The Art of Communication
Good communication is the oil for the machinery. Without it, the machine will rust and eventually die. This is one of. the core reasons why it is important to build good communication skills in both professional and personal life.
In this blog, we will cover the following topics:
Importance of Good Communication
Written Communication
Non-Verbal Communication
Active Listening
Importance of Good Communication
As mentioned above, good communication skills are a fundamental skill for anyone looking to grow into management or leadership. We will need to communicate with a plethora of people from all different background and with all having their individual ideas.
The first aspect to look at why good communication skills is beneficial is to look at what communication is. Communication is essentially a sender sending a message in one form or another and a receiver deciphering what was sent.
Communication Feedback Loop
When messages are getting sent between sender and receiver, ‘noise’ may cause problem in the communication feedback loop.
Noise can come from all kind of places, such as:
Physical Noise: External unnecessary sound, such as loud background TV noise, barking dogs, thunder or any other noise created by the environment.
Physiological Noise: Noise from the communicator’s physical condition, such as a headache from the communicator, which creates an obstacle for the message.
Psychological Noise: Noise from the communicator’s values, beliefs, attitudes and behaviors. Examples of this can be different religious values, such less likely to listen to another with a different religious belief.
Semantic Noise: Created due to interpretation of the words/sentences, thus different meaning of the message from sender and receiver. This can be due to understanding of language or difficulty of language.
Cultural Noise: This is normally created from non-verbal behavior. This can be from gestures, eye contact or even dress. An example would be a non-Chinese not understanding putting your feet up is considered rude in Chinese culture.
Written Communication
Communication can be broken down into two aspects, non-verbal communication and verbal communication.
Written communication is any form of communication which has been written down. Written communication is important for four main reasons:
Permanent Record
Anything written allows for a record and a trace back, in case this is ever needed in a court of law or for any dispute. This is why it is always highly recommended to record meeting minutes and send a written record.
Pace & Target
Written communication is fast through messages via emails or social media. It is also easier to reach a wider audience than oral communication.
Professionalism
Written communication looks more professional to employees, thus giving the employees the impression of the message being important.
Psychological
People will more likely believe something in writing, with the written communication giving an impression of importance and professionalism as mentioned above. Some written message also adds a personal charm.
For any form of written communication, some considerations should always take place in order to minimize barriers which may appear. Some of the following considerations are:
Cultural language
Timing of the message
Language of the message (a joking message/more colloquialism or idioms/ professionalism)
Expectations (expectant of replies etc.)
Level (level of understanding)
Formatting & design (emails/professionalism)
An interesting exact instruction challenge!
Non-Verbal Communication
Non-verbal communication plays a big part in the interpretation of the message, as well as noises that may appear. Body language itself pays a big part in the communication message, with body language giving 60-80% of the communication.
One important aspect of body language is to show confidence, but not arrogance. Showing a less defensive body stance can also allow the listener to not only feel more comfortable, but also more receptive to what is being said.
Non-verbal communication is not only through the body language of the sender or receiver, but it is also through appearance and behavior. what constitutes as ‘professional’ appearance will differ depending on the workplace and the culture. Dressing too over the top will give an air of arrogance, whilst dressing too casual will give a feeling of not caring.
One often overlooked factor of non-verbal communication is the meeting room layout. How the manager set up the meeting room can tell a great deal not only about the type of meeting, but also about the person leading the meeting.
We will not go through the building blocks, however what each capabilities mean and why they are each of the level above:
Active Listening
It is impossible to remember everything that is being said. Many try to cram all into the brain, meaning more will be lost by the listener. Being a good listener means being an active listener. Being a good listener will also mean less noise and easier communication for the future.
Below are some useful tips of being an active listener:
Show Interest
People can’t be interested in everything, however when having a conversation with a person, show interest or a common ground in the conversation. Not being interested or showing interest in the topic will lead to consciously or sub-consciously signals of boredom.
Pay Attention
Being a good listener means exactly that, listening and paying attention. Look for signs from the speaker’s expressions, as well as show you are paying attention with occasional nods and language such as ‘uh huh’ or ‘yes’.
Posture
Ensure your posture is open and inviting. Show you are listening but not a posture of being defensive, bored or over confident/arrogant.
Respond Appropriately
Show respect and understanding throughout any conversation. Be honest with the speaker, but remain impartial and non-judgemental. Allow the speaker time to say their point.
Looking to improve your own or your team’s communication skills, click below to see and download our training on non-written communication!
