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8 Ways You Can Improve Your Communication Skills

The following eight points present a series of strategies designed to enhance communication skills.

The following text constitutes a guide to the establishment of superior communication habits, with a view to achieving success within the workplace.

The capacity of a leader to communicate in a clear and effective manner with employees, within teams, and across the organisation is a fundamental aspect of a successful business.

In the contemporary business environment, characterised by its complexity and rapid evolution, the significance of effective communication has reached unprecedented levels. This is further compounded by the proliferation of diverse communication tools, the prevalence of fully or partially remote teams, and the emergence of multicultural teams that span multiple time zones. Consequently, the challenges associated with effective communication have never been more pronounced.

Consequently, the capacity to communicate effectively is arguably the most critical skill for a manager to possess.

It is encouraging to note that the acquisition and mastery of these skills is indeed attainable.

The following eight points are designed to assist individuals in optimising their communication skills, thereby contributing to the success of their organisation and career.

1. It is imperative that the text is clear and concise.

The crux of effective communication lies in the judicious selection of words. With regard to the selection of vocabulary, the principle of economy of expression is to be favoured.

The cornerstone of efficacious and persuasive communication, in both its written and spoken forms, is clarity of expression. When circumstances permit, brevity is also to be recommended.

Prior to embarking on any form of communication, it is imperative to define one's objectives and the target audience.

It is imperative to meticulously and explicitly delineate the intended message and its underlying rationale to ensure the comprehensive inclusion of all pertinent information. This process will also facilitate the elimination of irrelevant details.

It is important to avoid unnecessary words and overly ornate language, as these can distract from the core message.

While repetition may be necessary in certain cases, it is important to employ it judiciously and sparingly. The reiteration of a message is known to ensure its reception by the intended audience; however, excessive repetition can result in the complete disengagement of the audience.

2. It is recommended that preparation be undertaken in advance.

It is imperative to have a clear understanding of one's intended message and the manner in which it is to be conveyed prior to engaging in any form of communication.

Nevertheless, it should be noted that adequate preparation for a presentation encompasses more than mere rehearsal.

Preparation entails consideration of the entirety of the communication, from its inception to its conclusion. It is imperative that the necessary information is thoroughly researched in order to provide a robust foundation for the message. It is imperative to consider how one will respond to questions and criticisms. It is important to attempt to anticipate unanticipated events.

In preparation for a performance review, it is advisable to compile a dossier of concrete examples of the employee's behaviour, which can then be used to support the evaluation process.

Prior to engaging in salary or promotion negotiations, it is imperative to have a clear understanding of one's desired outcomes. It is imperative to be prepared to engage in deliberations concerning potential ranges and the identification of compromises. It is essential to have a clear understanding of the boundaries of one's own tolerance and those that are not willing to be crossed. It is imperative to have specific details to support one's case, such as relevant salaries for one's position and one's location. However, it is crucial to ensure that one's research is based on publicly available information, rather than company gossip or anecdotal evidence.

Prior to engaging in any discourse, it is imperative to engage in a brainstorming session to identify potential inquiries, requests for further information, or clarifications. This preparatory step ensures that you are equipped to address these potential challenges with composure and clarity.

3. It is imperative to be mindful of non-verbal communication.

The assertion that our facial expressions, gestures, and body language can, and often do, convey more information than our verbal utterances is one that has been well-documented.

Research has demonstrated that non-verbal cues can exert a significant influence, with their impact often ranging from 65 to 93 percent more than that of spoken language. Furthermore, non-verbal signals are more likely to be believed than spoken words, particularly when there is a discrepancy between the two.

It is imperative that leaders possess a high level of proficiency in the interpretation of non-verbal cues.

Employees who may be reluctant to articulate their disagreements or concerns may demonstrate their discomfort through gestures such as crossed arms or an apparent reluctance to engage eye contact. It is posited that those who are cognisant of others' body language may be able to adjust their communication tactics appropriately.

Concurrently, leaders must also demonstrate an aptitude for the regulation of their own non-verbal communications.

It is imperative that non-verbal cues consistently support the message being conveyed. In the most favourable scenario, the presence of conflicting verbal and non-verbal communication can result in a state of perplexity. In the most unfavourable circumstances, this can have a deleterious effect on the message, and on the confidence of the team in the speaker, the organisation, and indeed themselves.

