Understanding the Basics of Communication Skills
1
Know what communication really is. Communication
is the process of transferring signals/messages between a sender and a
receiver through various methods (written words, nonverbal cues, spoken
words). It is also the mechanism we use to establish and modify
relationships.
- Have courage to say what you think. Be confident
in knowing that you can make worthwhile contributions to conversation.
Take time each day to be aware of your opinions and feelings so you can
adequately convey them to others. Individuals who are hesitant to speak
because they do not feel their input would be worthwhile need not fear.
What is important or worthwhile to one person may not be to another and
may be more so to someone else.
- Practice.
Developing advanced communication skills begins with simple
interactions. Communication skills can be practiced every day in
settings that range from the social to the professional. New skills take
time to refine, but each time you use your communication skills, you
open yourself to opportunities and future partnerships.
Engage Your Audience
- Make eye contact.
Whether you are speaking or listening, looking into the eyes of the
person with whom you are conversing can make the interaction more
successful. Eye contact conveys interest and encourages your partner to
be interested in you in return.
- One technique to help with this is to consciously look into one of
the listener’s eyes and then move to the other eye. Going back and forth
between the two makes your eyes appear to sparkle. Another trick is to
imagine a letter “T” on the listener’s face ,with the cross bar being an
imaginary line across the eye brows and the vertical line coming down
the center of the nose. Keep your eyes scanning that “T” zone.
- Use gestures. These
include gestures with your hands and face. Make your whole body talk.
Use smaller gestures for individuals and small groups. The gestures
should get larger as the group that one is addressing increases in size.
- Don’t send mixed messages.
Make your words, gestures, facial expressions and tone match.
Disciplining someone while smiling sends a mixed message and is
therefore ineffective. If you have to deliver a negative message, make
your words, facial expressions, and tone match the message.
- Be aware of what your body is saying. Body language
can say so much more than a mouthful of words. An open stance with arms
relaxed at your sides tells anyone around you that you are approachable and open to hearing what they have to say.
- Arms crossed and shoulders hunched, on the other hand, suggest
disinterest in conversation or unwillingness to communicate. Often,
communication can be stopped before it starts by body language that
tells people you don't want to talk.
- Appropriate posture and an approachable stance can make even difficult conversations flow more smoothly.
- Manifest constructive attitudes and beliefs.
The attitudes you bring to communication will have a huge impact on the
way you compose yourself and interact with others. Choose to be honest, patient, optimistic, sincere, respectful, and accepting of others. Be sensitive to other people's feelings, and believe in others' competence.
- Develop effective listening skills:
Not only should one be able to speak effectively, one must listen to
the other person's words and engage in communication on what the other
person is speaking about. Avoid the impulse to listen only for the end
of their sentence so that you can blurt out the ideas or memories your
mind while the other person is speaking.
Use Your Words
Enunciate your words.
Speak clearly and don’t mumble. If people are always asking you to
repeat yourself, try to do a better job of articulating yourself in a
better manner.
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- Pronounce your words correctly. People will judge your competency through your vocabulary. If you aren’t sure of how to say a word, don’t use it.
- Use the right words.
If you’re not sure of the meaning of a word, don’t use it. Grab a
dictionary and start a daily habit of learning one new word per day. Use
it sometime in your conversations during the day.
- Slow your speech down.
People will perceive you as nervous and unsure of yourself if you talk
fast. However, be careful not to slow down to the point where people
begin to finish your sentences just to help you finish.
Use Your Voice
- Develop your voice – A high or whiny voice is not perceived to be one of authority.
In fact, a high and soft voice can make you sound like prey to an
aggressive co-worker or make others not take you seriously. Begin doing
exercises to lower the pitch of your voice. Try singing, but do it an
octave lower on all your favorite songs. Practice this and, after a
period of time, your voice will begin to lower.
- Animate your voice.
Avoid a monotone and use dynamics. Your pitch should raise and lower
periodically. Radio DJ's are usually a good example of this.
- Use appropriate volume.
Use a volume that is appropriate for the setting. Speak more softly
when you are alone and close. Speak louder when you are speaking to
larger groups or across larger spaces.