If you just communicate, you can get by. But if you communicate skillfully, you can work miracles. ~ Jim Rohn

In the first part of the post, we spoke to you about how communication is not only a medium of transfer for information, but also emotion and how the way you communicate could affect your own process of learning. You may consciously or sub-consciously decide to block some information coming your way just because you are in a hurry to respond and not really understand. Here is going forward with the post and talking a little more about the subtleties of good communication skills, which are easy to overlook.

The three P’s of communication
They are:

• The PURPOSE, of the communication you’re going to undertake.
• The PLAN that is designed to achieve the purpose.
• The PRIORITY of actions, the things in the plan that need to be done and in what order.

While trying to communicate a certain matter or issue, if you focus 80% of your efforts towards the purpose, the plan and the priority tasks, then your communication will be productive and will move the organization forward. However, if you waste your time talking about things that are not about the purpose, the plan or the priorities, then you will be unwittingly sabotaging your own productivity.

Paraphrase your views
The goal of communication is complete only when you’ve understood what the other person is trying to tell you. If you want to show that you have really understood someone, then paraphrasing is a great method to do so. All you do is repeat to someone what they have just said, before you comment or pronounce your own judgement upon what you just heard. That way you will have an edge to process the information you have just received, not leaving any room for miscommunication. Here’s an example: “So ‘X’, 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?” This can be done while you’re verbally communicating or replying in a written format.

Don’t finish other people’s sentences

If you think that by completing other’s sentences you are doing them a favor, you are wrong. Research has shown by doing so, you intentionally disempower the other person because you are taking control of the conversation, so bite your tongue! Never speak out of your turn unless it is an open discussion, even if you’re trying to communicate ideas about a group project. During a brainstorming meet always decide and distribute the communication of ideas among your partner(s). This gives a more clarified image and also helps your audience retain their concentration. If you’re part of the audience always wait till the other person has finished and you’ve collected all the right information, before hurrying for a response. It is worthwhile to repeat what we stressed upon in our previous post, that it is important to listen with an intention to understand and not respond!

These are the very basics you must be conscious of, in order to hone your communication skills. However, in order to proactively do so, you must practice your verbal skills on a daily basis. Some ways to do so is by not shying away from conversation, expressing yourself regardless of the fear that you may fumble and also to read a lot, especially newspapers, or at the very least the editorials of newspapers. Good communication skills – spoken or written can open doors you never even thought existed. That is some food for thought. 🙂

Take advantage of every opportunity to practice your communication skills so that when important occasions arise, you will have the gift, the style, the sharpness, the clarity and the emotions to affect other people ~ Jim Rohn

Communication is the basis of all engagement and we know how integral a part of our professional lives it is. One can be a CEO, a Human Resources manager or a fund-raiser for a not-for-profit organization. However, to be successful in any role you play, an important prerequisite is impeccable communication skills. It is important to be precise, non-verbose and yet make a point, especially while conducting business. In this post and the next, we talk to you about tips and pointers that can help you hone your communication skills to perfection. Here is the first of the two!

Communication as the Transfer of Information: Whenever possible, use numbers. Quantifying enhances the clarity of communication and it should not be vague or left to the choice of the person being instructed.
Whenever possible ask the other person to describe what he is saying, numerically. Don’t accept statements such as, “Could you please send over to me, some more leaflets, A.S.A.P.”.

Instead say, “Could you please send over 30 leaflets so that they get to me no later than 6pm tomorrow?”

Using numbers is the best and easiest way to make your language more accurate and specific. Using numbers reduces the chances of misunderstandings, errors and therefore, of conflict.

The other branch of information is conveying the right idea. In order to do this always use affirmation, say what is to be said instead of irrelevant information. For example, don’t say what you are not going to do. Instead, state what you are going to do. Don’t say what you think cannot be done, instead, state what you think can be done!

Communication as the transfer of information and of emotion. Listen with the intent to understand, not to retort: There are three levels of listening:

• Not really listening – Drifting off, mentally, whilst the other is speaking is a major problem, be mentally present in the conversation, this will help you gather all the details
• Listening with intent to reply – You listen. But, you are, in fact, simply waiting for her to finish speaking so that you can tell the other person what you think. You listen with intent to answer with your counter or to give your, (more impressive) opinion.
• Listen with intent to understand – In this method of listening you are not listening with intent to reply. You are listening with a true intent to understand WHAT the other person thinks, and WHY she thinks it.

You may disagree with everything a person says, however, dissent does not necessarily mean loud arguments which could have the potential to turn ugly. Instead, you continue questioning, in an attempt to understand the other person’s perspective. If you keep questioning with the intent to learn, then you may discover that the person will surprise you with a set of reasons that you had never thought of before. This may lead you to evolve your view. Listening with intent to understand is surely an art worth developing.

We leave you here to allow for these concepts to sink in, but when you are ready for more, do tune in for the concluding part on the essentials for good communication skills! Happy reading!