4. Watch your tone

The manner in which one articulates their thoughts and ideas can be as significant as the content itself. As with other non-verbal cues, the tone of voice can add power and emphasis to the message, or it can undermine it entirely.

In the context of workplace disagreements and conflicts, the issue of tone assumes particular significance. The judicious selection of vocabulary is conducive to the establishment of positive relations and the fostering of trust. The judicious selection of vocabulary is of paramount importance in order to avoid potential misunderstandings, as a word with unclear or negative connotations can have a rapid and deleterious effect on the communication process.

The study of rhetoric encompasses various elements, including but not limited to: volume, projection, and intonation, as well as the selection of vocabulary. In real time, it can prove challenging to regulate tone in a manner that aligns with one's intended intention. However, if the recipient perceives that the tone is inappropriate, they will be able to modify it accordingly.

The ability to regulate tone in one's writing is a crucial skill that can be developed and refined through practice. It is imperative to read your communication carefully at least twice, giving due consideration to both tone and message. It may be advisable to read the text aloud or to request that a trusted colleague performs this task, provided that confidentiality is not compromised in the process.

Furthermore, when engaging in a heated dialogue over email or other written medium, it is advisable to exercise caution and not respond too hastily.

In the event that this is feasible, it is recommended that a written response be prepared, but that this be held for a period of one or two days before being dispatched. In many cases, it has been demonstrated that re-reading a message after a period of emotional cooling allows the individual to moderate their tone in a manner that is less likely to escalate conflict.

5. It is imperative to engage in active listening.

The act of communication is frequently observed to transpire between a minimum of two parties.

It can thus be concluded that, in the context of effective communication, listening is as crucial as speaking. However, the act of listening can be more challenging than is commonly perceived.

In her blog post entitled "Mastering the Basics of Communication", communication expert Marjorie North posits the notion that individuals tend to perceive only half of what the other person says during any given conversation.

The objective of active listening is to ensure that one comprehends not only the words articulated by the interlocutor, but also the underlying message. The following recommendations are provided for effective active listening:

It is imperative that the speaker is given one's undivided attention.

The process of achieving mental clarity necessitates the elimination of distractions, preconceived judgements, and counter-arguments.

It is important to resist the temptation to interject with one's own thoughts.

It is imperative to maintain an open and positive body language to ensure optimal cognitive function and to demonstrate to the speaker that one is attentively listening.

It is imperative that the content of the response is consistent with that which was previously articulated.

The utilisation of open-ended inquiries is recommended in order to facilitate the acquisition of further information.

6. The cultivation of emotional intelligence is of paramount importance.

The cornerstone of effective communication is rooted in emotional intelligence. In essence, effective communication with others is predicated on the ability to assess and understand one's own emotions.

As Margaret Andrews asserts in her article, "How to Improve Your Emotional Intelligence," effective management of emotions and behaviours is contingent upon the ability to recognise and understand one's own emotional state and the subsequent actions it prompts.

Leaders who possess a high level of emotional intelligence will inherently find it more straightforward to engage in active listening, maintain an appropriate tone, and utilise positive body language, for example.

The ability to comprehend and regulate one's own emotional responses constitutes merely a fraction of what is encompassed by the concept of emotional intelligence. The other component — which is equally important for effective communication — is empathy for others.

Empathising with an employee, for instance, has been demonstrated to facilitate challenging conversations.

While it remains incumbent upon the individual to deliver unfavourable communications, actively engaging with the recipient's perspective and demonstrating comprehension of their emotional state can significantly contribute to the mitigation of emotional distress or the prevention of misinterpretations.

7. The development of a workplace communication strategy is imperative.

In the contemporary workplace, there is a constant flow of information across a wide variety of formats. It is imperative that each individual communication is comprehended within the broader context of the overarching flow of information.

Even the most effective communicator may encounter difficulties in conveying their message without a workplace communication strategy.

A communication strategy may be defined as the framework within which a business conveys and receives information. It is imperative that this document delineates the manner and substance of communication with customers, clients, stakeholders, managers and employees.

In order to initiate proceedings, it is imperative to establish the fundamental principles of the strategy. Primarily, it is essential to determine the recipients of the message and the timing of its delivery. This approach is designed to ensure that all parties receive the correct information at the optimum time.

