One of the key lessons I've learned is that strong leaders are also effective communicators. Leadership can manifest at different organizational levels, from the shopfloor to C-Suite.
The 5 principles
Several essential communication skills can help you deliver a clear message. Here are the top 5 ones I've learned along my professional journey:
1. Clarity: Clear communication is essential to understand your message. Use simple, straightforward language, avoid jargon or technical terms that may be unfamiliar to the listener, and be concise in your message.
2. Active listening: Listening is an essential part of communication. You can better understand their needs, perspectives, and concerns when actively listening to others. By actively listening, you also show that you value their input and are interested in their ideas.
3. Non-verbal communication: Non-verbal communication, such as body language, facial expressions, and tone of voice, can convey much information. Be aware of your non-verbal cues and use them to support your message. Also, be mindful of the non-verbal cues of the person you are communicating with to ensure that you communicate effectively.
4. Empathy: Empathy, broadly speaking, is the ability to understand and share the feelings of others. It is an important communication skill to help you connect with others and build trust. By showing empathy, you can better understand the needs and concerns of the person you are communicating with and tailor your message accordingly.
5. Feedback: Feedback is essential for effective communication. It can help you ensure that your message has been understood and can help you make adjustments if necessary. Also, be open to receiving feedback on your communication skills, so you can identify areas for improvement and continue to grow as a communicator.
Easier said than done. Let's see examples of excellent communication between a listener and a speaker.
Scenario 1 - Problem Solving
Speaker: "I'm overwhelmed with all the work I must do. It's starting to affect my health and well-being."
Listener: "I hear you. It sounds like you're feeling stressed and like there's too much on your plate. Would you like to talk more about what's been going on and see if we can come up with some solutions?"
Speaker: "Yes, that would be great. I think part of the problem is that I haven't prioritized my tasks effectively, and I'm having trouble saying no to additional work."
Listener: "That's a common problem. Let's brainstorm strategies for prioritizing your tasks and setting boundaries with others. Maybe we can also look at ways to delegate some of the work to others with more capacity."
Speaker: "That sounds like a good plan. Thank you for listening and being so understanding."
The listener actively listens to the speaker's concerns, acknowledges their feelings, and offers support and suggestions for addressing the problem. The communication is open, respectful, and collaborative, with both parties working together to find a solution. This communication builds trust, strengthens relationships, and fosters a positive and productive work environment.
Scenario 2 - Conflict Resolution
Speaker: "I'm upset because you're not taking my ideas seriously in our team meetings. I put a lot of thought into my proposals, but you always seem to shoot them down without giving them a fair chance."
Listener: "I'm sorry to hear that. I didn't realize that I was coming across that way. Can you give me an example of when you felt I didn't listen to your idea?"
Speaker: "Sure, in our last team meeting, I suggested a new approach to our project, but you immediately dismissed it and said it wouldn't work."
Listener: "I see. I think part of the problem is that I didn't understand the reasoning behind your proposal. Can you help me understand your idea better and how it might benefit the project?"
Speaker: "Absolutely. I believe my approach would help us streamline our workflow and save time on certain tasks, ultimately making us more efficient."
Listener: "That's a good point. Thank you for explaining that to me. In the future, I'll try to give your ideas a fairer hearing and ask more questions to understand your perspective better."
Speaker: "Thank you. I appreciate that."
Also, in this case, the listener actively listens to the speaker's concerns, acknowledges their feelings, and takes responsibility for their actions. They ask for more information and work collaboratively with the speaker to find a solution. By showing empathy and a willingness to understand the other person's perspective, they can resolve the conflict positively and productively. This communication can help build trust and strengthen relationships, even in disagreements or conflicts.
A word (or two) about body language
Body language makes up the majority of our communication. That's why non-verbal communication is as much (or even more) important than verbal communication. While verbal communication involves using spoken or written words, body language includes nonverbal cues such as facial expressions, posture, gestures, and eye contact.
One of the main differences between body language and verbal communication is that body language is often unconscious or involuntary. For example, we may automatically cross our arms or frown when feeling defensive or upset, even if we're trying to communicate something positive with our words. Similarly, a person's posture, eye contact, or facial expressions can reveal their feelings, even if they say something different.
Verbal communication, on the other hand, is more conscious and deliberate. We choose our words carefully to convey our message and often consider our tone of voice and other vocal cues to enhance our notice. However, our nonverbal cues can also affect how the listener receives our message. For example, if we say "I'm sorry" with a sarcastic tone of voice or a smirk on our faces, the listener may not believe that we're genuinely sorry.
Body language and verbal communication are important components of effective communication. While verbal communication conveys our message through spoken or written words, body language provides additional cues about our emotions, attitudes, and intentions. Both verbal and nonverbal communication should be considered to ensure clear and effective communication.
Conclusion
You can be an extrovert or an introvert (like me). Communication is a skill that can and requires practice. By mastering these (simple but not easy) communication skills, you can improve your ability to deliver a clear message, build stronger relationships with others, and become a more effective leader.