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18 effective strategies to improve your communication skills

Elevate your communication skills

Unlock the power of clear and persuasive communication. Our coaches can guide you to build strong relationships and succeed in both personal and professional life.

Communication skills are some of the most utilized and the most sought after in the workplace. They’re essential for leaders and individual contributors to hone. Looking at our largely remot and hybrid work environments, great communication skills make the difference between connected, agile teams, and teams who fail to collaborate, stay aligned, and achieve common goals. 

The good news is that improving communication skills is easier than you might imagine. Here are some basic principles worth following in order to communicate better.

5 types of communication to develop

You and members of your team may have been working remotely for some time now. Whether you are in an office daily, at home managing from afar, or in a hybrid workplace between the two, you’ve likely leveraged more than one communication type.

For businesses to thrive long-term, it is important to develop communication skills that span each type. Here are the five most common communication types to focus on improving.

• Oral communication: Thoughts are shared through speech. Examples include presentations, one-on-one meetings, and virtual calls.
• Written communication: Thoughts and ideas are shared via the written word. This can be with emails, hand-written notes, or signage.
• Non-verbal communication : Information is shared without the use of written or spoken words. Examples include facial expressions, tone of voice, body language, and gestures.
• Active listening: Unlike the examples above, active listening is about receiving information. When someone is listening actively, they might ask questions to understand the information better, but refrain from focusing on their response so much that they fail to hear the speaker.
• Contextual communication: Information i s s hared with mutual, potentially un s poken, under s t anding s of variou s factor s s uch a s interper s onal relation s hip s and the environment.

What is effective communication?

The most effective communicators clearly inform others and actively listen to them at the same time. They can accept input – both verbal and non-verbal – while also expressing their thoughts and opinions in an inclusive way.

Regardless of the communication style , effective communication involves a connection with others. It is a dance with a partner that moves, at times, in ways we did not predict. This means the most powerful skill you can leverage is being in sync with your audience. It involves understanding and speaking to its needs, and then responding to real-time feedback. It means having the conversation that your audience wants to have.

But achieving all of that can take some practice.

Below are some effective communication strategies to help you listen and communicate better.

How to improve communication skills

The best messages are often simple.

There’s no value in delivering any kind of communication, whether written, verbal, formal, or casual, if the message doesn’t come across clearly.

Communicating concisely — while maintaining interest and including everything your team needs to know — is a high-level communication skill.

Here are some ways to communicate better.

1. Keep your audience in mind

Your audience will naturally be more interested and engaged when you tailor your communications to their interests. Piquing their interest by speaking directly to what matters to them will naturally engage their desire to understand and interact with the information.

2. Don’t use 10 words when one will do

Even the most engaged and committed audience will eventually get bored. Keeping your message simple and concise will make it easier to understand and retain. Remember, you already know what you’re going to say, but they’re hearing it for the first time. Keep it simple.

3. Consider the best method to deliver your message

If the information you’re conveying isn’t urgent, consider sending an email or a memo. This is especially important when communicating expectations . Written communication will give your audience more time to review it, think it over, and follow up with questions. It will also give them a handy record to refer back to.

4. Get them involved

If you’ve ever worked as an instructor, manager, trainer, or coach, you’ll know that there are few better ways to learn new information than to teach it. Ask them for their input or to take a role in explaining new concepts and policies to their colleagues.  

5. Leverage face-to-face communication when possible

Communicating face-to-face adds multiple layers of information to an exchange, whether between two people or two hundred. Often, there’s a synergy created with in-person communication that’s difficult to replicate elsewhere. Here are some tips to make the most of face time with your team:

6. Make eye contact

If you’re wondering whether or not your message is getting across, few metrics provide as much feedback as eye contact . You can easily tell if the person you’re speaking to is understanding you, is distracted, worried, or confused — much of which is lost in digital communication.

7. Ask for feedback 

Not sure they got it? Ask! A powerful technique is to ask people to repeat back their version of what you just said. Often, this can improve retention, immediate understanding, and minimize misunderstandings later on. You can also ask them to reach out to you with helpful ways that you can improve your delivery in presentations and other forms of communication.

8. Read non-verbal cues

There are various types of nonverbal-cues . Yawns, fidgeting, and looking around the room are usually clear signs that your audience is thinking about something other than what you’re trying to convey. If you notice this, don’t take it personally. Try asking them to share what’s on their mind, recap previous points they may have missed, or adjourn for a later time.

9. Minimize distractions

If you’re chatting with someone (or a group) face-to-face, keep distractions at bay by leaving unnecessary electronic devices out of the space. Keep the attendance limited to just those who need to be there, and avoid scheduling at a time when people are likely to focus on something else (like just before the end of the day or right before lunch).

How to improve online communication:

Online communication is rapidly replacing office spaces as the primary location of doing business. Especially if you’re used to working with in-person teams, it may be challenging to adjust to having meetings, conversations, and even people that collaborate with you or report to you digitally . Since online communication presents a unique way to interact, here are some things to keep in mind: 

1. Stick to a time limit

Online meetings can be even more difficult to focus on, since they incorporate the distractions of a nearly-unlimited number of settings. Keep the meetings short and to the point, and be especially vigilant about minimizing (potentially) marathon Q&A sessions. If needed, follow up through asynchronous communication methods to protect everyone's time.

2. Be mindful of the other person

Generally, the person presenting is the only one who can give the meeting their full attention. Especially when working from home, assume that participants have multiple demands for their attention and structure the content accordingly.

3. Recap important details

A lot of nonverbal and interpersonal cues can be lost over a digital connection. Ensure understanding by recapping the key points. You can either do a quick review in an online meeting or a brief summary at the end of a lengthy email.

4. Don’t forget to respond

Be sure to respond to each communication with a quick acknowledgment, even if it’s an informal one. Although you may have received the message, it’s likely that the person on the other end will have no way of knowing unless you let them know. A couple words or even a “like” will usually do the trick.

5 extra tips to sharpen your communication skills

In general, if you’re looking to strengthen your communication skills , the following tips will help you succeed no matter the situation you find yourself in (or the audience you find yourself with):

• Be approachable. If your teammates feel intimidated or worried that you may not respond well, they’re less likely to come to you with information.
• Be patient. Not everyone communicates the same way. Taking the time to be sure you’ve understood the other person and communicated clearly can pay dividends.
• Be self-aware. It’s okay if you’re still developing your communication skills, nervous, or having a bad day. It takes time — and practice — to become a skilled communicator.
• Check for understanding. Don’t be afraid to invite feedback or ask questions to ensure that everyone’s on the same page.
• Switch out the messenger. Allow other team members or leaders to develop their communication skills by empowering them to lead discussions and meetings.

How to be a better active listener

There is much talk about the beauty of active listening , but many people aren’t sure how it translates into actual behaviors. One of the main challenges to active listening is the preoccupation with a response. Many people are busy formulating a perfect answer, which leaves no bandwidth to engage with the input. To get out of this habit, which is not really in service of the speaker, consider the following steps.

Rethink how to add value

You may think that adding value to an exchange is mostly about what you say. But that is not always how others perceive it. Most of us value responses that help us think through our own ideas, that clarify our assumptions or point out possible blind spots. We often don’t need a listener to be brilliant or impress us with their own data. Instead, we may value most how they helped us sharpen our thoughts.

Paraphrase without judgment

If you find yourself preoccupied with responding, try changing the focus of your response. Instead of aiming to add your own thoughts, task yourself with giving a summary that withholds your opinion or judgment. As you listen, make it your goal to give a concise summary, perhaps clarifying the speaker’s initial language.

Bonus points for repeating sticky language that the speaker recognizes as their own (“so you were frustrated with the project because the deadline was an uncomfortable high ?”)

Ask questions that help speakers think

The next step from paraphrasing is to ask questions that move the needle. Much like the way a coach listens, these questions push speakers to go deeper into their own thinking, to clarify their expression or consider possible concerns. You can play devil’s advocate by pointing out inconsistencies or language that seems unclear. All of these are true gifts to a speaker and help you stay focused on listening.

Interrupt politely

Active listening isn’t mindless indulgence, and not all interruption is rude. Sometimes speakers get lost in the weeds, providing depths of detail you don’t need. Interruption can help them stay relevant – and be rewarded with more engagement.

Most speakers don’t mind being cut off by a question that lets them keep talking. Much harder, especially for introverts, is to interrupt someone in a meeting and end their floor time. Be sure to:

• Validate the speaker (“Thank you for bringing that up.”)
• Use a warm and polite tone. Get feedback from others on how you sound and come across.
• Refer to shared interest (“I’d just like to make sure we get to hear from everyone about the project.”)

Tips to keep audiences engaged when you speak

Be relevant.

As we are flooded with information, many audiences will not be impressed by data. In fact, the desire to cover all bases or anticipate all possible questions is a common reason for wordiness.

To keep listeners engaged, especially in virtual meetings, you should carefully curate content for relevance. Ask yourself: How does this information affect my audience? How may it help them with their work? Is this level of detail helpful to understand my main message?

If you have no clear answers to these questions, consider cutting the content.

A hallmark of executive presence, concision is the ability to express your ideas in as few words as possible. Listeners appreciate this, as it shows your preparation and respect for your listeners’ time. In addition, concision signals confidence: the confidence to do less, to say something once, and trust that it lands.

Especially in virtual meetings, where the feedback loop can be flat, many speakers struggle with being concise. They may repeat themselves “just to make sure” or use more examples to make a point clear. But this kind of “more” can often be less, as audiences disengage, having gotten the point the first time.

Concision is a leap of faith. The faith in your own preparation and that your delivery is clear. In virtual meetings with cameras turned off, it becomes harder to keep this faith. For your own self-care as a speaker, you may want to ask your audience to be fully present and turn cameras on — and then reward them with your confident delivery.

Leave spaces for the audience to fill

One way to slow yourself down and check in with audiences is to pause after making a point. Not just a second to catch your breath, but an actual space for silence. Both virtual and in-person, it leaves an opening for your listeners to fill, providing you with real-time feedback as to what they need next. How granular do they want you to get? Do they actually have the questions you were going to answer? Or are they taking your ideas in a whole new direction?

We often feel wary about silence, as if it means that something is wrong. But things happen in silence, and you may be surprised what your listeners offer when given the chance to jump in. However they fill the space, you may get valuable hints as to how to sync and proceed. And that is when communication becomes dancing.

Treat pushback as openings, not obstacles

You may believe that by making a compelling case, you should be rewarded with instant buy-in. Which of course, almost never happens. As your proposals are challenged you get frustrated, perhaps even defensive, as you try to explain why you are right. Soon lines are drawn and both sides double down, and you find yourself stuck in a rut.

To avoid such a shutdown of your ideas, you may want to rethink how you experience pushback. Most new ideas aren’t embraced the way they are initially proposed, and your audience may not need you to have ready-made answers to all their questions. Try to view your pitch as an opening volley, and the pushback as guidance to have the talk that you need to have. Instead of reflexive defense, ask follow-questions to validate and explore the concern.

Final thoughts on effective communication strategies

As a leader and manager, you have tremendous power to set the tone for how your team communicates. While it can be easy to fall into bad communication habits, especially when transitioning to an increasingly digital interface, a shift in the way one individual communicates can open the doors for a radical shift throughout an entire workplace. Building effective communication skills takes time, but the effects are worth the effort at every level of your organization.

Nicolas Gattig

Better Up Fellow Coach

Feedback in communication: 5 areas to become a better communicator

The 5 business communication skills worth perfecting, foster strong communication skills to enjoy professional success, improve your interpersonal communication skills with these 6 tips, communication is key in the workplace. here's how to improve, upward communication: what is it 5 examples, what is nonverbal communication 10 different types (with examples), we need to talk (about communication styles in the workplace), member story: developing communication skills and owning the spotlight, similar articles, reading the room gives you an edge — no matter who you're talking to, want a leg up in your career master these 11 key listening skills, the importance of good speech: 5 tips to be more articulate, active listening: what is it & techniques to become an active listener, the 11 tips that will improve your public speaking skills, 6 presentation skills and how to improve them, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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• Communication

After reading this guide, you will understand how to improve your communication skills, and help others do the same.

Communication is a skill, and like all skills, you can get better at it through practice.

You will be able to effectively employ these techniques in your workplace, which will improve interpersonal relationships, allow for better problem solving, and ultimately lead to better business outcomes.

Why is good communication so important at work?

• The importance of listening
• Improving non-verbal communication
• Improving verbal communication
• Improving written communication
• Improving visual communication
• Recommended resources: books and online courses

It might be tempting to think that, as long as you do your job well, being a good communicator isn’t very important. However, that couldn’t be further from the truth!

Every aspect of your job depends on communication, and how well you can communicate directly correlates with how well you can do your job.

This has become even more relevant with the increase in remote work – bad communication skills have been highlighted by the increased use of messaging rather than face-to-face workplace communication.

If you’re in a client-facing role, your communication with them will make or break the relationship.

Think of the various aspects of that work that requires good communication:

• pitching your company to the client,
• building a trusting personal relationship with them,
• understanding what they want and clearly communicating that to the relevant teams,
• receiving feedback,
• communicating about updates or delays,
• and many more.

If you are unable to do this, then the client will lose trust and could seek another company that is better at communication.

If you’re in a management role or would like to be in the future, communication is key.

According to LinkedIn research , communication skills are the number one most desired soft skill that employers want.

Leading is all about being able to deliver your message well, explain concepts, give constructive feedback , mentor your team, and solve problems. How well you can communicate will be crucial to all of those actions.

Even in roles where you are mostly dealing with your own team, your communication skills will help you achieve success in your role.

Good communication will result in being able to explain problems, build solutions, form positive relationships with your department, and effectively collaborate on workflow.

5 Ways to improve your communication skills

1. the importance of listening.

We cannot touch on the importance of communication without highlighting that a massive aspect of it is what you do when you’re not talking.

Being a good listener is the most crucial part of communication .

We’re not just talking about hearing the words that a person is saying; rather you should be tuned in to their non-verbal communication also.

• Is the person avoiding eye contact?
• Is their posture open or closed?
• Are they fidgeting with their hands?

All of these actions convey a lot of information.

How to be a good listener:

• When you are listening, give your full attention to the speaker.
• Set your phone face down.
• Turn away from your computer screen.
• Look at their non-verbal signals, and listen to their words.
• Use clarification questions to follow up on key points and then sum up your understanding to them, so they can clear up any miscommunication immediately.