The level of detail can be tailored to the specific needs of the user, and may include the definition of the tools employed for the collection of information. For instance, it may be determined when it is suitable to utilise a group chat for the entire team or organisation, or when a meeting should have been summarised in an email instead.

The creation of fundamental guidelines has the potential to facilitate the dissemination of information. This approach will facilitate the dissemination of essential information while ensuring that significant knowledge is not overshadowed by superfluous details.

8. The creation of a positive organisational culture is of paramount importance.

The corporate culture in which communication takes place is also of crucial importance to the effectiveness of that communication.

In a positive work environment, characterised by transparency, trust, empathy and open dialogue, communication is rendered more straightforward and efficacious.

Employees have been shown to be more receptive to the communication of their manager's message if they have confidence in the manager's trustworthiness. Furthermore, it has been demonstrated that those in managerial roles are better equipped to engender both buy-in and constructive criticism if they foster an environment in which their employees feel at ease with voicing their opinions, offering suggestions, and providing feedback.

In a blog post entitled "Six Tips for Building a Better Workplace Culture", Lorne Rubis asserts that "the most dangerous organisation is a silent one". Effective communication, in both directions, is predicated on a foundation of trust and psychological safety.

It is evident that authoritative managers who demonstrate a reluctance to disseminate information, exhibit an unwillingness to consider suggestions, and evade accountability for their errors are likely to encounter a response characterised by defensiveness or even complete disregard when their suggestions and criticisms are conveyed.

In the absence of a foundation of trust and transparency, even the most innocuous communication can be misconstrued, resulting in misunderstandings and unnecessary conflict.

The act of communicating with colleagues and employees is an inevitable aspect of any professional environment and is subject to inherent challenges. It is inevitable that misunderstandings and miscommunications will arise, necessitating resolution. Regrettably, corporate communications are not always aligned with our expectations, a phenomenon that is particularly salient during periods of adversity.

However, the cultivation of efficacious communication skills will facilitate one's role as a leader, including during challenging interactions. The investment of time in the cultivation of these competencies is undoubtedly a judicious use of resources.

The following proposal is made with the aim of facilitating the development of skills.

The selection of an appropriate programme is of paramount importance.

A comprehensive selection of Professional and Executive Development programs is available for perusal.

Developing Effective Communication Skills

The development of effective communication skills is of paramount importance.

It is reasonable to hypothesise that a practising oncologist will utilise a wide variety of media for the purpose of communication. The communication methods employed by these individuals include telephone conversations, electronic mail messages, individual face-to-face conversations, participation in meetings, and the issuance of both verbal and written directives. It is evident that the aforementioned parties engage in communication with a multitude of audiences, including patients and their families, referring physicians, and office staff.

However, the question remains as to whether such communication is occurring in an effective manner. The ability to manage divergent or challenging viewpoints is a critical skill in any professional context. The present study seeks to explore the tendency of individuals to exercise restraint in expressing disagreement, particularly in instances where the interlocutor is an authority figure. Do you consider meetings to be a futile exercise? The purpose of this study is to examine the impression made on group members by the communication style of the individual in question.

It is imperative to adopt an active listening approach.

The foundation for effective communication is effective listening. As asserted by Kenneth H. Cohn, MD, MBA, FACS, a physician communication expert, "active listening is listening with all of one's senses". "The act of listening entails both the use of one's eyes and years of experience. It is noteworthy that merely 8% of communication is related to content; the remaining 92% pertains to body language and tone of voice."

Cohn proposes the establishment of an environment conducive to "accommodating listening". For instance, it is considered poor etiquette to converse while standing when one person is sitting, and vice versa. It is considered good etiquette to make sure that both parties are looking at each other eye to eye. In order to facilitate effective communication, it is recommended that physical barriers, such as a desk, between the parties involved be eliminated. It is imperative that the speaker is acknowledged with appropriate body language; this involves leaning forward slightly and maintaining eye contact. It is considered poor etiquette to cross one's arms, as this gesture has been interpreted as indicating a guarded stance, as well as concealing arrogance, dislike, or disagreement.

