How to build business communication skills
10) Be correct. When writing, make certain spelling, grammar and punctuation is correct. If unsure, consult a writing guide.
9) Ask questions. If it is not clear what is being said, ask what is meant.
8) Be friendly. In emails, make a personal statement such as “I hope all is well with you.” Smile when you speak on the phone: It makes people more receptive to what you are saying. Make eye contact and smile when in person.
7) Keep an open mind. Consider other points of view. Don't judge, criticize or dismiss a person, suggestion, statement or comment immediately.
6) Be confident. When presenting, exude confidence. Look at specific members of the audience, each in a different section; it will help the attendees to connect with you if they know you are speaking to them not at them. Speak slowly and clearly. If possible, walk during the presentation to release tension and anxiety. Refrain from making nervous gestures with your hands and feet.
5) Keep it simple. Say what must be said in as few words as possible. Be clear and direct, and don't ramble. Think beforehand what you want to communicate.
4) Preferred method of communication. Consider the type of message being conveyed and determine the best method for it. Serious subjects are best done in person while everyday matters can be done by email, phone or text. Ask others their preferred method and let them know yours.
3) Have empathy. It is important to understand and respect another's point of view even when you don't agree with it. Be tactful in sensitive or difficult situations.
2) Non-verbal signals. Body language, voice tone, eye contact and hand gestures are part of the message being conveyed. Pay attention to what these are to better understand how receptive they are to your message. Crossed arms and legs with no eye contact indicate a less receptive person while someone leaning forward with a smile making eye contact is a more receptive person.
1) Listen, not just hear. Active listening is critical to being a good communicator. Pay close attention to what the other person is saying. Rephrase and repeat it if necessary to have a clear understanding of the topic.
Ed Londergan is a freelance writer and editor, newspaper columnist, and writing workshop teacher. You can reach him at ed.londergan@gmail.com.
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