By following the advice above, you demonstrate your engagement in the conversation, confirming to the person that you have heard, and understood, them completely.

2. Improving non-verbal communication

To begin improving your non-verbal communication, first, you must begin by paying attention to it.

As you go through your day, observe how you use the various types of non-verbal communication that we mentioned in our article about types of communication .

Observe yourself:

• Do you make consistent eye contact?
• How do you position yourself when speaking to people?
• Does it change based on who you are talking to?
• How do people react to you?

Observe others:

• Are there certain people who make you feel heard?
• What do they do that makes you feel like that?
• Is there someone who is unpleasant to communicate with?
• What actions do they do that make you not enjoy talking to them?

Think about the positives and negatives that you observe.

If there is someone who you find to be a particularly good – or bad – person to talk to, pinpoint why they make you feel that way.

Pay attention to the non-verbal signals that they are giving off.

You can mimic the positives, and be aware of the negatives.

How to be better at non-verbal communication:

• Don’t fidget! This is rule number one. Be still, and calm. This communicates that you are in control, confident and a force to be reckoned with.
• Use eye contact intelligently. Focus in on people when you want to drive home a point. Look people in the eye both when you are listening to them and when you are speaking.
• Be confident in your use of space. Don’t minimize yourself, instead relax into your space. It’s important that you do this intelligently! Don’t prevent other people from sitting comfortably.
• Strive to be non-reactive during stressful situations. Keep your emotions level and respond calmly.

Simply being more aware of non-verbal communication, and the power that it has will help you be better at using it proactively and positively.

If you observe that you tend to avoid eye contact during stressful negotiations, then you can make sure to put an emphasis on making consistent eye contact when speaking in the next meeting.

3. Improving verbal communication

To improve your verbal communication, you’ll need to get better at both what you say and how you say it.

It doesn’t matter how clear your message is if you are patronizing or rude when you say it.

As we recommend for non-verbal communication, begin by observing yourself and others in conversation.

• Are there times when they react more negatively than others, and can you pinpoint why?
• Are there colleagues who you particularly enjoy conversing with?
• Observe how communication happens in your work environment, and pay attention to which aspects are positive and negative.

Next, begin to think about the content of your verbal communications.

We all know someone who takes ages to get to the point of the story, and how frustrating that can be, or someone who never gets to the point at all.

Before you speak, know what you want to communicate.

• Begin with your stated purpose (‘I think we need to increase ad spending 10%’)
• Move on to your reasoning (‘The upcoming holiday season is a prime time to target our customers more effectively’)
• Review possible outcomes (‘We could increase sales between 20 and 30%’).

While this advice is best suited for more formal presentations, this is effective in informal settings as well.

Knowing what you want to say and having the facts to back it up will make you seem more professional, knowledgeable and decisive.

Use pitch to help captivate your audience

• A lower pitch tends to communicate gravitas and experience. Take longer, deeper breaths and speak from your diaphragm to lower your voice.
• Strategically use silence to capture, and keep attention. Pause and hook the viewer’s attention before dropping your pitch, your big reveal or your thesis sentence.
• Use a range of cadence, speed and style. You don’t want to speak in a monotone, you’ll bore your audience and they won’t be engaged in the content of your communication.

4. Improving written communication

In written communication, the first step to improve is to make sure that your spelling and grammar are perfect.

There are plenty of online tools that can help you with this. You simply paste your writing into the app and then you get valuable feedback on spelling, grammar, and even the content.

Now, this is not a perfect solution, AI is smart but can make mistakes, but it works very well for a quick check, especially if you are not the world’s strongest writer.

Read more about the written type of communication .

Take the time to re-read everything that you write

• Is your tone appropriate to the setting?
• Are there any mistakes, items not linked properly, or missing points?
• Have you covered the subject in enough depth?
• We often overestimate how much other people know about our specialist subjects, it might be necessary to write in more detail. At the same time, don’t write a novel!

Formatting is key

• Format everything, from a Slack message to a full presentation, to make sure that you are creating a readable text.
• Use bullet points and paragraphs to break up your message.
• Highlight your points in bold if you have a lot of text.
• Underline anything that you think is crucial. 

More tips for improving your written communication:

• State your assumptions. This will help avoid miscommunications. Start by saying ‘I assume you have heard about the new policy change, effective June 1. Because of this, we will be adjusting x, y and z.’
• Read often. From messages to novels, read often and when you do, think about what you like (or dislike) about what you’re reading. Emulate what you like, and work to avoid what you dislike.
• Use framing to get your point across. Think about it from the recipient’s point of view, and what’s in it for them, and then frame the message to highlight that.
• Read your writing out loud to check for mistakes. Use this time to review grammar, tone, fact-check and to make sure that you have covered everything you wanted to in the communication.
• When possible, use clear examples and avoid using too much jargon.

5. Improving visual communication

An important aspect of using visual communication is to only use it when necessary.

A presentation stuffed full of visual aids that do not add to the content is messy, unprofessional and will distract from the overall message.

You want to be judicious about what you include, and why you are including it. Make sure that you are using the proper chart to show the data in the clearest way, or are including only the sketches that will add to the audience’s understanding of the ideas for a new logo.

Not all of us are graphic designers, but there are tools available to help us create professional-looking visuals.

Make use of those! You don’t want your presentation to look like it was created in 1995.

Default to clean, professional templates, rather than looking for something ‘interesting.’ Your message should be the star, not the font, color, or background image.

Tips for improving visual communication:

• Less is more! Pare back your design and resist the urge to stuff every fact, figure, font and color into a presentation.
• Utilize typography. If in doubt, ask for the brand guidelines for your company and follow those. They will help you create cohesive presentations in line with your company’s preferred look.
• Pay attention to balance and harmony. You can achieve this by using similar, rather than disparate, elements in your communication. The same style of clip art, the same font family, or the same pastel shades.
• Begin with the end in mind. Know what you want to communicate and start there.

Recommended resources

• Surrounded by Idiots: The Four Types of Human Behavior and How to Effectively Communicate with Each in Business (and in Life) , Thomas Erikson
• How to Talk to Anyone: 92 Little Tricks for Big Success in Relationships , Leil Lowndes
• Influencer: The new science of leading change , Joseph Grenny, Kerry Patterson, David Maxfield, Ron McMillan and Al Switzler
• How to win friends and influence people , Dale Carnegie
• Skill with people , Les Gibli
• How to speak, how to listen , Mortimer J. Adler
• Communication strategies for a virtual age
• Improving communication skills
• Teamwork skills: Communicating effectively in groups
• Effective communication in the globalised workplace

Ivan Andreev

Demand Generation & Capture Strategist

Ivan Andreev is a dedicated marketing professional with a proven track record of driving growth and efficiency in various marketing domains, especially SEO. With a career spanning over a decade, Ivan has developed a deep understanding of marketing strategies, project management, data analysis, and team leadership. His strong commitment to knowledge sharing, passion for process optimization, and turning challenges into opportunities have solidified his reputation as a pivotal player in the marketing team.

How to Improve Communication Skills: 14 Best Worksheets

“Instead of condemning people, let’s try to understand them. Let’s try to figure out why they do what they do. That’s a lot more profitable and intriguing than criticism and it breeds sympathy, tolerance and kindness.”

But how do we put this strategy into action?

In this post, we’ll give you the tools to be a strategic and effective communicator, no matter your context, by walking you through a range of worksheets, digital activities, and resources to discover better communication.

Before you continue, we thought you might like to download our three Positive Relationships Exercises for free . These detailed, science-based exercises will help you or your clients build healthy, life-enriching relationships.

This Article Contains:

How to improve communication skills, 3 examples of good communication skills, 3 most effective worksheets and tools, 3 games for developing communication skills, assessing your client’s skills: 3 questionnaires & scales, using digital tools to improve communication, how to use quenza: 5 benefits of digital platforms, communication resources from positivepsychology.com, a take-home message.

Whether you’re delivering a presentation to a room full of conference attendees or hashing out a disagreement with your partner, many of the skills you need to achieve your goals in these different scenarios will be the same.

To improve your communication techniques, scholars recommend training in the following skills.

Perspective taking

Defined as a cognitive attempt to consider another’s viewpoint (Longmire & Harrison, 2018), perspective taking enables us to communicate in a way that is likely to resonate with others in the way we intended.

Perspective taking is often referred to as putting yourself in another’s shoes.

For instance, when preparing a presentation, we can take the perspective of our audience by considering their background knowledge on the subject of our talk. By doing so, we can communicate in a way that will match the listeners’ level of background knowledge, rather than leaving them in the dust.

Likewise, we can be intentional about trying to take our partner’s perspective during a disagreement by imagining how our actions might make them feel or by imagining how we would feel if the roles in the conflict were reversed.

Usually, this involves showing empathy to the person you are speaking to and creating space for their emotions.

Self-awareness

Self-awareness involves being able to see yourself clearly and objectively through reflection and introspection . It requires you to separate your sense of identity from your thoughts and emotions.

But why is this important?

According to organizational psychologist Tasha Eurich (Workforce.com, 2020), we can only be as good at influence or collaboration (and a range of other skills) as we are at self-awareness. That is to say, if we work to develop our self-awareness, it can have a ripple effect on our ability to communicate, engage, and empathize with others.

In the example of delivering a conference presentation, self-awareness may help us recognize that we appear withdrawn when speaking to a crowd. This awareness then enables us to amend our behavior and style of communication.

Likewise, in the example of the disagreement with a partner, self-awareness might help us recognize our tendency to grow defensive to perceived criticism in a particular area. Self-awareness can counter this, allowing us to remain open minded and curious in such discussions.

In sum, good communication involves balancing our own perspective with that of others to convey a message successfully and accept feedback .

To empathize is to

“respond to another’s perceived emotional state by experiencing feelings of a similar sort.”

Chismar, 1988, p. 257

Showing empathy is another way to take the perspective of a conversation partner by acknowledging and validating their emotions in a situation.

No matter the situation, there’s usually a place for empathic communication. Let’s look at three scenarios. For each, see if you can identify the more empathic response out of the two response options.

A nasty bruise

• Scenario : You are having coffee with your sibling, and they hold out their arm to reveal a dark welt on their arm. “Check out this bruise from my fall down the stairs!” they say.

Which of the following is the more empathic response?

• Response A : You squint at the bruise. “That’s tiny,” you say. “Look at what I got when I was hit by a bike!”
• Response B : You wince. “Ouch! I can imagine that must have really hurt.”

Problems with Mom

• Scenario : You’re walking down the street in conversation with a friend. He’s been describing a recent conversation with his mother, in which he grew very frustrated. “When she shows up at my house without calling first, it’s stressful for me, but I can’t get her to listen to my point of view.”
• Response A : “I’m sure it’s just because she really wants to see you.”
• Response B : “I can imagine that must be really frustrating if you never know when she’s going to stop by.”

Missing money

• Scenario : You and your friend are at the counter at a coffee shop. As your friend goes to pay, her card gets declined. “I can’t understand where all my money goes after I get paid,” she laments.
• Response A : “I reckon you should make a budget.”
• Response B : “Yeah, it’s annoying when money disappears like that.”

In each of the above scenarios, Response B is the more empathic option. In these responses, the speaker validates the other person’s emotions and reflects them back to the other person.

Download 3 Free Positive Relationships Exercises (PDF)

These detailed, science-based exercises will equip you or your clients to build healthy, life-enriching relationships.

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Let’s now look at three free worksheets and tools you can use to help develop your clients’ perspective taking, self-awareness, and empathy when communicating.

• Active Listening Reflection Worksheet This worksheet provides a useful summary of the techniques involved in active listening . Once the techniques have been reviewed, clients can practice them in pairs or groups or reflect on a recent conversation with someone in their life to apply their learning.
• Trading Places Worksheet The Trading Places worksheet takes your client through 10 steps to help them imagine a situation from another’s perspective. These steps can be especially useful when a client is struggling to move forward following a disagreement with someone in their life.
• How to Improve Communication in Relationships: 7 Essential Skills This simple leaflet details seven approaches and frameworks to better understand how we communicate and develop our skills in relating to others.

Check out these three games for both children and adults, designed to make strengthening communication with others fun:

• 500 Years Ago In this free worksheet , players attempt to describe modern-day phenomena to their partner, who pretends they have no knowledge of the modern world because they are from long in the past. In each round, the speaker must practice empathic communication and perspective taking by tailoring their language to their old-timey listener.
• Shuffle In this game , five children race to occupy four positions at the corners of a square marked on the floor. As kids play rounds of rock–paper–scissors to resolve disputes, the game will introduce them to the basic principles of conflict and negotiation .
• Where Should We Begin? A Game of Stories In this card game by leading psychotherapist Esther Perel, players take turns drawing cards to tell stories about themselves, their hopes, and their dreams. In doing so, participants can grow closer and share greater intimacy through the power of storytelling.

Communication skills – how to improve communication skills

Want to assess your client’s communication skills? Look at these three useful questionnaires and scales:

• Effective Communication Styles Inventory This test uses 15 forced-choice items to help individuals determine their preferred communication styles, including thinking, doing, collaborating, and creating.
• The Revised Self-Monitoring Scale This scale by Lennox and Wolfe (1984) is a 13-item adaptation of Snyder’s (1974) 25-item Self-Monitoring Scale. This reconfigured scale is a useful way to help clients assess two facets of their communication: their ability to modify their self-presentation and their sensitivity to the expressions of others.
• The Communication Effectiveness Profile This 84-item inventory provides a comprehensive assessment of seven factors contributing to good or bad communication, including empathizing and the ability to read nonverbal cues .

Thankfully, many new tools, games, and approaches are emerging to help facilitate communication training and skill development through virtual channels.

3 Games for your videoconferencing sessions

If you’re looking to improve communication with a small group or work team, here are some fun games and digital interventions you can use to have fun, break the ice, and encourage open communication via video conferencing.

• Synonym challenge Get everyone engaged, expand your vocabulary, and warm up your call participants with the synonym challenge.

Time: About one minute per round How to play : Determine a turn order for each participant in the call. Begin by having the first player say a word. Participants must then proceed in sequence, saying synonyms for that original word without repeating a word already said. The first player to take longer than five seconds to say a word is eliminated from the next round.

• Virtual escape rooms Emerging research has pointed to escape rooms as possible avenues for developing team capabilities and creative problem solving (Adams, Burger, Crawford, & Setter, 2018; Cohen et al., 2020). Why not try one out with your team?