In the context of verbal communication, it is imperative to emphasise the value of "being present". It is recommended that the reader take a moment to breathe deeply (or drink some water if they are feeling thirsty) in order to establish a mental and emotional connection with the speaker. Cohn (n.d.) advises that this is not an opportune moment for multitasking, but rather for dedicating one's undivided attention to a single individual. It is evident that when an individual is preoccupied with the subsequent task or verbal expression they are required to undertake, or, more critically, the ensuing words they intend to articulate, they are not engaged in active listening.

According to Cohn, the act of suspending judgment is an integral component of active listening. It is imperative that the speaker is encouraged to articulate their thoughts in their entirety without interruption, criticism, or direction. It is recommended that the speaker be invited to elaborate further on the subject by means of such expressions as "Can you tell me more about it?" or "I would be interested to hear about that".

Finally, the speaker should be invited to elaborate and clarify their statements. It is imperative to note that responding constitutes an integral part of active listening, a fact that assumes particular significance in situations involving conflict.

In the context of active listening, these messages are conveyed to the speaker through both verbal and non-verbal channels.

It is acknowledged that the issue has been comprehended.

I am cognizant of your sentiments regarding the matter.

I am intrigued by your perspective on this matter.

It is not my intention to pass judgement on you.

Communication is defined as a process (Smith, 2019).

The efficacy of communication is contingent upon an appreciation of the entirety of the process, rather than merely the content of the message. When assuming the role of messenger in this process, it is imperative to consider potential barriers at various stages that may impede the intended audience from receiving the message.

It is imperative to be cognizant of the potential impediments to effective communication, including one's own attitudes, emotions, knowledge, and credibility, which may influence the reception of the message. It is imperative to be mindful of one's own body language while articulating thoughts and ideas. Furthermore, it is imperative to take into account the attitudes and knowledge levels of the target audience. The presence of individuals from diverse age groups, sexes, ethnicities, and racial backgrounds can contribute to communication challenges within the group. Additionally, the varying backgrounds in training and expertise can also be a source of diversity.

It is important to note that individuals from different cultures may assign very different meanings to facial expressions, use of space, and, especially, gestures. In some Asian cultures, for instance, it is considered disrespectful for women to look directly into the eyes of their interlocutor. Consequently, they tend to maintain a downward gaze during conversation. However, in the United States, this body language may be misinterpreted as a lack of interest or a lack of attention.

The selection of an appropriate medium for the transmission of a message is of paramount importance. The choice between email and telephone communication is a matter of preference. Personal visit? The following query pertains to the convening of a group discussion at a meeting. The question of whether notes should be inserted in the margin or a typed review submitted is posed. In certain cases, it may be necessary to employ multiple media to convey a message, for instance, by providing the patient with written material to reinforce the content of a verbal conversation, or by initiating a follow-up communication via email with the phrase "As we discussed.", thus recapitulating the salient points of a prior telephone conversation.

In the context of one-on-one communication, the setting and timing can be pivotal to effective communication. The question of whether the discussion should take place in a public setting, such as the corridor, or behind closed doors, is a salient one. In your office or over lunch? It is imperative to consider the mindset and milieu of the communication receiver. It is advisable to exercise caution when imparting information of a complex nature on an individual's first day back from vacation, or if there is awareness of situations that may be a source of anxiety for that individual. Furthermore, when initiating a telephone conversation, it is advisable to ascertain at the outset whether the recipient has a convenient time for the call. It is recommended that a specific time is offered for a subsequent call.

In conclusion, it is imperative to methodically arrange the content of the intended message. It is imperative to ensure that the information being conveyed is not excessively complex or extensive for the medium being utilised or the intended audience. It is imperative to employ language that is commensurate with the intended audience. It is imperative to refrain from the utilisation of medical jargon when engaging with patients.

It is imperative to be mindful of body language, both your own and that of others.

A plethora of non-verbal cues, including but not limited to laughter, gasping, shoulder shrugging and scowling, have meanings that are well understood within the cultural context. However, the meaning of some of these other, more subtle behaviours may not be as well understood.1

Hand movements. The human hand is widely considered to be the most expressive body part, with the capacity to convey a greater degree of information than the face. In the context of conversation, the gesture of moving one's hand behind one's head is often interpreted as a reflection of negative thoughts, feelings, and moods. This phenomenon may be indicative of a range of emotions, including uncertainty, conflict, disagreement, frustration, anger, or dislike. The posture of leaning back and clasping both hands behind the neck is frequently interpreted as a manifestation of dominance.

