios, there are a few ways you can be an effective
communicator at work:

Be clear and concise

Making your message as easy to consume as possible reduces the chance of misunderstandings, speeds up projects and helps
others quickly understand your goals. Instead of speaking in long, detailed sentences, practice reducing your message down to
its core meaning. While providing context is helpful, it is best to give the most necessary information when trying to
communicate your idea, instruction or message.

Practice empathy

Understanding your colleague’s feelings, ideas and goals can help you when communicating with them. For example, you
might need help from other departments to get a project started. If they are not willing to help or have concerns, practicing
empathy can help you position your message in a way that addresses their apprehension.
Assert yourself

At times, it is necessary to be assertive to reach your goals whether you are asking for a raise, seeking project
opportunities or resisting an idea you don’t think will be beneficial. While presenting with confidence is an
important part of the workplace, you should always be respectful in conversation. Keeping an even tone and
providing sound reasons for your assertions will help others be receptive to your thoughts.

Be calm and consistent

When there is a disagreement or conflict, it can be easy to bring emotion into your communications. It is
important to remain calm when communicating with others in the workplace. Be aware of your body language
by not crossing your arms or rolling your eyes. Maintaining consistent body language and keeping an even tone
of voice can help you reach a conclusion peacefully and productively.

Use and read body language

Body language is a key part of communication in the workplace. Pay close attention to the messages people are
sending with their facial expressions and movements. You should also pay close attention to the way you might
be communicating (intentionally or not) with your own body language.
Here are the top communication skills employers and recruiters
want to see in your resume and cover letter, interviews and career
development:
1. Active listening

• Active listening means paying close attention to who you’re communicating with by
engaging with them, asking questions and rephrasing. Practicing active listening can build
respect with your coworkers and increase understanding in the workplace. As you actively
listen, focus on the speaker, avoiding distractions like cell phones, laptops or other
projects, and by preparing questions, comments or ideas to thoughtfully respond.
• Improve your active listening abilities by paying attention to other people’s facial
expressions, body language and tone. Instead of preparing what you will say, focus on
what the other person is saying and how they are saying it. If you need to clarify
something, ask followup questions or rephrase what they’ve said to confirm that you
understood them correctly.
2. Communication method

Using the right way to communicate is an important skill. There are benefits and disadvantages to talking through emails,
letters, phone calls, in-person meetings or instant messages. Communicating is better when you consider your audience,
what information you want to share and the best way to share it.
For example, if you are communicating with a potential employer, it may be better to send a formal email or call them on
the phone. In the workplace, you may find it’s easier to communicate complex information in person or via a video
conference than by email. Building remote workplace friendships is easier when you can speak through instant messages.

3. Friendliness

Friendly traits like honesty and kindness can help foster trust and understanding when communicating at work. Try to
communicate with a positive attitude, keep an open mind and ask questions to help you understand where they’re coming
from. Small gestures such as asking someone how they’re doing, smiling as they speak or offering praise for work well
done can help you foster productive relationships with colleagues and managers.
You can practice friendliness by remembering small, thoughtful details about your coworkers or past conversations. For
example, if a coworker tells you their child’s birthday is soon and you connect with them again later, you might ask them
how the birthday party went.

4. Confidence

In the workplace, people are more likely to respond to ideas that are presented with confidence. There are many ways to
appear confident, including by making eye contact when you’re addressing someone, sitting up straight with your
shoulders open and preparing ahead of time so your thoughts are polished and you’re able to answer any questions.
Confident communication is useful not just on the job but also during the job interview process.
5. Sharing feedback

Strong communicators can accept critical feedback and provide constructive input to others.
Feedback should answer questions, provide solutions or help strengthen the project or topic at hand.
Providing and accepting feedback is an essential workplace skill, as it can help both you and the
people around you make meaningful improvements to their work and their professional
development.
A great way to learn how to give feedback is to take notes from others on the feedback they offer
you. When you come across a well-explained piece of feedback, take some time to observe and
analyze why it was good, why it resonated with you and how you might apply those skills in the
future.

6. Volume and clarity

When you’re speaking, it’s important to be clear and audible. Adjusting your speaking voice so you
can be heard in a variety of settings is a skill, and it’s critical to communicating effectively. Speaking
too loudly may be disrespectful or awkward in certain settings. If you’re unsure, read the room to see
how others are communicating.
Another aspect of verbal communication is vocalics and tonality. This involves how your tone moves
up and down, your pitch, your accent pattern and the spaces you place between phrases. Such details
can be effective in communicating emotions and offer your audience insights into how your message
should be interpreted (whether you realize it or not).
7. Empathy

Having empathy means that you can not only understand, but also share in the emotions of others. This
communication skill is important in both team and one-on-one settings. In both cases, you will need to
understand other people’s emotions and select an appropriate response.
For example, if someone is expressing anger or frustration, empathy can help you acknowledge and diffuse their
emotion. At the same time, being able to understand when someone is feeling positive and enthusiastic can help
you get support for your ideas and projects.
Related: How to Be Empathetic in the Workplace

8. Respect

A key aspect of respect is knowing when to initiate communication and respond. In a team or group setting,
allowing others to speak without interruption is seen as a necessary communication skill tied to respectfulness.
Respectfully communicating also means using your time with someone else wisely—staying on topic, asking
clear questions and responding fully to any questions you’ve been asked.

9. Nonverbal cues

A great deal of communication happens through nonverbal cues such as body language, facial expressions and
eye contact. When you’re listening to someone, you should be paying attention to what they’re saying as well as
their nonverbal language. By the same measure, you should be conscious of your own body language when
you’re communicating to ensure you’re sending appropriate cues to others.
10. Responsiveness

Whether you’re returning a phone call or sending a reply to an email, fast communicators are viewed as
more effective than those who are slow to respond. One method is to consider how long your response
will take.Is this a request or question you can answer in the next five minutes? If so, it may be a good idea
to address it as soon as you see it. If it’s a more complex request or question, you can still acknowledge
that you’ve received the message and let the other person know you will respond in full later.
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