Time: About one hour How to play : With virtual escape rooms, players must work in teams to watch videos, track clues, and cooperate, all to escape a virtual environment or race another team to complete a series of puzzles.

See The Escape Game for a popular virtual escape room provider and more information.

• Virtual murder mystery Break the ice and have fun with role-play at your next video call get-together by solving a quirky murder mystery.

Time: Typically one to two hours How to play : Each participant in a call is assigned a character or role with background information about their motivations and why they might be a suspect in a central murder mystery. Participants must then chat with one another in character to deduce information about the possible murderer (or point the finger at someone else if they are the murderer).

Check out the whodunnit app for a popular virtual murder mystery provider.

A look at Quenza software

If you’re a counselor, therapist, or social worker looking for tools to help your clients improve their communication, be sure to check out the growing library of pre-programmed tools available via the platform Quenza .

We designed this platform in collaboration with the positive psychology community to put leading science-backed worksheets and tools directly into the hands of helping practitioners and their clients.

To illustrate, here are just a couple of communication tools available through the platform, which you can access and try for yourself for just $1 :

• Learning to Say No Living in line with your values means you will sometimes need to make choices that disappoint others. This seven-part mini-lesson will give your clients guidelines and practical advice for respectfully saying no in the service of their personal values.
• Eight Steps to Forgiveness When communication mishaps occur, forgiving others is easier said than done. This essential eight-step lesson is based on the teachings of forgiveness expert Dr. Robert Enright and will help your clients release themselves from the distress of betrayal and hurt feelings.

If you’re curious about using digital interventions as part of your relationship counseling , coaching, or psychology practice, consider how these interventions might interact with other elements of your business.

In general, using digital platforms can streamline many aspects of your workflow while enabling clients to work within an organized digital environment, where all their information is in one place.

Benefits of using digital platforms to deliver care can include the following:

• Access to professional tools to develop digital activities, learning pathways, and lessons
• The ability to sort clients according to groups and initiate actions that affect all group members (e.g., sending homework materials)
• The creation of a centralized location to store clients’ contact information and documentation
• Access to modern security features (e.g., HIPAA/GDPR compliance)
• The ability to connect with other practitioners to share best practice learnings

Quenza offers all these benefits, and new features are always being added. Getting started with the platform takes only three steps:

• Sign up for a 30-day trial .
• View the brief quickstart video .
• Jump into the Activity Builder to begin preparing your first digital activity or browse the platform’s expansion library to select a pre-developed activity for your first client.

To learn more, take a look at the Quenza roadmap for a summary of existing and upcoming features.

17 Exercises for Positive, Fulfilling Relationships

Empower others with the skills to cultivate fulfilling, rewarding relationships and enhance their social wellbeing with these 17 Positive Relationships Exercises [PDF].

Created by experts. 100% Science-based.

Looking for more resources to teach communication skills? Here are some free materials you can use when conducting therapy, coaching, or counseling with groups:

• Listening Accurately Worksheet This handout presents five simple steps to facilitate accurate listening and can help establish some basics for training in effective communication.
• Communicating an Idea Effectively This handout lists three key features of a well-explained idea and strategies for building these into one’s communication.
• Making Eye Contact Exercise This exercise is a fun way to kick off a group training day by warming up people’s non-verbal communication skills.
• 17 Positive Relationships Exercises If you’re looking for more science-based ways to help others build healthy relationships, this collection contains 17 validated positive relationships tools for practitioners. Use them to help others form healthier, more nurturing, and life-enriching relationships.
• Effective Communication in Therapy & Counseling: 17 Techniques This article about communication in therapy is a helpful guide for therapists as it provides a number of techniques that can be used to improve the therapeutic relationship.

Whether you’re the quietest person at a table or a smooth-talking socialite, the ability to put yourself in the shoes of those with whom you speak is key to effective communication.

Likewise, understanding yourself in terms of your strengths and potential biases when communicating can only serve you as you connect with others. Be sure to check out the resources throughout this post to help you or your clients develop these skills today for better relationships tomorrow.

We hope you’ve found this post and the listed resources useful. Let us know in the comments: What’s one technique or skill you’ve used to improve your communication?

We’d love to hear from you!

We hope you enjoyed reading this article. Don’t forget to download our three Positive Relationships Exercises for free .

• Adams, V., Burger, S., Crawford, K., & Setter, R. (2018). Can you escape? Creating an escape room to facilitate active learning. Journal for Nurses in Professional Development , 34 (2), E1–E5.
• Carnegie, D. (2019). How to win friends and influence people . Vermillion.
• Chismar, D. (1988). Empathy and sympathy: The important difference. The Journal of Value Inquiry , 22 (4), 257–266.
• Cohen, T. N., Griggs, A. C., Keebler, J. R., Lazzara, E. H., Doherty, S. M., Kanji, F. F., & Gewertz, B. L. (2020). Using escape rooms for conducting team research: Understanding development, considerations, and challenges. Simulation & Gaming , 51 (4), 443–460.
• Lennox, R. D., & Wolfe, R. N. (1984). Revision of the Self-Monitoring Scale. Journal of Personality and Social Psychology , 46 (6), 1349–1364.
• Longmire, N. H., & Harrison, D. A. (2018). Seeing their side versus feeling their pain: Differential consequences of perspective-taking and empathy at work. Journal of Applied Psychology , 103 (8), 894–915.
• Snyder, M. (1974). Self-monitoring of expressive behavior. Journal of Personality and Social Psychology , 30(4), 526-537.
• Workforce.com. (2020). Build self-awareness to develop influence [Video]. Retrieved from https://youtu.be/yQ7ZfODyafw

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21 Tips to Improve Verbal & Written Communication Skills

Verbal and written communication skills stand as two indispensable pillars in the realm of effective communication. These twin avenues are considered the lifeblood of an adept professional, capable of forging meaningful connections and navigating the complex web of interpersonal interactions. Possessing a mastery over both verbal and written communication skills is akin to wielding the tools of a virtuoso in the symphony of professional life. This article will give an overview of verbal and written communication skills. Keep reading.

What is Verbal Communication?

Verbal communication, a multifaceted facet of human interaction, encompasses the art of language in its spoken and written forms. It is a dynamic interplay where verbal communication predominantly pertains to the use of spoken or written words. In its counterpart, nonverbal communication, the arena extends to encompass the transmission of messages through means beyond the written or spoken word. Nonverbal communication takes on many forms, manifesting through body language, subtle gestures, and even the pregnant pause of silence. The intricate dance of verbal communication encompasses a plethora of facets, making it a cornerstone in forging connections, be it through dialogue with colleagues, and superiors, or engaging with valued customers and clients.

The virtuosity of verbal communication entails more than merely uttering words; it is a finely tuned orchestra where clarity, conciseness, and volume all play their roles. Effective verbal communication necessitates the art of enunciating thoughts with clarity, ensuring one’s message is neither lost in a sea of words nor muffled by inaudibility. Moreover, it demands the delicate weaving of rapport with one’s audience, an element that binds the wordsmith to the recipient, enhancing the impact of the conveyed message.

What is Written Communication?

Written communication, on the other hand, paints a canvas where messages are crafted in ink and digital fonts. It is the intricate symphony of written language that provides a platform for conveying thoughts, information, and ideas in a format that is tangible, timeless, and enduring. In this realm, the exchange of words is not spoken but composed, offering a formal avenue for expression.

Unlike its verbal counterpart, written communication often embodies a more formal and deliberate tone. Yet, it sometimes may lag behind in terms of efficiency when compared to oral exchanges. The realm of written communication encompasses a myriad of forms, from the exchange of emails, to the concise SMS, and the timeless art of letter-writing. As time has progressed, our capacity to write and craft written messages has undergone an evolution, adapting to the ever-changing landscape of technology and communication mediums.

Verbal Communication: The Art of Expressing with Words

Verbal communication serves as a fundamental conduit for sharing information with others. This form of communication encompasses both spoken and written interactions, though it is commonly associated with spoken communication. Verbal communication revolves around the selection of words and how they are articulated and interpreted. While this discourse primarily delves into spoken communication, it is essential to acknowledge that word choice is equally crucial in written communication, where non-verbal cues play a minimal role in message interpretation.

What Constitutes Verbal Communication?

Verbal communication encompasses any form of interaction that employs words to convey information to an audience. These words can manifest through both spoken and written mediums. Communication, essentially, is a two-way process, involving the transmission of a message from a sender (speaker or writer) to a receiver (listener or reader). This article delves into the intricate aspects of this process.

Verbal communication involves a spectrum of skills, ranging from the overt, such as speaking clearly and active listening, to the subtle, like reflecting and clarifying. This piece offers an overview of these skills and provides avenues for further exploration. It’s crucial to recognize that effective verbal communication cannot be wholly isolated from non-verbal communication elements, including body language, tone of voice, and facial expressions, as they all contribute to conveying the message accurately.

Opening Communication: The Crucial First Impressions

In numerous interpersonal encounters, the initial moments bear exceptional significance. First impressions wield a substantial influence on the trajectory of future communications. When meeting someone for the first time, you formulate instantaneous perceptions based on their appearance, speech, conduct, and any prior information you might possess about them. This initial impression significantly shapes your subsequent exchanges.

For instance, upon meeting someone and hearing their speech, you might form judgments about their background and intellectual capabilities, potentially altering your choice of words. If you detect a foreign accent, you might opt for simpler language and concentrate more intently to ensure comprehension. However, these initial impressions are subject to revision as you gather more information and become better acquainted with the individual.

Basic Verbal Communication Skills: The Power of Effective Speaking and Listening

Effective speaking comprises three primary facets: word choice, delivery, and the synchronization of verbal and non-verbal communication. These elements collectively impact how your message is conveyed and comprehended by your audience. The selection of words necessitates careful consideration, with different situations requiring distinct language choices, even when discussing the same subject.

Delivery encompasses your tone of voice and speaking pace, both of which convey critical information to your audience, such as your level of enthusiasm, commitment, or apprehension. Active listening, a vital skill, is often neglected due to our inclination to concentrate more on what we intend to say rather than what others are expressing. Effective listening entails preparation, maintaining an open mind devoid of judgments, comprehending the speaker’s overall message, averting distractions, and staying focused on the conversation.

Enhancing Verbal Communication: Advanced Techniques

Various tools and techniques can enhance the effectiveness of verbal communication, such as reinforcement, reflection, clarification, and questioning.

Reinforcement

Reinforcement integrates encouraging language with non-verbal gestures like head nods, warm facial expressions, and sustained eye contact. These elements build rapport and encourage openness in others. Encouragement and positive reinforcement can foster participation in discussions, express interest in others’ perspectives, pave the way for relationship development, alleviate anxiety, and display warmth and receptiveness.

Questioning

Questioning is the primary method for acquiring information on specific subjects. It serves the dual purpose of clarifying ambiguous areas and seeking assistance from others. On a social level, questioning is a valuable means to initiate conversations, engage someone in a dialogue, or express genuine interest. Two main question types are closed questions, which yield brief responses, and open questions, which prompt extensive elaboration and encourage engagement.

Reflecting and Clarifying

Reflecting involves feeding back your understanding of what has been communicated to you. This skill is typically employed in counseling but holds value in various communication contexts. Paraphrasing the conveyed message in your own words helps confirm your comprehension, provides feedback to the speaker, demonstrates interest and respect, and showcases consideration for the other person’s perspective.

Summarizing

Summarizing entails condensing the key points or issues raised during a conversation. It serves a similar function to reflecting but also allows both parties to confirm and agree on the message, ensuring effective communication. Well-constructed summaries can serve as a reference for future actions.

Closing Communication: The Art of Parting

The manner in which a communication concludes partly shapes how the conversation is remembered. Closure involves both verbal and non-verbal signals. Verbal cues may include expressions like “I must be going” or “Thank you, that’s really helpful.” Non-verbal indicators might encompass avoiding eye contact, standing up, or facing away. People often employ a combination of these, usually starting with non-verbal cues in face-to-face interactions and relying more on verbal signals during phone conversations.

Abruptly ending a conversation can disrupt the other person’s thoughts, so it’s advisable to allow time for a gradual winding down. The closure also offers an opportunity to make future arrangements and is accompanied by various socially acceptable parting gestures.

The Importance of Written Communication Ability

In the contemporary professional landscape, written communication skills are undeniably a linchpin, transcending the boundaries of industry and occupation. Whether you are navigating the labyrinthine corridors of corporate emails, penning memos for interdepartmental circulation, or drafting comprehensive reports for critical decision-making, your ability to convey thoughts, information, and ideas through the medium of the written word is quintessential. It forms the very bedrock of effective collaboration and information exchange, bridging the chasms of geographical separation, temporal disparities, and even language differences. The realm of written communication, albeit often overshadowed by its spoken counterpart, is, in truth, an unceasing tributary that flows through every facet of professional life.

The Essence of Clarity in Written Communication

The paramount essence of written communication, often obscured by the cacophony of jargon and verbosity, is undeniably clarity. The ability to wield words and phrases with precision, to construct sentences that resonate with simplicity, and to craft paragraphs that offer unobstructed insight, is the keystone. The acumen to ensure that the recipients of your message, be they colleagues or superiors, not only comprehend your words but grasp the intent and significance therein, is a quintessential attribute. In a corporate arena characterized by the tumultuous river of information, clarity serves as the rudder that steers your message past the reefs of misunderstanding and the whirlpools of confusion. It transforms your writing into a beacon of enlightenment, illuminating the path for others to navigate.

Consider this example: “We’re implementing a new late policy to ensure that all employees can confidently rely on our agreed-upon schedule. See the details of the new policy below. If you have any questions, you may direct them to the head of human resources.” In this illustration, clarity is resplendent. The message is delivered succinctly and directly, unveiling the purpose behind the policy alteration and offering explicit guidance for any potential queries.

The Virtue of Conciseness in Written Expression

In the realm of written communication, the virtue of conciseness stands as an imperious sentinel, ensuring that verbosity and superfluous embellishments do not overrun the battlefield of words. In a world where information deluges are an everyday ordeal, brevity becomes a treasure. It’s a strategic choice to distill your words to their purest form, retaining only the essential elements needed to communicate your message. It is akin to wielding a finely-honed sword, capable of cutting through the foliage of excess and arriving directly at the heart of the matter.

