Good Communication

Good Communication

At work, in order to become a more effective communicator, you need to develop three qualities:

1. Clarity:

Everyone should be able to fully understand what you mean, even if they don't agree with you. Remember that misunderstandings will cause problems. Clarity is your main communication goal.

2. Rationality:

Being clear about what you mean is the most important thing, but it not the ONLY thing: next is REASON. You should always be able to explain the reasons for what you are saying. Additionally, you should be able to handle conflict according to the principles of reason (And not get too emotional).

3. Self-control:

Don't say everything: The ability to stop talking when you've already said too much is a rare gift.

You don't need to express out loud, every thought you have.

Have you ever lost your temper and said too much?

Remember that your words have the power to create, AND the power to destroy.

Choose your words carefully.

Let us take a closer look at these three qualities: Clarity, rationality, and self-control, one step at a time:

Clarity in communication

Vague or ambiguous statements will cost you time, money and effort. Clear and specific statements, will SAVE you time, money and effort. How can you improve your clarity?

You can use numbers to improve your clarity. Always try to express yourself using numbers.

Example 1: don't say "Do you take sugar?"
Say "How many sugars do you take?"

Example 2: don't say "Send that over to me, as soon as you can."
Say "Send that over to me by 3PM, today, please".

Numbers are the number 1 best way, to add clarity to your speech!

Use Objective language

Objective language is language of the senses. (That which you; see, touch, taste, smell and hear)

Subjective language is language of judgements, of evaluations and concepts.

It is clearer to use objective, rather than subjective, language.

Examples:
Saying "I want it printed in primary colours: Reds, greens, and blues" (objective)

Is better than, "I want it printed in exciting colours!" (Subjective)

Saying "As he spoke to me, he was pointing his finger at me," (objective)

Is better than "He was being rude and offensive" (subjective) "He arrived ten minutes early, wearing a light grey suit and blue tie, and greeted me with a smile".

Is better than "He made a good first impression" (Subjective)

Control your body language

You can be saying the right things, but be messing up with your body language.

Here are some of the subsets of body language:

• Posture - don't slouch, sit straight.
• Appearance- you should dress according to the social norms of the group with whom you are trying to win favour.
• Handshake- short duration, firm and dry. (Not: bone-breaker, nor the wet fish, handshake)
• Eye contact- give sufficient eye contact, but without glaring.
• Proximity - don't invade "personal space". It's too creepy!
• Scent- try to smell nice, or not at all.

Don't leave bad smells around; such as cigarette breath, or coffee breath, etc.

Be aware of your voice tones

People judge your emotional state on the basis of your voice tones. How to improve your voice tones: o Slow down your pace. Don't be a "fast talker".

• Talk at the deep end, the lower end, of your voice register.
• Squeaky, high-pitched voices are not well received because they imply immaturity.
• Vary your tones. Don't be monotone. Monotone voices are dull and boring.
• Variable, modulating voices are livelier and more interesting to listen to.

Self-control

Your mind creates "self-fulfilling prophecies"; i.e. if you think you will lose, then you probably will.

Your thoughts control your destiny because your thoughts control your actions. But many people don't control their thoughts.

They allow their minds to be filled with:

• Fear thoughts
• Anger thoughts o Revenge thoughts
• Low self-confidence thoughts

To manage your mood, you must CONSCIOUSLY manage your mind.

Managing your own brain is the hardest thing in the world to do, because more than half of your brain thinks it is still living in the Stone Age!

It still wants to bash the other guy over the head, with a rock, and steal his food. BUT, in order to succeed in a complex, western, scientific, multicultural society, governed by law, you must learn to control your own mind.

Why?

Because you feel whatever you are thinking about.

At any moment, you FEEL the emotions, that are consistent with the content of your mind.

And because that is true, if you think about the wrong things, for too long, then you will trigger emotional feelings of:

Fear
Worry
Anger
Anxiousness
Regret
Revenge
Guilt
Bitterness
Sadness
Nostalgia

And you'll be left disheartened, stressed and depressed, pining for the return of "the good old days". Look around you, and you will see many people in that category. Over the long stretch, none of the above list of emotional states is any good for you. (Nor for those people who are around you). Take control of your mind and direct all your mental powers towards answering only two questions:

1. How, specifically, do you want your future to be better than the present and your past?
2. What can YOU can do, to make that vision of a better future really happen?

If you would only agree to turn your mind to answering these two questions, in as great detail as you can, with as much repetition as you can, then you will inspire frequent emotions of:

1. Optimism
2. Self confidence
3. Hope
4. Courage
5. Positivity
6. Energy
7. Inspiration
8. Motivation
9. Happiness

Which, emotionally, is a great place to be.

When in conversation with others, put limits on the time you spend asking them about their troubles.

Don't ask them very much about their latest bad luck story, nor their worst defeats. Instead, keep asking variations of the same two questions:

1. How specifically do you want your future to be better than your past?
2. What can YOU can do make that vision of a better future really happen?

If you did that, then, YOU will be the one who inspires the same list of emotions in those around you. You will inspire feelings of:

1. Optimism
2. Self confidence
3. Hope
4. Courage
5. Positivity
6. Energy
7. Inspiration
8. motivation
9. Happiness

Put this idea into practice and you will be amazed at the results.

Definition: Clear communication

In business, clear communication is a skill where the speaker uses precise, numbered words, gives facts you can see, hear, touch, taste or smell, explains the reason for each point, and keeps voice, face and body calm so the message stays plain. Remove any part and the talk turns unclear.

Article Summary

Clear communication at work rests on three habits: use numbers and plain words so no one guess your meaning, back each point with clear reason, and keep firm self-control over voice, face and body so feelings never blur the message.

Frequently Asked Questions

Here are some questions that frequently get asked about this topic during our training sessions.

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Did You Know: Key Statistics

About the Author: Chris Farmer

Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.

Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.

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Further Reading in Communication - Clear Communication

• Communication Skills for Sales People
  Boost revenue by sharpening communication skills. Learn need analysis, objection handling, negotiation and closing techniques in our training guide. Act today.
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• Communication Methods
  Learn why communication skills training hinges on objective language. Drop emotive red-rag words, listen well and win cooperation, time and staff engagement.
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• Communication Skills: Two Opposites
  Learn clear communication by spotting ambiguity and choosing contradictory, not contrary, opposites. Reduce polarised thinking and avoid misunderstandings.
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• Four Steps to Improve Your Communication Skills
  Want to improve communication skills? Learn four habits: focus on positives, use clear specific language, back ideas with logic, and stay polite in every talk.
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• Advanced Communications Skills
  Learn how precise word choice boosts communication skills, builds trust, and avoids costly mistakes. Use positive language to create images in every mind.
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