The subject's countenance was inscrutable. Though theoretically expressionless, a blank face conveys a robust "do not disturb" message and serves as a subtle indication to others to maintain a certain distance. Furthermore, many individuals possess naturally downturned lips and creases in their frown lines, which can result in an otherwise blank face appearing angry or disapproving.

Smiling. While the smile is often perceived as an expression of happiness, it is important to recognise that its manifestation is subject to conscious control. In the United States and other societies, for example, individuals are taught to smile, even in the absence of genuine happiness, as part of a courteous greeting.

The subject was observed tilting their head back. The elevation of the chin and the downward projection of the nose are employed globally as non-verbal manifestations of superiority, arrogance, and disdain.

The act of parting the lips is to be considered here. The sudden parting of the lips can be interpreted as a signal of mild surprise, uncertainty, or unvoiced disagreement.

The application of pressure to the lips. The act of pressing the lips together into a thin line has been observed to be a potential indicator of various emotional states, including anger, dislike, grief, sadness, or uncertainty.

The establishment of a team culture is imperative.

In the field of oncology, as in the majority of medical specialties, a significant proportion of the workload is undertaken by teams. The establishment of effective communication within a team environment is predicated upon the clarification of objectives, the delineation of responsibilities, and the provision and reception of constructive feedback.

Cohn asserts that physicians, as a general rule, are at a disadvantage due to a lack of training in team communication. It is noteworthy that during his own time as a student at business school, the proportion of a grade derived from team projects ranged from 30% to 50%. "However, it is pertinent to consider the extent to which my academic performance in medical school was influenced by team projects. Zero."

Cohn asserts that the most significant impediment to physicians in establishing a team culture is the absence of systematic education regarding the functioning of teams. "We have gained insights into effective team behaviours from our clinical mentors, who, it should be noted, had not undergone formal team training. The predominant styles of leadership that medical residents learn during their training are the 'command and control' approach and the 'pace setting approach,' in which leaders do not explicitly articulate their expectations, but rather expect others to emulate their behaviour.

Cohn asserts that both of these styles impede team cohesion. "The initial step in surmounting this obstacle is to acknowledge one's deficiencies in training, followed by the comprehension that these competencies can be acquired. The ability to listen, demonstrate authentic empathy, and be receptive to novel leadership approaches, such as coaching and the cultivation of a collective vision for the future, are of paramount importance.

The following statement constitutes the stated goals and team values. The concept of an effective team is predicated upon the notion that all members are committed to the pursuit of a shared objective. It is imperative that this objective is articulated with precision. In the context of patient care, the overarching objective is to ensure optimal patient outcomes. However, a team approach has also been demonstrated to be highly effective in achieving other objectives in a physician practice, such as decreasing patient waiting times, recruiting patients for a clinical trial, or developing a community education programme. It is imperative that each member of the team demonstrates a commitment to the team's overarching goal and its specific objectives.

Effective teams are characterised by the presence of explicit and appropriate norms, which may include the scheduling of meetings and the maintenance of information confidentiality. It is important to acknowledge that the development of a climate of trust and mutual respect between teams is a gradual process. Groups do not progress from the initial formation to the performance phase without undergoing a period of negotiation in which team members establish assumptions and expectations for behaviour.2

It is imperative to establish explicit individual expectations. It is imperative that all team members possess a clear understanding of their individual responsibilities and acknowledge their role in achieving the collective goal. It is imperative that they also comprehend the roles of others. It is important to note that certain expectations may pertain to the individual's standard professional responsibilities. In contrast, other expectations may be associated with specific, one-time assignments that are directly aligned with the team's overarching objectives. The leadership of the team may be subject to rotation on the basis of expertise.

It is imperative that members possess the requisite resources to ensure the effective completion of their assigned tasks. These resources encompass a range of elements, including but not limited to, sufficient time, appropriate educational qualifications, and the necessary equipment to achieve the desired outcome. A collective discussion should be initiated in which the requirements for completing the task are clearly defined, and collaborative solutions are sought.

