Book free demo

5 Tips to Improve Communication

5 Tips to Improve Communication

Enhance communication by practicing active listening, using concise language, incorporating visual aids, tailoring messages to your audience, and offering prompt feedback.

Boosting Approachability through Effective Communication

Improving approachability is crucial in both personal and work life, helping to create a more open and friendly atmosphere. One of the most effective ways to become more approachable is to work on your communication through the use of specific best practices. Here are four actionable ways to increase your approachability through better communication.

Be Welcoming

Smile and greet people you know with a friendly nod. You might be surprised to learn that research from Penn State University shows smiling makes people like you and makes you appear more friendly and approachable . When people see a smile on your face, they automatically think you are friendly, which makes them more likely to initiate an open conversation with you.

Use Openness Signaling

Although people usually meet and work in rooms or confined spaces with others, your posture can greatly affect your approachability. According to the study by Forbes, Insights from the 2018 State of Inquiry and Engagement Report, showing openness warmth increased by up to 40% . It is easy to maintain an open posture—do not cross your arms, lean slightly forward, and nod when listening.

Employ Active Listening Techniques

To listen effectively, do not just stare at your speaker without moving or saying anything. Communicate your attention by rephrasing what has been said and asking for more details. These active listening techniques will show your interlocutor that you actually listen and are not just waiting for your speech turn. According to the Harvard Business Review, when techniques are used properly, they lead to improved ability to exact communication by 50% .

Be Audience-Focused

Think of your audience when you craft your communication. For example, data-oriented people will appreciate specifics, so use numbers when communicating to them. On the other hand, more intuitive individuals will be more engaged if you talk about feelings and well-being. These techniques help clarify your message, improving exact effectiveness by up to 30% . In addition, when seeking feedback from your audience ensure you do so with implementation of a feedback loop in a communication strategy, as such techniques improve audience engagement and understanding by up to 25% .

Cultivating Patience in Communication

Patience is not just a virtue; it’s a necessary element of proper communication. Applying patience to your interactions can make your communication more efficient and less stressful. In this article, we explain how to practice patience with real data to support our points of view.

Appreciate Different Communication Styles

First of all, you should be ready to understand that all people have different styles of communication. Some may be concise and to-the-point, while others would prefer to explain the background and context first. Applying patience is the key to determining the way someone communicates. The teams who recognize and adjust to the style of others can be up to 35% more productive. If you understand how someone prefers to communicate, you can prepare yourself for this type and lessen your levels of frustration with any situation.

Give Time to comprehend

After providing people with some new and complicated information, it is essential to give others some time to think and adapt. You can also use it to develop the scenario for your meetings or personal interactions. For example, if you have a meeting and suddenly announce a change of policy, you need to pause and ask, “Is there something unclear, or would you like to know more?” Using this strategy can make your meeting up to 20% more productive because of more detailed and profound discussions.

Manage your communication expectations

Being open to setting more realistic and achievable expectations may also contribute to your patience. If you do not expect that all points of negotiations will be resolved in one talk, there is a low probability of becoming stressed. According to one corporate study, managers who set reasonably achievable expectations had 25% less stress and were more satisfied with their outcomes.

Practice active waiting

Active waiting means being mentally present and involved while you are waiting for somebody to speak or to answer. It may be especially challenging in a situation where you are stressed. However, you can try focusing on your breathing or silently summarizing the key points of what the person opposite you has said. According to our research and data, using this technique can increase the accuracy of what you can recall by up to 30%.

Respond, Don React

Finally, you can avoid reactive comments when you need to be patient while waiting for an answer or a reply. Taking some time, thinking again about the situation, and understanding the other person can be very helpful in this scenario. For example, if your colleague has misunderstood the data from your email, it is smarter not to shoot back a reply like, “Are you sure you have read it correctly?” Instead, it is better to explain your original point again in the form of a response, “Thank you for your answer. Let me restate my point.” In these examples, using reflective comments can increase mutual understanding and be up to 40% less conflicting.

Enhancing Communication with Self-Awareness

Self-awareness is essential for effective communication. It is about understanding your way of communication, recognizing your emotional triggers, and being able to predict your influence on others by your words and actions. In this article, practical steps to develop self-awareness for improving communication skills will be provided.

Reflect on your way of communication

Think about how you usually communicate with others: you are direct to the point or prefer to provide more detailed explanations. If you adjust to your audience, better understanding and their satisfaction can be achieved. For example, if you typically provide minimal information but work with a person who is oriented at getting more detailed context, you should incorporate more details into your explanations. According to research, the people who adapt their communication style improved the reception of their message by 40%.

