Effective Communication

The last segment covered the importance of listening. Now, I want to tell you about effective communication. When I talk about communication, I mean more than just the words you are speaking. It would help if you considered your audience, body language, tone, and time. All of this is an exercise of empathy. Simply caring about your audience enough to consider their knowledge level on the topic and how much time they are available to talk about the subject can help them receive the message better. Also, considering your body language and tone shows you care about the receiver and the message.

I like to think that conversations are an opportunity to establish and strengthen relationships. This is the primary reason why I communicate. It comes from a place of genuine caring instead of selfishness. One of my favorite authors, Simon Sinek, says it should always start with why. Understanding your why is critical to business and personal communications. Evaluating your reason for speaking is a good way to consciously recognize what your goal is for the conversation and for the relationship.

Audience

When you have an important message to communicate, think about who will be there to receive it. Consider if they know anything about the topic. You may need to keep your conversation in lay terms if they do not. Another example is when you are trying to convince someone you have a good idea. You want to consider how your idea will impact them positively. Think of it as a job interview. You want to sell yourself and your ideas as a positive contribution to the company.

Be flexible. I have been in the middle of conversations where I realized the people knew less than I anticipated. I could see by the look on their faces that I had lost them. I quickly asked if everyone was understanding so far. It gave space for them to ask questions, gain understanding, and get back on track.

Body Language

We can send messages through our body without saying a word. It can send the wrong message unintentionally. For example, you may be cold and have your arms crossed. Someone else could read that you look angry or closed off. If this is happening to you, you can mention the room is cold and try to keep your arms unfolded. This example could send a negative message and keep your audience from listening to or accepting your message. Positive body language includes smiling, using your hands to emphasize a point, and standing or sitting up straight without looking stiff.

Tone of Voice

Your voice's tone can mix with body language to confirm how you are feeling to your audience. Being nervous can make a person sound angry. I suggest practicing what you have to say to make you more comfortable with the topic. It makes it easier to smile and have fun with the subject.

On days when I have a headache, but want to continue working, I will often start off with an explanation and apology for my tone. This is preparing the person I am speaking to expect my tone to be different from my intention.

Time

Being considerate of others' time is an easy way to gain trust and your intended audience's attention. Asking if someone has 15 minutes to talk to you about a particular topic helps the person decide if they have the time or energy to tackle the issue with you. They may be busy or in a bad mood. Let them choose when they are more receptive to your conversation. And stick to the amount of time you are asking for. When your 15 minutes are up, respectfully ask if they have more time or would like to revisit the topic another day.