For instance, consider the sentence: “After reviewing the articles you’ve written for us, I’ve concluded that you are one of the most talented writers on our team.” This concise statement is akin to a precision instrument, eschewing unnecessary details and embellishments, and unequivocally delivering the intended message.

Harmonizing Tone in Written Communication

Tone, the “voice” in which your written words resonate, is an orchestration that blends professionalism with a dash of formality and, where suitable, a pinch of amiability. It’s a melody that must be calibrated carefully to strike the right chord with the intended audience. In the world of business writing, where decorum is essential, your tone should manifest a blend of respect, authority, and approachability. Even when delivering unfavorable information, such as pointing out errors, it is crucial to eschew accusatory language, choosing instead to wield a scalpel of precision in your words.

Take this example: “Thank you for sending this over. I highlighted a few inaccuracies found in this report and attached the latest numbers from our accounting department. Please get the revised report back to me by Friday afternoon. If you have any questions, feel free to ask.” This message maintains a tone of courtesy and cooperation, even while addressing discrepancies.

The Efficacy of the Active Voice

The written word has the potential to dance or stumble across the page, and the choice of voice, active or passive, becomes a choreographer for this literary ballet. The active voice, with its inherent agility and immediacy, is often the preferred choice in professional communication. It allows sentences to flow with grace, leading readers along a smoother path through the text. In contrast, the passive voice, while possessing its own virtues in certain contexts, tends to impede the reader’s journey in the realm of business writing, introducing hurdles and detours.

Consider the sentence: “All department heads have reviewed the proposal.” This sentence, in the active voice, conveys the action straightforwardly and is readily comprehensible, aiding the reader in navigating the message with ease.

Safeguarding the Citadel of Grammar and Punctuation

The fortress of language is guarded by the twin sentinels of grammar and punctuation. Whether your writing ventures into the realms of formality or maintains a more casual stance, these guardians stand as sentinels against the onslaught of misunderstanding. They ensure that sentences are coherent, unambiguous, and free from the gnarled undergrowth of grammatical errors. Even in more informal contexts, they are the weavers that sew the fabric of your message, ensuring it remains sturdy and intact.

For instance, the sentence: “The initial data identifies the scope and framework of the project, breaks it down into milestones, and provides criteria for monitoring progress and measuring outcomes.” Without the appropriate use of commas, articles, prepositions, verb tense, and other basic grammatical elements, this sentence would be a labyrinth, difficult to navigate, and laden with potential misunderstandings.

How to Improve Written Communication Skills

When it comes to writing, whether crafting a concise email or a comprehensive report, there are several crucial principles to keep in mind. These guidelines serve as the foundation for successful communication. Here, we’ll delve into each of these principles, exploring their significance and the practical considerations they entail.

1. Know your purpose before you start writing

Clarity of purpose is the North Star that guides your writing. Whether you aim to prompt action, elicit a response to an email, or convey vital information, establishing your objective is paramount. At the outset, cut straight to the chase by leading with your main point. Follow this with the necessary details to ensure that even a cursory reader comprehends your message. This approach effectively conveys your message, making it accessible to readers who might only skim through the text.

2. Include only need-to-know details

After your initial draft is complete, scrutinize it by asking a trio of vital questions for each sentence. Firstly, assess whether the message’s objective is clear and specific. Be explicit with deadlines when necessary, rather than vaguely labeling a task as “urgent.” Secondly, articulate the specific details you expect in a report or update. Your reader should immediately grasp your requirements without interpretation. Lastly, question the necessity of each detail. If a sentence can be removed without hindering comprehension of your message, consider its omission. Always strive for simplicity and directness, using language that minimizes ambiguity and misinterpretation.

3. Make use of outlines

For more extensive documents like reports, an outline is a valuable tool. It helps structure your thoughts and organize information logically. Outlines ensure that you present all pertinent points in a coherent order.

4. Maintain professionalism

Even when communicating with close colleagues, maintain a professional tone. It’s wise to assume that all written correspondence could be shared throughout the office. Prior to hitting the send button, ask yourself if you are comfortable with the idea of everyone in your workplace reading the content.

5. Edit rigorously

Editing is an essential step in the writing process. Reread your content multiple times. Beyond basic grammar and spelling checks, assess the flow, coherence, and efficiency of your text. Is the narrative smooth? Does it make sense? Are there any extraneous details or missing information? Ensure that your writing is both clear and concise. To incorporate editing into your routine, consider drafting all your emails before going back to edit each one. This approach enhances the quality of your written communication. Motivation – Mind – Success – Thinking – Productivity – Happiness

Showcasing Your Written Communication Skills

Your ability to communicate effectively through writing is a valuable asset in various professional contexts. Let’s explore specific scenarios where these skills shine:

In your resume

A well-structured resume should be easily scannable, emphasizing your achievements and strengths. Bullet points, lists, and clear headers demonstrate your capacity for concise and lucid communication.

In your cover letter

A cover letter allows you to craft a narrative using rich language and well-constructed sentences. Weave your accomplishments into a compelling story that showcases your unique strengths and experiences.

In your job interview

While interviews focus primarily on verbal communication, your responses should be clear, concise, and purposeful. This reinforces your ability to communicate effectively.

In your thank-you letter

After an interview, your thank-you letter provides a final opportunity to exhibit your written communication skills. Striking a balance between professionalism and friendliness demonstrates your mastery of tone and attention to detail.

In your emails

In today’s professional landscape, email is a daily staple. Your written communication in emails must convey professionalism, credibility, and approachability. A well-structured email is direct, and specific, and outlines clear next steps for the recipient.

In your presentations and reports

Presentations and reports serve as platforms to inform others about your work, achievements, and future goals. Effectively communicating with a wider audience demands clarity. When addressing audiences outside your department, avoid jargon and, when necessary, provide definitions and explanations to ensure comprehension.

How to Improve Verbal Communication Skills

1. tailor your message to your audience.

Enhancing your proficiency in verbal communication hinges on a fundamental principle: catering your message to your specific audience. It entails a profound consideration of the individuals you’re communicating with, delving into their diverse backgrounds, interests, and unique needs. This meticulous thought process forms the bedrock upon which your communication strategies will be built. By understanding your audience on a profound level, you gain the ability to modulate the tone, language, and stylistic elements you employ to convey your message. This tailored approach ensures that your message resonates effectively, striking a harmonious chord with your listeners. Health books, guides, exercises, habits, Diets, and more

In essence, it’s about acknowledging the inherent diversity of your audience, recognizing that different people possess varying levels of familiarity with your subject matter, distinct preferences in communication styles, and even varying emotional states. By embracing this diversity, you embrace the power to bridge the gap between what you intend to convey and what your audience is ready to receive. This, in turn, nurtures a sense of connection, fostering a more profound understanding and enhancing the overall effectiveness of your verbal communication.

2. Embrace the Art of Brevity

One indispensable facet of successful communication is the art of brevity. This principle advocates for the judicious use of words, emphasizing the avoidance of superfluous verbosity. Instead of inundating your audience with an inundation of words when a succinct statement would suffice, brevity challenges you to condense your thoughts into a concise, yet impactful message. This practice ensures that your message remains crisp, clear, and easily digestible for your listeners.

At its core, brevity champions the idea that every word should carry its weight and that redundancy and verbosity dilute the essence of your message. By adhering to this principle, you trim the proverbial fat from your communication, allowing the core message to shine through. It’s akin to a skilled sculptor chiseling away the excess to unveil the masterpiece within the stone. This refined approach captivates your audience’s attention, prevents the message from becoming convoluted, and bolsters the likelihood of your words making a lasting impact.

3. Choose the Ideal Communication Method

In our contemporary era, characterized by an abundance of diverse communication platforms, the choice of the most suitable means to deliver your message is a pivotal decision. The manner in which you opt to convey your thoughts, whether through face-to-face conversations, written correspondence, phone calls, or virtual meetings, profoundly influences how your message is received and comprehended.

Each medium possesses its unique strengths and weaknesses, and the selection of one over the other should be a deliberate, strategic choice. Face-to-face interactions, for instance, enable nuanced expressions and body language, fostering a deep level of personal connection. On the other hand, written correspondence allows for precise articulation and documentation of your message. The decision-making process necessitates a keen understanding of the context, your audience’s preferences, and the specific objectives you aim to achieve.

4. Engage Your Audience Actively

Active engagement serves as a dynamic catalyst in the realm of communication. Encouraging your audience to participate, ask questions, and contribute their insights transforms the exchange into a vibrant dialogue. This not only breathes life into the conversation but also ensures that your message is more than a passive transfer of information. It becomes an interactive process, enriching the understanding and retention of your message in the minds of your listeners.

Active engagement is akin to a reciprocal dance, where both you and your audience are partners in the narrative. It creates an environment where diverse perspectives can flourish, leading to a more holistic understanding of the subject matter. By fostering this participatory spirit, you not only inform but also inspire and provoke thought, resulting in a more profound and memorable impact.

5. Ponder Before Uttering Words

Before allowing words to cascade from your lips, a brief moment of reflection is a potent practice. This interlude serves as a mental pause, allowing you to sift through your thoughts, select the most precise and impactful words, and consider the potential consequences of your message. This mindfulness prevents impulsive or inconsiderate statements, providing a safeguard against inadvertently causing offense or miscommunication.

In essence, this reflective pause functions as a quality control mechanism for your verbal communication. It enables you to filter your thoughts and evaluate their alignment with your intentions, helping you craft a message that is not only well-structured but also emotionally intelligent. In the realm of communication, the power of reflection should never be underestimated, for it is the gateway to thoughtful and considerate speech, fostering connections and understanding in every interaction.

6. The Power of Concise Language

Effective communication is a delicate art that flourishes when it is distilled to its core essence. Opting for concise language serves as the linchpin of this artistry, ensuring that your message is presented in a manner that is both focused and precise. Such an approach unfurls an uncluttered path for your thoughts to traverse, not only making your message lucid but also enabling it to be absorbed with remarkable efficiency.

In a world inundated with information, the virtue of brevity cannot be overstated. A succinct message doesn’t merely avoid ambiguity but acts as a spotlight, illuminating your intended points with laser-like precision. It serves as a compass, guiding your audience through the labyrinth of communication and leading them directly to the core of your thoughts. In this manner, concise language becomes a vital tool, a beacon of clarity that helps you stand out in the midst of a cacophony of words. Fitness – Meditation – Diet – Weight Loss – Healthy Living – Yoga

7. Grasping Your Audience’s Perspective

To communicate effectively, one must go beyond the surface, beyond the mere demographic labels that define an audience. True communication mastery requires a deeper plunge into the intricate psyche of the people you wish to engage with. It’s an exploration of their thoughts, emotions, and motivations. It demands that you, for a moment, don their shoes and walk the labyrinth of their perspectives.

By venturing into this psychological terrain, you gain the ability to fine-tune your message with surgical precision, aligning it seamlessly with their concerns and aspirations. It’s not just about knowing their age, gender, or location; it’s about understanding the currents that flow beneath the surface. It’s a dance of empathy, where you anticipate their steps and lead the conversation in a harmonious direction. When you grasp your audience’s perspective, you don’t merely speak to them; you resonate with them on a profound level.

8. The Significance of Tone

Communication is not merely a matter of choosing the right words; it’s about orchestrating the symphony of tone. The tone you adopt in your communication wields incredible power, capable of either elevating your message to new heights or plunging it into the depths of misunderstanding. It’s the emotional fingerprint that your words leave behind, the resonance that lingers long after the conversation ends.

Being attuned to your tone is an exercise in mindfulness. It means recognizing the emotional tenor of your words and adjusting it with precision. A gentle tone can soothe and comfort, while a more assertive one can convey determination and resolve. However, regardless of the chosen tone, the key lies in ensuring that it remains respectful and empathetic. A harmonious tone is the bridge that connects your message with the hearts and minds of your audience.

9. Deciphering the Language of Your Body

Communication is a multifaceted art; it’s not confined solely to the realm of spoken words. Just as a skilled musician uses different instruments to create a symphony, a master communicator employs not only words but also the language of their body. Your posture, gestures, and facial expressions are notes in this silent symphony, contributing to the harmony or discord of your message.

The body speaks when the mouth is silent, and it can either enhance or detract from the message you intend to convey. A confident and open demeanor can create an atmosphere of assurance and approachability, drawing your audience closer to you. In contrast, crossed arms, averted gaze, or fidgety movements can send signals of defensiveness or disinterest. Understanding this non-verbal language, and mastering it, is crucial in ensuring that your communication is not just heard but truly felt.

10. The Art of Active Listening

Effective communication is a two-way street. It’s not solely about the eloquence of your speech but also about the finesse of your listening. Active listening is the art of being fully present in a conversation, and genuinely interested in what your conversational partner has to say. It involves more than just hearing words; it’s about acknowledging their perspectives, asking probing questions, and engaging in a meaningful dialogue.

When you become a master of active listening, you create a space where your conversational partners feel valued and understood. This fosters a sense of connection, where dialogue is not a mere exchange of words, but a meeting of minds. Your responses, molded by this authentic engagement, become more relevant and insightful, enriching the entire conversation. In the world of communication, the art of listening is a true masterpiece.

11. Exude Confidence in Your Speech

Confidence, that intangible aura of self-assuredness, exerts an irresistible pull within the realm of communication. Picture this: a speaker, eloquent and unwavering, delivering their words with conviction. The audience, spellbound, is captivated not only by the content but by the sheer magnetism of confidence. It’s the quintessential attribute that transforms mere words into influential statements. When you speak with unwavering assurance, it serves as a beacon, guiding your listeners into the harbor of trust and persuasion. This self-confidence, akin to a well-tended garden, should be nurtured and cultivated with care, for it is the linchpin that elevates the impact of your verbal communication. In a world where the power of speech knows no bounds, confidence stands as its unwavering cornerstone.

