How to Communicate Effectively in the Workplace

4:34:18

2024-09-15

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1- Organize your thoughts before speaking. Before you attempt to communicate ideas, organize your thoughts using key points. A good rule of thumb is to choose three main points to center your conversation around. That way, if you wind up on a tangent, you'll be able to return to one or more of your points without being flustered.

If possible, write your talking points down on your phone's Notes app or an index card for reference. This will help you stay on topic and be crystal clear about your intent.
If you're giving a presentation, don't be afraid to use visual aids to get your point across. You can also highlight important keywords or ideas on a whiteboard or PowerPoint.
Don't be afraid to use acronyms or phrases that will stick in people's minds. Confident, well-known speakers often reuse their key lines over and over for emphasis and reinforcement.

2- Keep your audience in mind. If you're giving a presentation, consider the interests, commonalities, differences, and anticipated levels of knowledge on the topic you're speaking on. For instance, if you’re lecturing a college-level Biology course, students should have a good grasp of evolution and cell theory. It may help to put yourself in the audience's shoes. Ask yourself, "What kind of information would I want to walk away with?"

Similarly, if you're lecturing students, you may want to opt for visual aids like videos or memes to capture their attention.
Use graphs or charts in professional environments when presenting new ideas to clients or stakeholders.

3- Minimize external distractions to maintain focus. When you’re having a serious conversation, the last thing you want is to be interrupted by a phone call. Turn your phone on Do Not Disturb, and if you have a radio or television in your office, turn it off.

If you’re in a public space, like a restaurant, wait until your waiter has taken your order to limit any interruptions.

4- Be clear and concise when speaking. Be clear about your goal so your message comes across in a way that every listener can understand. This requires using simpler words rather than more complex ones.

Similarly, be sure to enunciate clearly to avoid any kind of misunderstanding. You want to speak at a volume level that is guaranteed to be heard and doesn't come across as too quiet or disengaged.
It may be helpful to remember the 5 C's of communication, which include clarity, conciseness, consistency, connection, and confidence.

5- Adjust your tone of voice to capture interest. Monotone voices may not always be pleasing to the ear, so good communicators use vocal color to enhance their message. Yale University recommendsthat you:

Raise the pitch and volume of your voice when you transition from one topic or point to another.
Increase your volume and slow the delivery whenever you raise a special point or are summing up.
Speak briskly but pause to emphasize keywords when requesting action.