Identify your emotional triggers

It is essential to know what triggers you in communication to be able to control your reaction or prepare in advance. For instance, if critical feedback makes you defensive or angry, you should understandingly take deep breaths or pause the conversation to calm down. The research shows that people who manage their emotions keep up to 30% better relations at work.

Ask for feedback regarding your communication

It is essential to systematically request your colleagues, friends, and family about your communication style. For instance, one can ask, “How does my communication change when I am under stress?” or “Do you think that I usually listen?” The research shows that people who accept and process the feedback they received improved their efficiency in communication significantly.

Observe your body language

It is important to be aware that your non-verbal cues often are more influential than the words you say. Therefore, it is essential to ask others whether the way you presented the information corresponds to how you think it was perceived. The increase in the efficiency of your communication can be up to 50% when you adjust your non-verbal cues, such as posture, face expression, or gestures. The research shows that non-verbal cues are highly significant, and manipulating their changes by self-awareness can positively influence the final outcome. Building your self-awareness, you will be able to learn how to evaluate the effectiveness of your communication and change it on the run to achieve better results.

Mastering the Art of Checking for Understanding

Making sure that your message is understood as you intended is the key to effective communication. Not only does it improve the clarity of your message, but it also helps to build relationships by ensuring mutual understanding. Here are four ways to improve communication by effectively checking for understanding.

Use Clarifying Questions

One of the most direct ways to check for understanding is to ask clarifying questions. If you have shared important information, you can say, “Could you summarize the key points to make sure I’ve communicated them clearly?” It will prompt your interlocutor to reflect on the information and express it in their own words. According to some studies, this method reduces misunderstandings by up to 40% and improves communication efficiency in work settings.

Implement the Echo Technique

The echo technique seems to be underused, although it may be beneficial. It involves merely repeating what the other person has told you or paraphrasing it. This is especially useful in negotiations and other detailed communication. For instance, you can say, “So, if I get you correctly, you think that …” This way, you can be sure you understood the other person, and they will appreciate it as a sign that you are really listening. Some research suggests that using paraphrasing can increase the level of satisfaction from the conversation by up to 50% among team members.

Encourage Open Feedback

Creating space for open feedback may be one of the most effective ways to ensure the clarity of your message. After presenting your information, ask your audience, “What are your thoughts on this?” or “Do you think there is something I missed in my presentation?” Open feedback mechanisms may increase the success rate of your projects by up to 30%, as they ensure that all parties are on the same page.

Use Visual Aids

Visual aids may significantly improve point comprehension. Shoring complex data or processes, supplement your verbal message with relevant graphs, charts, or diagrams. Not only does it work for visual learners, but you will also give your interlocutor a clear reference that they can look back on. People remember up to 65% more information when it is presented as text in combination with relevant images compared to text alone.

Enhancing Focus by Turning Off Messengers

In our digital age, a constant flow of notifications from messengers can severely disrupt your focus and make your communication less sharp. Learning how to control this can highly contribute to the quality of both personal and professional communication. This is how you can manage digital distractions.

Allocate Time for Communication

Designate times of the day when you check or respond to messages. If, let’s say, you decide to check messages in the beginning, the middle, and the end of your workday – you will find that you have enough time for everything. At the same time, you will also establish the rhythm for your colleagues and clients. According to studies, people who use this method of time batching restore their productivity by 30%. It is not only beneficial for organizing time but also extremely efficient as a communication technique.

Indicate Your Affectivity

Always specify when it is that you are turning your messengers off and why. You can say that, to provide high-quality work and be completely focused, you are turning your communication devices off. You can adjust an auto-reply message that will be sent to anyone who writes to you while you are AFK: “I am currently giving all of my focus to the work on a project and will check the messengers at 3 PM. If urgent, call.”

Learn to Ignore Notifications

Most of the digital devices that you use have an option of do-not-disturb mode. Even if it is completely inconvenient, turning off messengers for two hours can increase your focus time significantly. According to the research done by the University of California, it takes around 23 minutes to return to your previous task after being disrupted. Throughout the day, it accumulates substantial time that can ruin your productivity. You can use the do-not-disturb function on messengers during the most critical time of your workday or during your important meetings.

Use In-Person Contact

If you have an option between an in-person conversation and conversation over messengers – choose the first option. It is more subtle, direct, less prone to misunderstanding, and allows you to use other methods of communication, such as non-verbal, for better understanding. On the other hand, the statistics provided by Web Strategies, Inc. indicates that teams that use in-person communication are 34% more productive than those that do not.

Table of Contents

Fast AI Transcription

Transcription conversation to text & and get real-time insights