12. Reveal Your Authentic Self

In the grand theater of human interaction, there is no substitute for authenticity. To communicate is to invite others into your world, to share your thoughts, experiences, and perspectives. This act of sharing is profoundly enriched when it is underpinned by the pure essence of your being. Authenticity is the beacon that draws people in, forging connections that transcend superficiality. It’s akin to a lighthouse in a sea of noise, cutting through the tumultuous waves of pretense and posturing. When you communicate as your true self, it’s as if you’ve opened a door to your inner sanctum, welcoming others to a space where trust is nurtured, where relatability blossoms, and where the genuine and the sincere find their rightful place. In the realm of communication, authenticity is not a choice but a prerequisite. Protect Your Mac Automatically

13. Leverage Face-to-Face Interaction

Amid the ceaseless march of technology, the art of face-to-face communication remains a jewel of profound value. In a world where screens mediate so much of our interaction, there is a profound allure in the genuine, in-the-flesh encounter. To sit across from someone, to observe the intricate tapestry of emotions etched across their face, and to immerse yourself in the subtle cadence of their voice, this is the space where connection blossoms and ideas find their true resonance. The digital age has given us many gifts, but it has also left a yearning for the tangible. In this pursuit of genuine connection, opt for in-person interactions whenever feasible, for it is here that the bonds are cemented, and the nuances of shared emotions are painted with the broad brushstrokes of humanity.

14. Establish Eye Contact

The eyes, as they say, are the windows to the soul. In the intricate dance of communication, they serve as powerful emissaries of engagement, attentiveness, and unspoken confidence. When you meet someone’s gaze, you are not merely looking; you are locking onto a channel of connection. It’s as though, in that shared moment, your eyes have woven an invisible bridge, a tether that unites speaker and listener. This act is more than a mere physical gesture; it’s a declaration that the person before you matters, that their words carry weight and significance. It is the embodiment of undivided attention, a subtle affirmation that their presence in this dialogue is meaningful. In the realm of communication, the meeting of eyes can transcend mere visual contact, reaching into the realm of profound connection.

15. Seek Constructive Feedback

To embark on the path of mastery in communication, one must be willing to embrace the crucible of critique. The pursuit of improvement is an ongoing journey, and feedback from others acts as a compass, guiding you toward excellence. Constructive criticism is not a blemish on your skill but a nurturing hand that tends to the garden of your ability. It provides invaluable insights into areas of strength and weakness, offering the tools needed to hone and refine your communication techniques. The act of soliciting feedback is an act of humility and courage, a recognition that even the most eloquent orators are never finished products but evolving works of art. To seek feedback is to embark on a perpetual quest for refinement.

16. Interpret Non-Verbal Cues

In the rich tapestry of human interaction, words are but threads, weaving together the fabric of communication. Yet, to perceive the true essence of this tapestry, one must look beyond mere words. Enter the world of non-verbal cues, where body language, facial expressions, and gestures become the whispered subtext of conversation. The art of interpretation in this realm is akin to deciphering a cryptic code; it unveils the hidden layers beneath the surface. These cues are the brushstrokes of emotion, the silent poetry that accompanies spoken words. To be attuned to these cues is to possess the key to understanding the unspoken, to grasp the nuances that lie hidden in the spaces between words. It’s a skill that allows you to dive deeper into the ocean of human interaction, where the unspoken emotions and intentions sway like elusive sea creatures in the depths of dialogue.

I hope this article on verbal and written communication skills was found useful to you.

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8 Ways You Can Improve Your Communication Skills

Your guide to establishing better communication habits for success in the workplace.

Mary Sharp Emerson

A leader’s ability to communicate clearly and effectively with employees, within teams, and across the organization is one of the foundations of a successful business.

And in today’s complex and quickly evolving business environment, with hundreds of different communication tools, fully or partially remote teams, and even multicultural teams spanning multiple time zones, effective communication has never been more important — or more challenging.

Thus, the ability to communicate might be a manager’s most critical skill. 

The good news is that these skills can be learned and even mastered. 

These eight tips can help you maximize your communication skills for the success of your organization and your career.

1. Be clear and concise

Communication is primarily about word choice. And when it comes to word choice, less is more.

The key to powerful and persuasive communication — whether written or spoken — is clarity and, when possible, brevity. 

Before engaging in any form of communication, define your goals and your audience. 

Outlining carefully and explicitly what you want to convey and why will help ensure that you include all necessary information. It will also help you eliminate irrelevant details. 

Avoid unnecessary words and overly flowery language, which can distract from your message.

And while repetition may be necessary in some cases, be sure to use it carefully and sparingly. Repeating your message can ensure that your audience receives it, but too much repetition can cause them to tune you out entirely. 

2. Prepare ahead of time

Know what you are going to say and how you are going to say before you begin any type of communication.

However, being prepared means more than just practicing a presentation. 

Preparation also involves thinking about the entirety of the communication, from start to finish. Research the information you may need to support your message. Consider how you will respond to questions and criticisms. Try to anticipate the unexpected.

Before a performance review, for instance, prepare a list of concrete examples of your employee’s behavior to support your evaluation.

Before engaging in a salary or promotion negotiation, know exactly what you want. Be ready to discuss ranges and potential compromises; know what you are willing to accept and what you aren’t. And have on hand specific details to support your case, such as relevant salaries for your position and your location (but be sure that your research is based on publicly available information, not company gossip or anecdotal evidence). 

Before entering into any conversation, brainstorm potential questions, requests for additional information or clarification, and disagreements so you are ready to address them calmly and clearly.

3. Be mindful of nonverbal communication

Our facial expressions, gestures, and body language can, and often do, say more than our words. 

Nonverbal cues can have between 65 and 93 percent more impact than the spoken word. And we are more likely to believe the nonverbal signals over spoken words if the two are in disagreement. 

Leaders must be especially adept at reading nonverbal cues. 

Employees who may be unwilling to voice disagreements or concerns, for instance, may show their discomfort through crossed arms or an unwillingness to make eye contact. If you are aware of others’ body language, you may be able to adjust your communication tactics appropriately.

At the same time, leaders must also be able to control their own nonverbal communications. 

Your nonverbal cues must, at all times, support your message. At best, conflicting verbal and nonverbal communication can cause confusion. At worst, it can undermine your message and your team’s confidence in you, your organization, and even in themselves. 

4. Watch your tone

How you say something can be just as important as what you say. As with other nonverbal cues, your tone can add power and emphasis to your message, or it can undermine it entirely.

Tone can be an especially important factor in workplace disagreements and conflict. A well-chosen word with a positive connotation creates good will and trust. A poorly chosen word with unclear or negative connotations can quickly lead to misunderstanding. 

When speaking, tone includes volume, projection, and intonation as well as word choice. In real time, it can be challenging to control tone to ensure that it matches your intent. But being mindful of your tone will enable you to alter it appropriately if a communication seems to be going in the wrong direction.

Tone can be easier to control when writing. Be sure to read your communication once, even twice, while thinking about tone as well as message. You may even want to read it out loud or ask a trusted colleague to read it over, if doing so does not breach confidentiality. 

And when engaging in a heated dialogue over email or other written medium, don’t be too hasty in your replies. 

If at all possible, write out your response but then wait for a day or two to send it. In many cases, re-reading your message after your emotions have cooled allows you to moderate your tone in a way that is less likely to escalate the conflict.

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5. Practice active listening

Communication nearly always involves two or more individuals.

Therefore, listening is just as important as speaking when it comes to communicating successfully. But listening can be more challenging than we realize. 

In her blog post Mastering the Basics of Communication , communication expert Marjorie North notes that we only hear about half of what the other person says during any given conversation. 

The goal of active listening is to ensure that you hear not just the words the person is saying, but the entire message. Some tips for active listening include:

• Giving the speaker your full and undivided attention
• Clearing your mind of distractions, judgements, and counter-arguments. 
• Avoiding the temptation to interrupt with your own thoughts.
• Showing open, positive body language to keep your mind focused and to show the speaker that you are really listening
• Rephrase or paraphrase what you’ve heard when making your reply
• Ask open ended questions designed to elicit additional information

6. Build your emotional intelligence

Communication is built upon a foundation of emotional intelligence. Simply put, you cannot communicate effectively with others until you can assess and understand your own feelings. 

“If you’re aware of your own emotions and the behaviors they trigger, you can begin to manage these emotions and behaviors,” says Margaret Andrews in her post, How to Improve Your Emotional Intelligence .

Leaders with a high level of emotional intelligence will naturally find it easier to engage in active listening, maintain appropriate tone, and use positive body language, for example.  

Understanding and managing your own emotions is only part of emotional intelligence. The other part — equally important for effective communication — is empathy for others.

Empathizing with an employee can, for example, make a difficult conversation easier. 

You may still have to deliver bad news, but (actively) listening to their perspective and showing that you understand their feelings can go a long way toward smoothing hurt feelings or avoiding misunderstandings.

7. Develop a workplace communication strategy

Today’s workplace is a constant flow of information across a wide variety of formats. Every single communication must be understood in the context of that larger flow of information.

Even the most effective communicator may find it difficult to get their message across without a workplace communication strategy.

A communication strategy is the framework within which your business conveys and receives information. It can — and should — outline how and what you communicate to customers and clients, stakeholders, and managers and employees. 

Starting most broadly, your strategy should incorporate who gets what message and when. This ensures that everyone receives the correct information at the right time. 

It can be as detailed as how you communicate, including defining the type of tools you use for which information. For example, you may define when it’s appropriate to use a group chat for the entire team or organization or when a meeting should have been summarized in an email instead. 

Creating basic guidelines like this can streamline the flow of information. It will help ensure that everyone gets the details they need and that important knowledge isn’t overwhelmed by extraneous minutia. 

8. Create a positive organizational culture

The corporate culture in which you are communicating also plays a vital role in effective communication. 

In a positive work environment — one founded on transparency, trust, empathy, and open dialogue — communication in general will be easier and more effective. 

Employees will be more receptive to hearing their manager’s message if they trust that manager. And managers will find it easier to create buy-in and even offer constructive criticism if they encourage their employees to speak up, offer suggestions, and even offer constructive criticisms of their own. 

“The most dangerous organization is a silent one,” says Lorne Rubis in a blog post, Six Tips for Building a Better Workplace Culture . Communication, in both directions, can only be effective in a culture that is built on trust and a foundation of psychological safety.

Authoritative managers who refuse to share information, aren’t open to suggestions, and refuse to admit mistakes and accept criticism are likely to find their suggestions and criticisms met with defensiveness or even ignored altogether. 

Without that foundation of trust and transparency, even the smallest communication can be misconstrued and lead to misunderstandings and unnecessary conflict.

Communicating with co-workers and employees is always going to present challenges. There will always be misunderstandings and miscommunications that must be resolved and unfortunately, corporate messages aren’t always what we want to hear, especially during difficult times.

But building and mastering effective communication skills will make your job easier as a leader, even during difficult conversations. Taking the time to build these skills will certainly be time well-spent. 

Want to build your skills? Find the program that’s right for you.

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About the Author

Digital Content Producer

Emerson is a Digital Content Producer at Harvard DCE. She is a graduate of Brandeis University and Yale University and started her career as an international affairs analyst. She is an avid triathlete and has completed three Ironman triathlons, as well as the Boston Marathon.

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7 Ways to Improve Your Verbal and Written Communication Skills

We all know how crucial communication is when it comes to getting ahead in life, whether we’re at school, work, or in our personal relationships. However, few of us are aware of the different types of communication skills – both verbal and written – that will make a real difference to how well we express ourselves. 

Verbal communication is an exchange of information between individuals through spoken language, while written communication involves exchanging information through the use of written words. Being able to effectively communicate – both verbally and in writing – is a key skill that can help you to achieve success in almost any area of your life.

In this article, we’ll provide an overview of the basics for both verbal and written communication, what each entails and some tips on improving your own communication techniques. So read on—you may be surprised at just how quickly you can become an expert communicator!

Differences Between Verbal and Written Communication

Verbal and written communication differ in many ways. Verbal communication is a form of direct, face-to-face communication that uses spoken words to share ideas and messages. Written communication takes place when an individual communicates with others through writing. This includes emails, text messages, letters, and other written documents.

One major difference between verbal and written communication is that verbal communication occurs in real time, while written communication does not. Verbal communication can take place over the phone, through video chat applications such as Skype, or face-to-face. This allows for immediate feedback and clarification if necessary. Written communication takes place with a delay – once the message has been sent, it usually takes longer for a response to arrive than it does when talking.

Formal vs Informal

Another difference between verbal and written communication is their respective levels of formality. Verbal conversations tend to be more casual, informal, and less structured than written conversations are. Written conversations tend to involve more formal language, punctuation, and structure. This can help ensure that messages are communicated clearly and accurately and that everybody involved understands the conversation thoroughly. 

Levels of Visibility / Permanence

A third key difference between verbal and written communication lies in their respective levels of visibility or permanence. Verbal conversations are not visible to anyone else but those who were involved in the conversation; they cannot be easily stored or retrieved later on unless they have been recorded in some way (e.g., recorded audio). On the other hand, written conversations may be easily stored and retrieved at any time afterwards by all participants who were part of them; this makes them much more “visible” than verbal conversations ever could be. 

Convey Your Meaning

Finally, there is also a huge difference in terms of richness when comparing verbal versus written communications: while verbal conversations require nuance, as far as intonation and body/facial expressions go (in order to understand nuances such as emotions), written communications require higher semantic richness so that everyone else reading them can easily understand their intended meanings without having to guess what was meant or rely on someone else’s interpretation of them.

5 Effective Verbal Skills

1. active listening.

Being an effective listener is a key skill for successful verbal communication. This involves taking the time to truly comprehend what someone is saying, asking follow-up questions, and providing feedback to ensure understanding.

2. Concise and Clear Speaking

Clear speaking requires being able to effectively organize thoughts and get them across in a concise manner. This means avoiding using superfluous words, using appropriate language that all parties can understand, and speaking in a direct yet respectful manner.

3. Problem Solving

Problem solving skills are essential when it comes to verbal communication, particularly during conflicts or disagreements between two parties. It involves considering different viewpoints, finding common ground, formulating solutions and coming to an agreement through open dialogue with respect for all involved parties.

The ability to communicate empathetically is essential to successful verbal communication; it involves putting oneself in another person’s shoes and understanding their perspective before responding appropriately. It also allows us to connect better with others as we relate better due to our understanding of their perspective, allowing us to have more meaningful conversations that are rooted in mutual respect and appreciation for one another’s perspectives. 

5. Nonverbal Cues

Nonverbal cues such as body language, facial expressions, eye contact, tone of voice, etc., are important components of effective verbal communication as they help convey the speaker’s message more effectively by adding meaning or emphasis to the words being spoken. It is important for both parties involved in a conversation to pay attention to nonverbal cues so that all messages sent from either side are fully comprehended by the listener(s).

