Established, since 1997, leading UK based training provider.

Four Steps to Improve your Communication Skills

Four Steps to Improve Your Communication Skills

Four Steps to Improve Your Communication Skills

Here are the best four ways to improve your communication skills.

  1. Talk about what you want, not what you don't want.
  2. Use specific rather than vague language.
  3. Give logical reasons to support every opinion, plan or suggestion.
  4. Always be polite.

More specifically;

1. Talk about what you want, not what you don't want.

In any situation, there are two sets of information to consider: The positive set and the negative sets.

Or, to put it another way: In any situation there is;

  • What you do want, vs what you don't want.
  • What you can do vs what you cannot do.
  • The "Can-do part of the job" vs the "NO-can-do-part of the job".

When talking or writing, please ensure that your content is focused 80% onto the positive, "Can Do" part of the message. Only 20% should be about the negative elements.

  • Spend 20% of your time talking about the problem.
  • Spend 80% talking about the possible solutions.

2. Use specific rather than vague language.

When speaking or writing, you have the choice to employ either:

  • Vague and general language, or
  • Precise and specific language.

For example, in each of the following pairs, which is the most specific use of language, and which is the most vague.

  • Dog / animal.
  • Burglary / crime.
  • Daughter / relative.
  • Just. / Ethical.
  • Money / Reward.

In each of the cases above, can you see that the first version, is more specific than the second?

The rule for effective communication is; Clarity is better than vagueness.

Unless you have a definite need to remain unclear, then you should strive for greater clarity in your verbal expression, ie say "Dog", rather than "animal".

Your task as a communicator, is to transfer the mental images that are in your mind and reproduce them CLEARLY in the listeners' minds.

You do that best by using clear, specific language.

3. Give logical reasons to support every opinion, plan or suggestion.

In addition to speaking in affirmative and specific terms, you need to provide good "reasons to believe" that what you are saying is true, good, right and practical.

  • You can prove "truth" by naming the facts that led to your conclusions.
  • You can prove "good", by naming the consequences that will follow, if your ideas are applied.
  • You can prove "right", by naming the moral principle that underpins your ideas.
  • You can prove "practical" by naming the steps that can be taken today, which will initiate progress, towards the achievement of the goal.

You must be able to demonstrate that some sound reasoning underpins your ideas.

If you cannot demonstrate there are good "Reasons to believe", then they will have NO reason to believe or accept your ideas.

Always think about the reasons why what you are saying is true, good, right and practical.

Always give people reasons to believe.

4. Always be polite.

Always treat everyone with politeness.

  • Even if you disagree with them; be polite.
  • Even if you are critiquing them; be polite.
  • Even if you don't like them; be polite.

Remember that any rude, vulgar, or abusive language says more about the speaker, than it does about the object of the conversation.

Always maintain your linguistic standards, and never drop below the level of politeness.

In order to be polite, here are two phrases you should learn and use, every day.

1. "Instead of that, in future, would you please....... (plus, a request for a specific behaviour)".

2. "Thank you very much for, XYZ, I very much appreciate it".

I use these two phrases regularly and would like to recommend them to you. For example:

"Instead of that, in future would you please, put the cup away after you have finished."

"Thank you very much for putting the cup away, I very much appreciate it."

Summary: How to improve your communication skills.

  1. Communicate an affirmative message.
  2. Use specific words and phrases.
  3. Provide some good logical "reasons to believe".
  4. Be always polite.

Blogs by Email

Do you want to receive an email whenever we post a new blog? The blogs contain article 5-10 minutes long - ideal for reading during your coffee break!

Your Comments

Further Reading in Communication - Clear Communication

  • Top Tips to Effective Communication
    You would benefit if you improved your ability to communicate more effectively. See our top tips to improve your words, voice tone and body language. Improve your communication and improve your confidence.
    Read Article >
  • Notes on winning by Arnold Schwarzenegger
    It's about living. Not just existing! Wise words from one of the most successful people in the world.
    Read Article >
  • Communication Skills Training (Advanced)
    Recognising arbitrary statements Communication is a vital skill to master. You can define the term "Communication" as: "the transfer of information, from one mind to another." And you could define "excellent communication" as: The accurate transfer of information, from one mind to another, without error, omission, distortion". Excellent communication is no...
    Read Article >
  • Communication Skills: Clear, Rational and Positive
    Do people always understand what you mean, or do you leave ambiguities in your message? Learn how to make your communication clear, rational and positive, in order to engage people and get your ideas across and accepted.
    Read Article >
  • Improved communication skills training
    WHY? The two meanings of WHY? Everyone loves that question. It is supposed to be profound. Kids love asking WHY? Mum, why is the sky blue? Mum, why does the moon change shape? Mum, why do I have to go to school? Why do snails have no legs? Mum, why is...
    Read Article >