How to be an Effective Communicator
How to be an Effective Communicator
The primary purpose of communication is to make ourselves always clearly understood.
If we cannot make ourselves understood, then our communications will be fraught with misunderstandings, confusions and errors.
Here are six ways to make ourselves more clearly understood:
1. Speak in Affirmative Language
Divide language into two parts: affirmative and negative.
Affirmative language tells people what we DO believe in, what we DO stand for, and what we will do.
Negative language tells people what we do NOT believe in, what we do NOT stand for, and what we will NOT do.
It is important to talk in the affirmative. Tell people what your goals are, what you do believe in, and what you do intend to do.
Speak in the affirmative and avoid negative language.
2. Give Reasons for Everything
In addition to telling people what you do believe in, it is important to tell them why you believe it.
If you don't give people reasons to believe, then they will have no reason to believe!
Always provide people with good reasons to believe that what you're saying is true, right and fair.
The degree to which you can prove that what you are saying is true, right and fair, is the degree to which people will act in accordance with your thoughts.
3. Use Numbers
Many statements can be clarified by adding numbers.
For instance, rather than saying, "Can you send me those documents ASAP?"; instead say, "Can you send me those documents ASAP, but no later than 6pm?"
Without the numbers, can you see that ASAP has no definite meaning?
And in order for your words to be clearly understood, they must all have definite meanings.
4. Give Definitions of Key Ideas
When we speak, we use concepts that have multiple possible meanings. When any concept has multiple possible meanings, there is a potential for it to be misunderstood.
Therefore, it is important to define all concepts that have the potential to be misunderstood, because, if anything can be misunderstood, it will be!
For example, if you say, "When you go to the interview, make sure you're appropriately dressed," then it is important to define what you mean by 'appropriately dressed'.
If you do not define your meaning, then they will assume their own meaning; which may not correspond with what you intended.
Another example:
If you say that a person was "aggressive," then that gives no definite description of the person's behaviour. In order to be clearly understood, you must define exactly what behaviour you are referring to when you say the word "aggressive".
You might say, "He was pointing his finger and shouting."
Only when every term has been defined, are your words clearly understood.
5. Limit the Amount
People can only deal with a limited amount of information in one sitting. If you overwhelm people with too much information, then they will forget all of it.
It's best to limit the amount of information you give to people in any one session, so that they are more likely to remember it.
Don't overwhelm people with too much.
Limit the amount to between five and nine pieces of key information.
6. Summarise
At the end of a conversation, summarise the key points and confirm understanding.
In addition, summarising is good for the memory, because people are more likely to remember things that they have heard more than once.
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Definition: effective communication
Effective communication is a business skill in which a person sends a message that is clear, correct and goal-focused, so the listener understands it at once, acts as needed, and the speaker checks for true understanding. Remove any one of these traits and the communication ceases to be effective.
Show CG4D Definition
- The message is clear and easy to grasp first time
- The words match the facts and the speaker’s true intent
- The listener takes the right action or decision
- The speaker checks and confirms the listener’s understanding
Article Summary
Effective communication means being clearly understood; use positive language, give reasons, add numbers, define key ideas, limit each message to five-nine facts, and always finish with a short summary so misunderstandings cannot grow.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
Why does speaking in positive language improve effective communication?
How many key points should I share to keep communication clear?
Can you give an example of using numbers for clarity?
Why is giving reasons important when I make a request?
How do I define terms to avoid misunderstandings?
What makes a good summary at the end of a meeting?
How can I check that my message was clearly understood?
Thought of something that's not been answered? Ask Us Today!
Did You Know: Key Statistics
Grammarly and The Harris Poll’s 2024 State of Business Communication report found that UK firms lose an average of £9,400 per employee each year because of unclear communication, and 72% of business leaders say clarity is now more important than ever. LinkedIn Learning’s 2023 Workplace Learning Report shows that 89% of recruiters rank communication as the most important skill for job success, up from 84% the previous year.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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