5 Effective Written Skills

Writing is an essential skill for success in many areas of life, and having strong writing skills can be the foundation for a successful career. To ensure your writing is of the highest quality, it’s important to develop five effective writing skills: revising and editing, vocabulary development, cohesive writing, structuring content and critical thinking. We have explored these skills further below: 

1. Revising and Editing

This fundamental skill involves understanding the purpose for writing, self-critiquing work for grammatical accuracy, sentence structure and clarity of content. Having an in-depth understanding of grammar rules is essential for communicating effectively with other people in writing. Knowing how to properly construct sentences, use punctuation correctly, and recognize common grammar errors will help you create concise written works with fewer mistakes and more clarity for your reader’s benefit. 

2. Vocabulary Development

Enriching one’s vocabulary is key to improving written communication skills. This involves reading extensively and expanding one’s knowledge of new words, their meanings and usage within a sentence.

3. Cohesive Writing

Arranging words, phrases and sentences in a logical manner helps to express complex ideas clearly and concisely. Connecting ideas by using cohesive devices such as transition words helps to create an effective flow in the piece of writing.

4. Structuring Content

Writing a well-structured piece requires planning out the main points that need to be discussed, grouping related information together and keeping the focus on the topic at hand.

5. Critical Thinking

Being able to analyze text critically enables writers to create more meaningful content by providing facts rather than assumptions or opinions. It also encourages writers to think deeper about topics in order to explore alternative perspectives which can help lead to greater semantic richness in their written work.

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How to improve your verbal and written communication skills.

• Listen to what others are saying and ask questions to clarify any parts that may be unclear. 
• When speaking , use descriptive language and specific examples or anecdotes to illustrate your points.
• Increase the precision and specificity of your vocabulary by expanding the range of words you use and familiarizing yourself with their definitions. 
• Read extensively from multiple sources and genres in order to increase your understanding of language structures and styles. 
• Practice summarizing different kinds of texts and organizing them into a coherent structure with clear arguments. 
• Write drafts before submitting documents or delivering presentations in order to refine your ideas, catch any errors, and ensure clarity throughout the entire piece of writing/presentation.
• in terms of grammar, clarity, argumentation, etc., and take their advice into consideration when making changes to your work.

Why are verbal and written communications skills important?

Verbal and written communication skills are critical for success in both personal and professional life. As we communicate with others, it’s important to be able to articulate our thoughts, ideas, and feelings in a manner that conveys what we mean accurately and effectively. 

Is verbal and written communication a hard or soft skill?

Verbal and written communication are both considered to be soft skills. Soft skills refer to the personal characteristics, attitudes, and abilities that enable someone to interact effectively and harmoniously with other people. 

Ultimately, verbal and written communication skills are essential tools for personal and professional success. Practicing active listening, using clear language, and managing your body language can help you hone in on effective verbal communication skills. Meanwhile, writing concisely and coherently with attention to detail, structuring and formatting documents correctly, and proofreading your work before submitting it can help you improve your written communication. Make sure to practice these tips and tricks as often as possible so that you can communicate effectively in any way you choose!

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How to Improve Your Written Communication Skills

Table of Contents

Why is written communication so difficult, ten tactics to improve written communication, improved written communication has its benefits..

Writing is an everyday activity for many people. So, you’d think that written communication would come almost naturally. Unfortunately, it is an ongoing challenge for writers and their readers. Messages can be misunderstood or missed entirely, even when they seem so obvious. Fortunately, there are many straightforward ways to up your writing game and become a better communicator. This article will explain why it’s so difficult to convey information in text and ten valuable tactics to improve your written communication.

Excellent communication in any format is easy to understand and allows the reader to respond appropriately. When we communicate in person, verbal communication dominates the exchange. However, these words are supplemented with non-verbal communication. The tone of voice, hand gestures, and body physicality can clarify messages, even when speech is not entirely clear. In parallel, the audience can immediately respond to the information with their own non-verbal communication. Looks of confusion or boredom tell the messenger that their material is not translating, and the speaker can adjust their efforts in real-time.

Alternatively, in written communication, the words have to do all the heavy lifting. If the reader furrows their brow in confusion, there’s no additional clarity available. Therefore, the entirety of the message must be conveyed through the text. That’s a big job.

A persuasive writing  myth further compounds the challenge: fancier writing is better writing. Many writers have been led to believe that verbose writing with snazzy vocabulary comes across as clever. However, this writing style makes for poor communication. The reader often struggles to find the core message when it is meandering in excessive wording and jargon . Remember: the best writing is clear, direct, and concise.

Anyone can be an excellent written communicator with practice. To support your written communication efforts, we've outlined our top ten tactics to strengthen your written communication.

Stop writing, starting thinking.

Effective written communication starts before you type your first word. To write clearly, you have to think clearly. Therefore, before you begin writing, step back, and align your thoughts on the communique. This process can be an internal thought process resulting in a rough outline for simple texts or a thorough mind-mapping exploration resulting in a structured framework for more complex work.

A common writing mistake is to work out your thoughts while writing the text. Expecting writing to clarify your thoughts is putting the cart before the horse. The writing process will take longer than necessary. It will result in a document likely confusing structure and message, required an extensive edit. Planning your written text will save time and produce better results.

Write for your audience.

Written communication follows the same rule as all communication: audience is everything.  As you plan your writing, take the time to understand for whom you’re writing. Why is she reading this document? What’s in it for her? What do you want her to do? How much does she know about this topic? Your written communication is not for you; it is always for the reader. Writing with the reader in mind will produce more effective written communication.

Tools are valuable but imperfect.

Writing tools , like Microsoft Readability Assessment or Grammarly , are great supports to improve your written text. These tools will alert you to errors ranging from minor typos to inappropriate tone. Yet, these tools are only tools. They are only as useful as the person operating them. Integrate tools into your workflow, but remember that you are ultimately the writer and editor. Tools do not catch all errors, and a careful eye is still required.

Keep it simple, silly.

In writing as in life, the simplest solution is generally the best one. The simplest, most direct way to write something is best. Don’t use eight words when two will do.  Aim for short sentences and short paragraphs to keep the information digestible and accessible.

Simplicity also applies to any request or call to action. If you’re writing to ask a colleague or friend to do something, be polite but direct. Some writers tend to sidestep a direct ask with meandering wording and conditional phrasing that water down the message. To ensure the request is conveyed, be direct.

State your assumptions.

Misunderstandings in written communication often arise from assumptions. As a writer, you may be required to make assumptions. For example, you believe that your reader has read the same report, received a certain work directive, or is familiar with the latest policy change. However, if these assumptions are incorrect, he may misunderstand and even take incorrect action. A strong understanding of the audience will minimize assumptions. They can be entirely avoided by stating any assumptions you make within the text. He can then make their own assessment of the context they need to understand the written message. 

Know that the first draft is a first draft.

Writing is an iterative process. Good writers do not produce great work on the first try. Good writers have a robust editing process that allows time for the text to become great. So, as you begin to write, acknowledge that this version is not the one your reader will receive. This thought process forces you to integrate time to edit. In addition, it can make a blank page less intimidating because even if your first iteration is terrible, it can always be improved.

Write and read often.

Writing, like any other aptitude, requires practice. Aim to write daily to keep your written communication skills fresh. If your regular daily work does not include writing, set a personal word count to achieve each day. Whether it’s 100 words or 1,000 words, consistent practice will hone your skills.

To gain inspiration, read excellent writing. Find writers or topics that intrigue you and enjoy the written word. Analyze a great article or report to understand what made it so accessible. Perhaps the article was structured particularly thoughtfully. Maybe the author’s variation in sentence structure kept the report engaging. Seek out first-rate writers and emulate your favorite practices (without plagiarizing, of course). 

Edit fiercely.

Editing is vital to improving written communication. Your draft text must go through a rigorous editing process to ensure that it is as clear as possible for your reader. Take a break from your document and re-read it with fresh eyes. Read the text out loud; if it’s awkward to say aloud, then the text requires revision. Look for excessive wording or repetitive sentences and sculpt them into a more cohesive thought. Review your text’s structure and see if the order is logical and appropriate.

If you’re unsure how to edit – ask for help. Solicit a friend or colleague to read the text for you. Their fresh viewpoint will highlight areas for improvement. Take their constructive criticism well because external feedback is the best tool to understand your writing and how to improve it.

Put yourself in your reader’s shoes.

At the risk of repeating myself: put yourself in the audience’s shoes. The audience should be top of mind in the final edit to assess if the text communicates the correct information. Return to the original prompt, whether it’s an email request or a proposal, and verify that the original goals are met, and initial questions are answered.

Actively look for reader misunderstandings. See if your sentences could be interpreted in different ways. If so, compose more precise phrasing. Spell out acronyms and remove jargon, even if you believe it is a common language. 

Don’t forget to proofread.

Editing is a process of transforming your text into the best version of itself. Proofreading, on the other hand, is a final check before written communication goes out the door. Proofreading is as critical for a brief email as a 280-page report because it makes sure the text is error-free. Look for typos, double-check names, verify grammatical consistency, and other steps to make sure that your well-edited document is final and truly ready for the reader.

‘Excellent written communication’ is listed as a desired quality across disciplines and career paths. As more workplaces move online , written communication is becoming even more essential. Integrating these tactics will not only hone a high-value skill but will also strengthen your current interactions with colleagues and clients.

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The SkillsYouNeed Guide to Interpersonal Skills

Interpersonal Skills:

• A - Z List of Interpersonal Skills
• Interpersonal Skills Self-Assessment
• What is Communication?
• Interpersonal Communication Skills
• Tips for Effective Interpersonal Communication
• Principles of Communication
• Barriers to Effective Communication
• Avoiding Common Communication Mistakes
• Social Skills
• Getting Social Online
• Giving and Receiving Feedback
• Improving Communication
• Interview Skills
• Telephone Interviews
• Interviewing Skills
• Business Language Skills
• The Ladder of Inference
• Listening Skills
• Top Tips for Effective Listening
• The 10 Principles of Listening
• Effective Listening Skills
• Barriers to Effective Listening
• Types of Listening
• Active Listening
• Mindful Listening
• Empathic Listening
• Listening Misconceptions
• Non-Verbal Communication
• Personal Appearance
• Body Language
• Non-Verbal Communication: Face and Voice
• Effective Speaking
• Conversational Skills
• How to Keep a Conversation Flowing
• Conversation Tips for Getting What You Want
• Giving a Speech
• Questioning Skills and Techniques
• Types of Question
• Clarification
• Emotional Intelligence
• Conflict Resolution and Mediation Skills
• Customer Service Skills
• Team-Working, Groups and Meetings
• Decision-Making and Problem-Solving
• Negotiation and Persuasion Skills
• Personal and Romantic Relationship Skills

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Verbal Communication Skills

Verbal communication is the use of words to share information with other people. It can therefore include both spoken and written communication. However, many people use the term to describe only spoken communication. The verbal element of communication is all about the words that you choose, and how they are heard and interpreted.

This page focuses on spoken communication. However, the choice of words can be equally—if not more—important in written communication, where there is little or no non-verbal communication to help with the interpretation of the message.

What is Verbal Communication?

Verbal communication is any communication that uses words to share information with others. These words may be both spoken and written.

Communication is a two-way process

Communication is about passing information from one person to another.

This means that both the sending and the receiving of the message are equally important.

Verbal communication therefore requires both a speaker (or writer) to transmit the message, and a listener (or reader) to make sense of the message. This page discusses both parts of the process.

There are a large number of different verbal communication skills. They range from the obvious (being able to speak clearly, or listening, for example), to the more subtle (such as reflecting and clarifying). This page provides a summary of these skills, and shows where you can find out more.

It is important to remember that effective verbal communication cannot be fully isolated from non-verbal communication :  your body language, tone of voice, and facial expressions, for example.

Clarity of speech, remaining calm and focused, being polite and following some basic rules of etiquette will all aid the process of verbal communication.

Opening Communication

In many interpersonal encounters, the first few minutes are extremely important. First impressions have a significant impact on the success of further and future communication.

When you first meet someone, you form an instant impression of them, based on how they look, sound and behave, as well as anything you may have heard about them from other people.

This first impression guides your future communications, at least to some extent.

For example, when you meet someone and hear them speak, you form a judgement about their background, and likely level of ability and understanding. This might well change what you say. If you hear a foreign accent, for example, you might decide that you need to use simpler language. You might also realise that you will need to listen more carefully to ensure that you understand what they are saying to you.

Of course your first impression may be revised later. You should ensure that you consciously ‘update’ your thinking when you receive new information about your contact and as you get to know them better.

Basic Verbal Communication Skills: Effective Speaking and Listening

Effective speaking involves three main areas: the words you choose, how you say them, and how you reinforce them with other non-verbal communication.

All these affect the transmission of your message, and how it is received and understood by your audience.

It is worth considering your choice of words carefully. You will probably need to use different words in different situations, even when discussing the same subject. For example, what you say to a close colleague will be very different from how you present a subject at a major conference.

How you speak includes your tone of voice and pace. Like non-verbal communication more generally, these send important messages to your audience, for example, about your level of interest and commitment, or whether you are nervous about their reaction.

There is more about this in our page on Non-Verbal Communication: Face and Voice .

Active listening is an important skill. However, when we communicate, we tend to spend far more energy considering what we are going to say than listening to the other person.

Effective listening is vital for good verbal communication. There are a number of ways that you can ensure that you listen more effectively. These include:

Be prepared to listen . Concentrate on the speaker, and not on how you are going to reply.

Keep an open mind and avoid making judgements about the speaker.

Concentrate on the main direction of the speaker’s message . Try to understand broadly what they are trying to say overall, as well as the detail of the words that they are using.

Avoid distractions if at all possible. For example, if there is a lot of background noise, you might suggest that you go somewhere else to talk.

Be objective .

Do not be trying to think of your next question while the other person is giving information.

Do not dwell on one or two points at the expense of others . Try to use the overall picture and all the information that you have.

Do not stereotype the speaker . Try not to let prejudices associated with, for example, gender, ethnicity, accent, social class, appearance or dress interfere with what is being said (see Personal Appearance ).

There is more information in our pages on Listening Skills .

Improving Verbal Communication: More Advanced Techniques

There are a number of tools and techniques that you can use to improve the effectiveness of your verbal communication. These include reinforcement, reflection, clarification, and questioning.

Reinforcement

Reinforcement is the use of encouraging words alongside non-verbal gestures such as head nods, a warm facial expression and maintaining eye contact.

