By Craig Harrison
You've seen it in every classified ad and most job descriptions: Must have excellent communication skills. Even worse, once hired, it reappears annually each review period:
Improve communication skills. What's a person to do? Communication skills don't require a graduate degree, just common sense, a bit of homework and a better understanding of the
role communication plays -- in everything:
- Listen. You don't have to speak like John F. Kennedy or orate like Dr. Martin Luther King, Jr. to be considered a good communicator. Listening skills are the most
ignored aspect of good communication skills. More misunderstandings occur due to poor listening than to misstatements.
- Suspend that urge to speak while others are speaking. Don't begin to prepare what you'll say next. Listen actively and intently, with ears, eyes, mind and body. Are you
following what's being said? If so, nod in agreement. If not, a furrowed brow indicates you are confused. Your speaker needs these cues. If you are truly heard and understood,
repeat it back in your own words. This lets both parties know they're on the same wavelength.
- Mind Your ABCs: Accuracy, Brevity and Clarity.
- Confirm you are being understood. People appreciate short sentences; they are often confused by long, convoluted ones. Keep it succinct.
- Don't be labeled "missing in action." Some excellent communicators are deemed less so for not contributing in meetings. Don't let that happen to you.
- Rehearse your ad-libs. Now the night before meetings, review the agenda, compose your thoughts and rehearse making powerful yet concise statements about items of the
day. To others, such remarks may appear off-handed. But you will be perceived as a more powerful and effective communicator. Also, develop a nice yet firm statement to deal with
interruptions, which will remind people you haven't yielded the floor yet.
- It takes two. Don't pay the price for another's communication shortcomings. It may require some work on your part, but it's worth the effort.
- Fill the gap. Don't be just a listener. Ask questions, even if those you are with don't; it will benefit everybody involved.
- Write your speech. It sounds like a Buddhist precept, but remember: Writing is a big part of communication. Let e-mails, weekly reports and other writings reinforce
your clear thinking, organizational skills, attention to detail and ability to express important ideas.
- Make your writing easy to read. Spelling matters, even in e-mail. Use white space, numbered lists and bulleted items to communicate more effectively. Titles, subtitles
and lists similarly add cogency. Write your piece, set it aside for a spellcheck, then review it and strike out 25 percent to say it more succinctly.
- Speak up. Consider taking a public speaking class to improve your oral communication skills. The new skills, offline practice and confidence gleaned will help you in
meetings, in giving reports and in making presentations.
Excellent communication skills help in many ways. With practice you can confidently give a speech, make a cold call, train others; conduct a meeting, make a sales presentation,
interview someone or be interviewed.
Improved communication skills can open many doors, both within and beyond the workplace. It's time you sharpen your CQ -- Your Communication Quotient.
Contact:
Craig Harrison is president of Expressions of Excellence, Oakland, CA. He can be reached at [email protected].