Empowerment. It is imperative that all individuals within the team are empowered to work towards the goal in their respective roles, while also contributing ideas for the benefit of the team as a whole. The instincts and training of physicians are geared towards problem-solving and the issuance of orders; as a result, they frequently attempt to possess all the answers. In an effective team, however, each member feels a sense of ownership over the outcome and is responsible for shared accountability. Cohn observes that when individuals are prompted to articulate their thoughts, they often exhibit a marked increase in energy levels and a strong inclination to engage with the subject matter.

Trust is a prerequisite for effective team functioning, and it is essential that team members have confidence in each other's capabilities to undertake significant tasks. This necessitates the acceptance of others in their current state, the adoption of a creative approach, and the undertaking of calculated risks. Members of the team are invited to indicate the areas in which they would like to take initiative. It is imperative to empower individuals by affording them the autonomy to exercise their own discretion.

Feedback. The provision of feedback on performance is a fundamental principle of motivation. The necessity for daily or weekly results is contingent on the specific objective of the report; for instance, the number of medical records converted to a new system or the average patient waiting times might be reported monthly. The team should collectively determine the outcomes to be reported and the frequency with which they should be communicated.

Positive reinforcement is a key component in the cultivation of positive outcomes. It is imperative that team members provide mutual encouragement. It is imperative to take the initiative and set an example by providing encouragement to those who are experiencing setbacks and acknowledging their accomplishments when they are met with success. It is imperative to express gratitude to individuals for their contributions, both in individual and collective contexts. It is imperative that milestones are celebrated as a means of sustaining team communication and cohesion.

Effective E-mail

Electronic mail possesses a multitude of features that render it an exceptional medium for inter-team communication. Its immediacy, automatic time-stamping, and simplified filing and organisation are but a few of its notable attributes. (The intricacies of email communication with patients will not be delved into in this discussion.)

The e-mail subject line is a particularly useful feature that is often underutilised. It is imperative to cultivate a positive relationship with this tool. The employment of such a device, akin to the utilisation of a newspaper headline, serves to captivate the reader and convey the primary message. Alternatively, it may be employed to draw the reader's attention to a deadline. In the following examples, the recipient of an e-mail marked "HCC" is likely to scroll past it, intending to read it during the weekend. The efficacy of subject line design is contingent upon its ability to alert the reader to the necessity of preparing for the imminent discussion of the designated topic at a forthcoming meeting.

As with all written communication, the most important aspect to consider is the audience. It is imperative to consider the knowledge and biases of the intended recipient when composing an e-mail communication. It is imperative to consider the recipient's location when formulating such a message. The importance of the message to the reader must be considered.

The fundamental purpose of writing is to engage the reader. The objective is to motivate the reader to take action, to gain knowledge or to experience a certain emotion. The text should be written in a manner that assists the reader. The purpose of the email should be stated in the first paragraph, as it is of the utmost importance.

It is generally considered good manners to avoid the use of sarcasm in electronic communications with individuals with whom one has a close relationship. The receiver is unable to interpret the communication due to the absence of contextual cues provided by the speaker's tone of voice and body language. In circumstances where comments are to be conveyed that carry even a modicum of criticism, it is preferable to do so in person or via telephone rather than by means of an e-mail. It is important to note that an individual's written communication, whether it is intended to be humorous or not, can be misinterpreted by others and may be perceived as critical, negative, and potentially damaging. This can result in the dissemination of such communication to other individuals.

The expediency of electronic mail can engender a proclivity to compose messages with alacrity and expeditiously deploy the "send" function. The utilisation of the automatic spell-checker is recommended, as it is generally enabled as the default setting. Nevertheless, spelling errors represent merely a minor aspect of ineffective communication.

It is imperative to allocate sufficient time to peruse the message in its entirety. Have we succeeded in clarifying the issue? The question is whether the organisation is in place. The question must therefore be posed: is it concise? It is imperative to ascertain whether there are any elements that might be susceptible to misinterpretation or that give rise to unresolved inquiries. The rapid nature of electronic mail communication can often result in suboptimal communication, due to the lack of non-verbal cues present in verbal communication.

Finally, it is imperative to provide pertinent contact information, including telephone numbers or alternative e-mail addresses, to facilitate responses or address any queries that may arise.

Conclusion

Conflict is an unavoidable consequence of periods of rapid social transformation. Effective communication is instrumental in the avoidance of conflict and the minimisation of its adverse consequences when it does occur. The subsequent issue of Strategies for Career Success will address the subject of conflict management.