All these help to build rapport and are more likely to reinforce openness in others. The use of encouragement and positive reinforcement can:

• Encourage others to participate in discussion (particularly in group work);
• Show interest in what other people have to say;
• Pave the way for development and/or maintenance of a relationship;
• Allay fears and give reassurance;
• Show warmth and openness; and
• Reduce shyness or nervousness in ourselves and others.

Questioning

Questioning is broadly how we obtain information from others on specific topics.

Questioning is an essential way of clarifying areas that are unclear or test your understanding. It can also enable you to explicitly seek support from others.

On a more social level, questioning is also a useful technique to start conversations, draw someone into a conversation, or simply show interest. Effective questioning is therefore an essential element of verbal communication.

We use two main types of question:

Closed Questions

Closed questions tend to seek only a one or two word answer (often simply ‘yes’ or ‘no’). They therefore limit the scope of the response. Two examples of closed questions are:

“Did you travel by car today?” and “Did you see the football game yesterday?”

These types of question allow the questioner to remain in control of the communication. This is often not the desired outcome when trying to encourage verbal communication, so many people try to focus on using open questions more often. Nevertheless, closed questions can be useful for focusing discussion and obtaining clear, concise answers when needed.

Open Questions

Open questions demand further discussion and elaboration. They therefore broaden the scope for response. They include, for example,

“What was the traffic like this morning?” “What do you feel you would like to gain from this discussion?”

Open questions will take longer to answer, but they give the other person far more scope for self-expression and encourage involvement in the conversation.

For more on questioning see our pages: Questioning and Types of Question .

Reflecting and Clarifying

Reflecting is the process of feeding back to another person your understanding of what has been said.

Reflecting is a specialised skill often used within counselling, but it can also be applied to a wide range of communication contexts and is a useful skill to learn.

Reflecting often involves paraphrasing the message communicated to you by the speaker in your own words. You need to try to capture the essence of the facts and feelings expressed, and communicate your understanding back to the speaker. It is a useful skill because:

• You can check that you have understood the message clearly.
• The speaker gets feedback about how the message has been received and can then clarify or expand if they wish.
• It shows interest in, and respect for, what the other person has to say.
• You are demonstrating that you are considering the other person’s viewpoint.

See also our pages on Reflecting and Clarifying .

Summarising

A summary is an overview of the main points or issues raised.

Summarising can also serve the same purpose as ‘reflecting’. However, summarising allows both parties to review and agree the message, and ensure that communication has been effective. When used effectively, summaries may also serve as a guide to the next steps forward.

Closing Communication

The way a communication is closed or ended will, at least in part, determine the way a conversation is remembered.

People use both verbal and non-verbal signals to end a conversation.

Verbal signals may include phrases such as: “Well, I must be going,” and “Thank you so much, that’s really helpful.”

Non-verbal conclusions may include starting to avoid eye contact, standing up, turning away, or behaviours such as looking at a watch or closing notepads or books. These non-verbal actions indicate to the other person that the initiator wishes to end the communication.

People often use a mixture of these, but tend to start with the non-verbal signals, especially face-to-face. On the telephone, of course, verbal cues are essential.

Closing an interaction too abruptly may not allow the other person to 'round off' what he or she is saying so you should ensure there is time for winding-up. The closure of an interaction is a good time to make any future arrangements. Last, but not least, this time will no doubt be accompanied by a number of socially acceptable parting gestures.

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Only part of the picture

It is vital to remember that any communication is made up of the sum of its parts.

Verbal communication is an important element, but only part of the overall message conveyed. Some  research suggests that the verbal element is, in fact, a very small part of the overall message: just 20 to 30%. This is still, however, significant, and it is worth spending time to improve your verbal communication skills.

Continue to: Effective Speaking Conversational Skills How good are your interpersonal skills? Interpersonal Skills Self-Assessment

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Verbal Communication Skills List and Examples

What Are Verbal Communication Skills?

• Verbal Communication at Work
• Examples of Verbal Communication
• Tips to Improve Your Skills

Image by Emily Roberts © The Balance 2019 

Almost every job requires workers to use verbal communication skills. That’s why verbal skills are highly ranked on the candidate evaluation checklists used by many job interviewers.

The stronger your communication skills, the better your chances of getting hired regardless of the job for which you’re applying. You’ll do better during the interview, as well as on the job.

Effective verbal communication skills include more than just talking. Verbal communication encompasses both how you deliver messages and how you receive them. Communication is a  soft skill , and it’s one that is important to every employer. 

Workers who can convey information clearly and effectively are highly valued by employers.

Employees who can interpret messages and act appropriately on the information that they receive have a better chance of excelling on the job. 

Verbal Communication Skills in the Workplace

What constitutes effective verbal communication on the job depends on the relationships between communication partners and the work context:

• Verbal communication in a work setting takes place between many different individuals and groups such as co-workers, bosses and subordinates, employees, customers, clients, teachers and students, and speakers and their audiences.
• Verbal communication occurs in many different contexts including training sessions, presentations, group meetings, performance appraisals, one-on-one discussions, interviews, disciplinary sessions, sales pitches, and consulting engagements.

Examples of Verbal Communication Skills

Here are some examples of effective workplace verbal communication skills employed in different workplace contexts.

Verbal Communications for Supervisors: The best supervisors don’t merely tell their subordinates what to do and expect them to listen. Instead, they employ active listening skills to understand employee needs and perspectives, engage in verbal negotiation to address and defuse issues, and capitalize upon opportunities to praise individual and team achievement.

• Advising others regarding an appropriate course of action
• Assertiveness
• Conveying feedback in a constructive manner emphasizing specific, changeable behaviors
• Disciplining employees in a direct and respectful manner
• Giving credit to others
• Recognizing and countering objections
• Showing an interest in others, asking about and recognizing their feelings
• Speaking calmly even when you’re stressed
• Terminating staff
• Training others to carry out a task or role
• Using affirmative sounds and words like “uh-huh,” “got you,” “I understand,” “for sure,” “I see,” and “yes” to demonstrate understanding
• Using self-disclosure to encourage sharing

Verbal Communications for Team Members: Open and constant lines of communication are vital to team success, particularly when completing quality- and deadline-critical projects. One of the most important team-building skills, strong verbal communications help to ensure that issues will be spotted and resolved in formative stages, averting costly escalation.

• Conveying messages concisely
• Encouraging reluctant group members to share input
• Explaining a difficult situation without getting angry
• Explaining that you need assistance
• Paraphrasing to show understanding
• Posing probing questions to elicit more detail about specific issues
• Receiving criticism without defensiveness
• Refraining from speaking too often or interrupting others
• Requesting feedback
• Stating your needs, wants, or feelings without criticizing or blaming

Verbal Communications with Clients: If a large part of your work involves one-on-one communications with customers, it’s helpful to have a “gift of gab” – particularly if you are a sales professional. Keep in mind, though, that your conversations need to be focused upon identifying and addressing your clients’ needs; using your verbal talents to encourage consultative dialogues will ensure positive client relations.

• Anticipating the concerns of others
• Asking for clarification
• Asking open-ended questions to stimulate dialogue
• Calming an agitated customer by recognizing and responding to their complaints
• Emphasizing benefits of a product, service, or proposal to persuade an individual or group
• Noticing non-verbal cues and responding verbally to verify confusion, defuse anger, etc.

Verbal Communications for Presenters: Public speaking is a talent that is honed both through practice and through formal training. Speaking articulately and persuasively to a live audience involves:

• Enunciating each word you speak clearly
• Introducing the focus of a topic at the beginning of a presentation or interaction
• Planning communications prior to delivery
• Projecting your voice to fill the room
• Providing concrete examples to illustrate points
• Restating important points towards the end of a talk
• Selecting language appropriate to the audience
• Speaking at a moderate pace, not too fast or too slowly
• Speaking confidently but with modesty
• Summarizing key points made by other speakers
• Supporting statements with facts and evidence
• Tailoring messages to different audiences
• Telling stories to capture an audience
• Using humor to engage an audience

Tips to Improve Your Verbal Communications

Even if you are a shy introvert who prefers to work independently, there are ways to improve your verbal communication skills so that you can more easily cultivate rapport with others.

Practice makes perfect, and so take the time to actively practice these communications skills for workplace success: active listening, clarity and conciseness, confidence, empathy, friendliness, open-mindedness, giving and soliciting feedback, confidence, respectfulness, and non-verbal (body language, tone of voice, eye contact) communication. 

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How to Improve Written Communication Skills?

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According to Project. co , more than 62% of businesses use email as their primary form of communication to interact with customers and clients. When you are writing an email, drafting a report, or crafting a social media post, your writing serves as a first impression. In this blog, you will learn How to Improve Your Written Communication Skills to increase efficiency in both personal and professional settings.   

Table of Contents  

1)  Importance of improving Written Communication Skills 

2)  How do you improve Written Communication Skills in general? 

3)  How can you improve Written Communication Skills in the workplace? 

4)  Enhancing Written Communication Skills in English 

5)  Conclusion 

Importance of improving Written Communication Skill s  

Written Communication Skills are essential in every field and almost every aspect of daily life. In this section, you are going to learn why enhancing one's Written Communication Skills is crucial:  

1) Professional credibility: In the professional sphere, the quality of your Written Communication often dictates the impression you make. Well-composed emails, reports, or proposals not only convey the intended message but also reflect a sense of dedication, attention to detail, and competence. Sloppy writing with grammatical errors or unclear directives, on the other hand, can detract from one’s reputation and perceived capability. 

2)  Practical expression of ideas: Written Communication can be reviewed, refined, and edited until the communicator feels the message is just right. A honed skill in writing ensures that complex ideas are conveyed with clarity, eliminating ambiguities that could lead to misunderstandings. 

3)   Strengthened professional relationships: Clear and effective Written Communication reduces the chances of misinterpretation, which is a common issue in the workplace. When teams, partners, or collaborators understand directives and feedback clearly, it creates an environment of trust and mutual respect. Improved Written Communication can be a catalyst in building professional relationships. 

4)  Global outreach: B usinesses and individuals frequently interact with peers from different parts of the world. Written Communication, especially in a widely recognised language like English, bridges the geographical divide. Strong writing skills ensure that even in the absence of face-to-face interactions, collaborations happen seamlessly, and ideas transcend borders. 

5)  Empowerment in the digital age: The rise of social media platforms, blogs, and online forums has given a voice to millions. What distinguishes one voice from another in this vast sea of digital content is often the quality of Written Communication. Those who articulate their thoughts coherently and persuasively find themselves better heard, their ideas gaining more traction. 

6)   Personal growth and reflection: Beyond the professional domain, writing is a tool for introspection. Journaling, a practice embraced by many, aids in processing emotions, experiences, and ideas. Improved written skills make this process more rewarding, enabling more precise thought structures and a deeper understanding of oneself.  

7)  Learning and knowledge retention : Documenting, a significant component of learning, requires adept Written Communication. Whether it's making notes during a lecture, writing essays, or composing research papers, the ability to articulate thoughts on paper enhances comprehension and retention. Moreover, well-written pieces serve as valuable resources for revision and future reference. 

8)  Boost in confidence: With enhanced writing skills, the hesitation to put one's ideas forward, be it in the form of emails, reports, or even creative expressions, diminishes. This increase in self-assurance can lead people to tackle challenges they previously avoided.  

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How do you improve Written Communication Skill s in general?  

Written Communication Skills are about more than just stringing words together. It involves crafting meaningful messages that resonate with the reader. Here's how one can elevate their Written Communication Skills: 

1) Regular practice : The more you write, the better you get. It's essential to make writing a daily habit, be it through maintaining a journal, drafting articles, or even indulging in creative writing. This consistent practice helps in refining language skills and finding one's unique voice. 

2)  Diverse reading: Exposure to various writing styles and genres, such as novels, newspapers, academic journals, and blogs, can enrich vocabulary, help you grasp effective writing techniques, and understand language nuances.  

3)  Seek constructive feedback: Writing, while a personal endeavour, can benefit immensely from external perspectives. Sharing your work with peers, mentors, or writing groups can provide invaluable feedback. Constructive criticism highlights areas of improvement, offers diverse viewpoints and sometimes reveals overlooked mistakes. 

4)   Edit and revise: Good writing often involves reworking, editing, and refining. This process helps in eliminating redundancy, correcting errors, and enhancing the flow of thoughts. Tools like Grammarly or Hemingway Editor can assist in polishing your work. 

5)   Expand vocabulary: A rich language allows for more precise expression. However, expanding vocabulary is about more than using difficult words; it is understanding the subtle differences between similar terms and employing them aptly. Tools like thesauruses or apps like 'Word of the Day' can aid in this endeavour.  

6)  Master the basics: Before delving into sophisticated writing techniques, it's imperative to have a solid grasp of grammar, punctuation, and basic writing conventions. These foundational elements ensure clarity and coherence in Written Communication. 

7)    Structured writing: Organi sed content enhances readability. It's essential to structure your writing, beginning with a clear introduction, followed by the main content, and concluding with a summary or final thoughts. Using bullet points, subheadings, and short paragraphs can make the content more scannable and digestible. 

8)   Empathy in writing: Understanding the reader's perspective is a hallmark of effective Communication. When writing, consider the reader's knowledge level, cultural context, and expectations. This empathetic approach ensures that the message is tailored to the audience, increasing its impact. 

9)  Limit distractions: In our multi-tasking era, distractions can hinder the writing process. Designate specific times for writing, free from interruptions. Applications that block distracting websites or promote the 'Pomodoro Technique' can help maintain focus. 

10)  Continuous learning : Engaging in writing workshops, online courses, or writer’s retreats can offer fresh perspectives, introduce new techniques, and nurture growth as a writer.  

How can you improve Written Communication Skills in the workplace?  

Honing one’s Written Communication Skills is vital for success in the professional realm. Here's how to improve Written Communication Skills in the workplace:  

1) Understand your audience : Every piece of Communication, whether an email, report, or memo, has an intended audience. Recognising this audience, understanding their expectations, and tailoring your message to suit their needs is crucial. A message meant for a colleague may differ significantly from one intended for a stakeholder or client. 

2) Clarity is key:   Your Communication should be straightforward, concise, and devoid of jargon, even if it's industry-specific and widely understood. Clear Communication minimises the risk of misinterpretation. 

