HOW DO WE COMMUNICATE?
Two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode) information, news, ideas and feelings but also create and share meaning. In general, communication is a means of connecting people or places. In business, it is a key function of management--an organization cannot operate without communication between levels, departments and employee
Most people think about speech when they think about communication but there are many other ways we can also use to communicate with each other.
- Facial expressions.
- Gestures.
- Pointing / Using hands.
- Writing.
- Drawing.
- Using equipment e.g. Text message or computer.
- Touch.
- Eye contact.
The following list includes links to other pages at Skills You Need that can help you further improve your communication skills.
Learn to Listen
Listening is not the same as hearing; learn to listen not only to the words being spoken but how they are being spoken and the non-verbal messages sent with them. Use the techniques of clarification and reflection to confirm what the other person has said and avoid any confusion. Try not to think about what to say next whilst listening; instead clear your mind and focus on the message being received. Your friends, colleagues and other acquaintances will appreciate good listening skills.
Be Aware of Other Peoples Emotions
Be sympathetic to other people's misfortunes and congratulate their positive landmarks. To do this you need to be aware of what is going on in other people’s lives. Make and maintain eye contact and use first names where appropriate. Do not be afraid to ask others for their opinions as this will help to make them feel valued.
Consider the emotional effect of what you are saying and communicate within the norms of behaviour acceptable to the other person.
Be sympathetic to other people's misfortunes and congratulate their positive landmarks. To do this you need to be aware of what is going on in other people’s lives. Make and maintain eye contact and use first names where appropriate. Do not be afraid to ask others for their opinions as this will help to make them feel valued.
Consider the emotional effect of what you are saying and communicate within the norms of behaviour acceptable to the other person.
Empathise
Empathy is trying to see things from the point-of-view of others. When communicating with others, try not to be judgemental or biased by preconceived ideas or beliefs - instead view situations and responses from the other person’s perspective. Stay in tune with your own emotions to help enable you to understand the emotions of others.
If appropriate, offer your personal viewpoint clearly and honestly to avoid confusion. Bear in mind that some subjects might be taboo or too emotionally stressful for others to discuss.
Encourage
Offer words and actions of encouragement, as well as praise, to others. Make other people feel welcome, wanted, valued and appreciated in your communications. If you let others know that they are valued, they are much more likely to give you their best. Try to ensure that everyone involved in an interaction or communication is included through effective body language and the use of open questions.
5 Ways to Improve Your Communication Skills
1. Never talk over people.
This demonstrates a real lack of respect. By talking over someone what you’re basically saying is “I don’t care what you’re saying—what I have to say is more important”.
2. Don’t finish other people’s sentences.
I used to do this a lot thinking I was helpfully finishing people’s sentences for them. Wrong. Research has shown by doing this you are dis-empowering the other person because you are taking control of the conversation, so bite your tongue!
3. Paraphrase.
If you want to show that you have really understood someone, then paraphrasing a great tool. All you do is repeat back to someone what they have just said, before you comment yourself. Here’s an example: “So Barney, what I’m hearing is that results are the number one objective for you right now and we need to find some fast solutions for you?”
4. Listen actively.
Focus on active listening instead of passive listening. The difference is that active listening means you engage and respond to the other person based on what they have said, passive listening is simply the act of listening with no response.
5. Maintain eye contact.
By looking the other person in the eye, you are proving that you’re interested in what they’re saying. This also keeps you focused and less distracted.
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