Ways to Effective Communication

The most fundamental level of effective communication is the exchange of thoughts, information, ideas, and messages between people or groups. No communication is possible unless the transmission is understood. It can happen verbally, nonverbally, in writing, and through behavior as well as by listening and using feedback.

Here are a few steps to clear and effective communication for even the most difficult conversations. 

1. Stay on Message: Be clear exactly what ideas you are trying to express or the message you are trying to convey to the other person or group. What do you most want them to understand?

2. Make It a Two-Way Conversation: It is necessary to hear and understand where others are coming from. What are they trying to say? What messages are they trying to share with you? Ask yourself, “Do I really understand them?” Special attention should be paid not just to what they are saying, but to what isn’t being said.

3. Eliminate assumptions: Stop making assumptions. Assumptions often cause misunderstandings, which can escalate into troublesome situations. Similarly, talk about the present and the future, but don't assume that what happened before is what will always happen. Positive change can be seen with Effective business communication even if things have been bad. Look forward and believe that change can happen. Stop assuming that history will repeat itself.

4. Making Sense Of It All: Before you start just ask to yourself, “Does what I’m saying make sense? Does the feedback I’m receiving make sense?” When the conversation is truly understood by both parties then “it makes sense,” clear and effective communication has been achieved.

5. You’re Responsible for Any Failure to Communicate: You are the primary communicator and 100% responsible for the other person’s understanding of the communication. In other words, if you don’t feel that you are being understood, you have not completed the job of communicating.

6. Can You Hear Them Now? : Do you really consider what others are saying? To really listen requires your full attention and being able to feedback to them exactly what you have heard them say.

7. Repetition, Repetition, and Repetition: The most effective way to make sure others understand exactly what you are communicating is to ask them to repeat back their interpretation of what has been said or asked of them. To ensure the results or reaction you want, you need to make sure that your audience can give you a clear explanation of what is being required of them.

8. Respect Your Audience as You Respect Yourself: For becoming a clear and effective communicator, you must first recognize that your message is not just about you or what you want. It’s about “what’s in it for the audience.” You must understand the needs and the unique perspectives of those you are communicating to if you truly want to be heard because they took the time and trouble to hear what you have to say, so it’s very important to recognize and respect that we each have different perspectives based on our positions, motivations, and needs.

9. Pay attention to nonverbal messages: It's quite difficult to have open communication if both sides fold their arms, clench their jaws and refuse to look at each other in the eye. Here, the nonverbal signals are shouting angrily even if the words aren't. Be careful about your tone of voice, too. If nonverbal messages are heading the conversation, it might be better to wait until things settle. Nod your head and maintain an open posture to show you're absorbing what the other person is saying.

10. Recognize and reinforce positive behaviors: Remember effective communication is a continuous process, and don’t forget to thank the other person for accommodating you. This is always a win-win, and it will keep all the channels of communication open.

11. Be patient and don't expect miracles: Communication is very important and hard. Make one thing clear that it doesn't eliminate differences, but it does allow for them. Finally, good business communication is not about winning rather it’s about strengthening relationships. Change doesn't happen overnight.

The process of successful communication is the best way to engross with people in a way that achieves your business goals. There's no doubt that using these eleven steps will enhance the quality and standard of your business relationships. 

References:-

• Seven Steps to Clear and Effective Communication - By Joel Garfinkle
• Effective business communication: steps to a better conversation - By National center for middle market