3) Use structured formats: Especially in reports or longer emails, a structure can significantly enhance comprehensibility. Using bullet points, numbered lists, headings, and subheadings breaks the content into digestible chunks, making it easier for the reader to grasp key points. 

4) Active over passive : Using active voice often results in more precise, more direct statements. For example, "The team completed the project" (active) is more straightforward than "The project was completed by the team" (passive). 

5) Proofreading : Before hitting the send button or printing a document, always proofread. Spelling mistakes, grammatical errors, or typos can detract from your message and appear unprofessional. Tools like Grammarly can help, but a personal review is indispensable. 

6) Feedback culture: Cultivate a culture where team members can give and receive feedback on their Communication. Constructive feedback can shed light on areas of improvement, ensuring continual growth. 

7) Stay updated with technology: Leverage technology to improve your writing. There are numerous tools and apps, like Hemingway Editor or Microsoft Editor, which can refine your writing by identifying passive voice, adverb overuse, or complex sentences. 

8) Professional development: Attend workshops or seminars focused on business writing or Written Communication. These sessions can offer insights into modern communication standards, expectations, and best practices. 

9) Tone matters : Written Communication doesn't have the advantage of vocal inflexions, making it essential to ensure the manner is appropriate. Depending on the content and recipient, adapt your tone to be formal, friendly, authoritative, or inquisitive. Always be respectful. 

10) Consistency : Whether it's the format of reports, the tone of emails, or the structure of memos, maintaining consistency in Written Communication sets a professional standard. Consider creating templates or guidelines to ensure uniformity in team Communications. 

11) Practice empathy: Understand that only some people in the workplace may have the same cultural background or language proficiency. Write with heart, considering the diverse backgrounds of your readers. This inclusivity can prevent misunderstandings and foster better workplace relationships. 

12) Continual learning: Languages evolve, and so do workplace dynamics. Stay updated with new terminologies, industry jargon, or evolving language norms. Continuous learning ensures your Communication remains relevant and effective.  

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Enhancing Written Communication Skills in English  

For non-native speakers and even for some native speakers, refining Written Communication Skills in English can open doors to broader audiences, clearer expression, and heightened opportunities. Here’s how to improve Written Communication Skills in English: 

1) Invest your time into reading: Immerse yourself in diverse English literature. From classics to contemporary novels, newspapers to academic journals, expose yourself to varied styles and tones. This not only helps in vocabulary acquisition but also familiarises you with different constructs of the language. 

2) Strong hold on grammar: English grammar can be intricate. Tools like Grammarly, online courses, and grammar workbooks can assist in mastering tenses, prepositions, and other grammar intricacies. Regular practice and feedback are essential. 

3) Engage in writing exercises: Consider dedicated writing exercises, like summarising articles, penning short stories, or even writing and rewriting paragraphs in different tones. This iterative process solidifies learning and improves adaptability in writing. 

4) Join English writing forums: Platforms like English Stack Exchange or various writing subreddits offer a space for writers to seek feedback, ask questions, and engage with a community of English writers, both native and non-native. 

5) Expand vocabulary: Utilise 'Word of the Day' applications or flashcards to incorporate new words into your vocabulary. Remember, it's essential to use new words in context to understand their nuances and appropriate usage. 

6) Write regularly: Much like any skill, consistency is key. Maintain a journal, start a blog, or write articles on platforms like Medium. The more you write, the more comfortable and skilled you become. 

7) Seek constructive criticism: Share your writings with peers, teachers, or mentors proficient in English. Their feedback can offer invaluable insights and pinpoint areas for improvement. 

8) Engage in English writing courses : Numerous online platforms offer courses tailored to English writing. These structured modules provide foundational knowledge, techniques, and peer interactions. 

9) Understand cultural nuances: English, though universal, carries regional flavours, idioms, and expressions. Whether it's American, British, Australian, or Indian English, being aware of these differences ensures that your writing resonates with your intended audience. 

10) Practice translation: For non-native speakers, translating thoughts from their mother tongue to English can be beneficial. It forces the brain to think critically about language constructs, fostering a deeper understanding. 

11) Listen and observe: Written Communication Skills in English can also be honed by listening. Engage with English podcasts, movies, or talk shows. It can be helpful to pay attention to the structure of sentences and the way ideas are expressed, as this can offer valuable insights. 

12) Stay updated: As with all languages, English evolves. New words get added, while some become archaic. Regular engagement with contemporary writings, news, or academic literature ensures that your knowledge remains current. 

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Conclusion  

In this blog, you learned How to Improve Your Written Communication Skills for your workplace as well as in your personal life. Maintaining standards and good communication clears all misunderstandings and creates impactful messages. By investing in these skills, you can ensure effective expression and better understanding.  

Gain an understanding of – Verbal Communication – Register now for our Nonverbal Communication Training .  

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Enhancing Team Communication Skills in the Workplace

Last Updated on March 28, 2024 by Milton Campbell

Communication is crucial in any workplace setting. Effective team communication can improve productivity, foster better collaboration, and create a positive work environment. However, poor communication can lead to misunderstandings, decreased productivity, and strained relationships among team members. In this blog post, we will explore various strategies and techniques to enhance team communication skills in the workplace.

Why is Communication Important in the Workplace?

Clear and direct communication is the foundation of a successful workplace. It allows everyone on the team to be on the same page, reduces the chances of miscommunication, and ensures that tasks are completed efficiently. Good communication skills also foster trust and collaboration among team members, leading to better teamwork and improved overall success.

Types of Communication in the Workplace

In the workplace, communication can take various forms, including verbal, nonverbal, and written communication. Verbal communication involves speaking and listening, while nonverbal communication encompasses body language, facial expressions, and eye contact. Written communication includes emails, memos, and other written documents. Each type of communication has its own importance and should be utilized appropriately based on the situation and the message that needs to be conveyed.

Enhancing Verbal Communication Skills

Effective verbal communication is essential for successful team communication. By improving their verbal communication skills, team members can ensure that their messages are understood correctly and that they can communicate effectively with their colleagues. Here are some strategies to enhance verbal communication skills:

Active Listening

Active listening is a key component of effective verbal communication. It involves giving full attention to the speaker and understanding their message without interrupting. Active listening can be practiced by maintaining eye contact, nodding and using verbal cues to indicate understanding, and asking clarifying questions. By actively listening, team members can better comprehend the information being conveyed and respond appropriately.

Speaking Clearly and Confidently

Speaking clearly and confidently is crucial for effective verbal communication. Team members should focus on articulating their thoughts and ideas in a concise and understandable manner. It is important to use appropriate language, tone, and volume when speaking to ensure that the message is conveyed effectively. Clear and confident speech demonstrates professionalism and promotes better understanding among team members.

Asking for Clarification

To avoid misunderstandings and ensure clear communication, team members should not hesitate to ask for clarification when something is unclear or ambiguous. Asking for clarification can involve seeking additional information or explanations to gain a complete understanding of the message. This demonstrates active engagement in the conversation and a commitment to accurate communication.

The Importance of Nonverbal Communication

Nonverbal communication plays a significant role in team communication. Body language, facial expressions, and gestures can convey emotions, attitudes, and intentions. To ensure effective nonverbal communication, team members should pay attention to their own body language and be aware of the nonverbal cues of their colleagues. By making conscious efforts to use appropriate nonverbal communication, team members can enhance understanding and build stronger relationships with their colleagues.

The Role of Written Communication in the Workplace

Written communication is crucial for documenting important information, providing instructions, and conveying complex ideas. To improve written communication skills, team members can focus on being clear and concise in their writing, using appropriate language and tone, and proofreading their documents before sending them out. It is also essential to choose the right communication tool for written communication, such as email or project management software, to ensure that the message is delivered effectively.

Strategies to Improve Team Communication

Encouraging open communication.

One of the most effective strategies to improve team communication is to encourage open and transparent communication among team members. This involves creating a safe and inclusive environment where team members feel comfortable expressing their ideas, concerns, and opinions. When team members feel that their voices are heard and valued, they are more likely to actively participate in discussions and contribute to the team’s success.

Regular Team Meetings

Regular team meetings are essential for promoting effective communication within a team. These meetings provide an opportunity for team members to share updates, discuss progress, and address any challenges or issues. When team members come together in a structured setting, it helps in aligning goals, coordinating efforts, and fostering collaboration. Team meetings also provide a platform for brainstorming ideas , making decisions, and assigning tasks.

One-on-One Discussions

In addition to team meetings, one-on-one discussions play a vital role in improving team communication. These individual conversations allow team members to discuss specific concerns, provide feedback, and address personal matters in a private and confidential setting. One-on-one discussions provide an opportunity for team leaders to provide guidance and support to their team members, fostering trust and strengthening relationships within the team.

Clear Roles and Responsibilities

To avoid confusion and miscommunication, it is important to have clear roles and responsibilities within the team. Each team member should have a clear understanding of their own responsibilities as well as the roles and responsibilities of their colleagues. Clearly defined roles and responsibilities help in avoiding duplication of efforts, ensuring accountability, and facilitating effective collaboration.

Utilizing Communication Tools

Importance of communication tools.

In today’s digital age, the effective use of communication tools is essential for streamlining team communication and enhancing collaboration. These tools play a crucial role in ensuring that team members can communicate efficiently, regardless of their physical location. By utilizing the right communication tools, teams can save time, improve productivity, and maintain alignment in their work.

Types of Communication Tools

Project management software.

Project management software is a valuable tool for teams working on complex projects. These platforms enable teams to collaborate on tasks, track progress, set deadlines, and share documents and files. Project management software also helps in prioritizing work, assigning tasks, and monitoring project milestones, leading to improved project outcomes and timely delivery.

Instant Messaging Platforms

Instant messaging platforms provide a quick and convenient way for team members to communicate in real-time. These tools facilitate instant communication, allowing team members to ask quick questions, seek clarifications, and provide updates without the need for lengthy emails or formal meetings. Instant messaging platforms promote faster decision-making and enable seamless collaboration among team members.

Video Conferencing Tools

Video conferencing tools are essential for teams that work remotely or have members in different geographical locations. These tools allow team members to conduct virtual meetings , conferences, and presentations with high-quality audio and video. Video conferencing tools enhance face-to-face communication, promote engagement, and create a sense of connection among team members, despite physical distance.

Best Practices for Using Communication Tools

Training and familiarization.

To maximize the benefits of communication tools, team members should undergo training and familiarization sessions to learn how to use these tools effectively. Training can help team members understand the features and functionalities of the tools, enabling them to leverage these tools for improved communication and collaboration.

Establishing Communication Guidelines

Establishing clear communication guidelines for using communication tools is essential for ensuring consistency and effective communication within the team. Guidelines should cover topics such as response times, appropriate usage of different tools, and communication etiquette to promote professionalism and clarity in communication.

Regularly Updating Communication Tools

To ensure that communication tools remain effective and relevant, it is important to regularly update and upgrade these tools. Software updates often include new features, improvements, and security enhancements that can enhance the functionality and user experience of the tools.

Overall, the strategic use of communication tools can greatly contribute to the success of teams by fostering effective communication, promoting collaboration, and driving productivity in today’s dynamic work environment.

The Importance of Team Building Activities

Team-building activities are not only fun but also play a crucial role in enhancing team communication. These activities provide opportunities for team members to interact outside of the usual work setting, fostering better relationships and improving communication.

Team-building activities can range from retreats and workshops to virtual team-building exercises. By engaging in team-building activities, team members can enhance their teamwork skills, strengthen bonds, and improve overall communication within the team.

The Role of Leadership in Team Communication

Setting examples and expectations.

Leaders have the responsibility to model effective communication behaviors for their team. By demonstrating clear and direct communication, leaders set an example for team members to follow. They should communicate openly, honestly, and respectfully, ensuring that their words and actions align with the team’s values and goals. Leaders also have the opportunity to establish clear expectations regarding communication within the team, emphasizing the importance of timely and effective communication.

Leaders should actively encourage and facilitate open communication within the team. This involves creating a safe and supportive environment where team members feel comfortable sharing their thoughts, ideas, and concerns. Leaders can establish regular check-ins and feedback sessions to encourage open dialogue and ensure that everyone has a chance to voice their opinions. By fostering a culture of open communication, leaders enable team members to collaborate, exchange information, and contribute to the team’s success.

Providing Guidance and Feedback

Effective leaders provide guidance and feedback to team members, helping them improve their communication skills. They should offer constructive feedback to individuals when necessary, addressing any communication gaps or areas for improvement. Leaders can also provide guidance on effective communication strategies and techniques, such as active listening, clarity in messages, and adapting communication styles to different stakeholders. By offering support and mentorship in communication, leaders empower team members to communicate effectively and contribute to the team’s goals.

Facilitating Communication Channels

Leaders have the responsibility to ensure that effective communication channels are in place within the team. This may involve implementing project management tools, instant messaging platforms, and other communication software to facilitate seamless communication and collaboration. Leaders should also establish guidelines for using these tools and communicate them to the team, ensuring that everyone understands how to leverage these channels effectively for communication and sharing information.

Resolving Conflicts

Conflicts and misunderstandings can arise within a team, hindering effective communication. Leaders play a crucial role in resolving these conflicts by addressing them promptly and openly. They should act as mediators, facilitating discussions and encouraging all parties to express their concerns and perspectives. By addressing conflicts constructively, leaders promote a culture of open communication and collaboration, ensuring that team members can resolve issues and work together towards shared objectives.

Fostering Team Engagement and Motivation

Leaders should actively engage with their team members, promoting a sense of belonging and motivation. They can organize team-building activities, regular team meetings, and one-on-one conversations to foster engagement and keep the lines of communication open. By being approachable and accessible, leaders create an environment where team members feel comfortable seeking guidance, raising concerns, and sharing ideas. This level of engagement enhances team communication, as team members feel valued and appreciated for their contributions.

Recognizing and Celebrating Achievements

Leaders should acknowledge and celebrate team achievements , reinforcing positive communication and teamwork. Recognizing accomplishments and milestones contributes to a positive communication culture by encouraging team members to share successes and lessons learned. By celebrating achievements, leaders inspire a sense of pride and camaraderie within the team, strengthening communication and building a foundation for future success.

In summary, effective leadership is vital in promoting team communication. By setting examples, encouraging open communication, providing guidance, facilitating communication channels, resolving conflicts, fostering team engagement, and recognizing achievements, leaders can create a collaborative and communicative team environment that drives productivity and success.

Continuous Improvement of Communication Skills

Communication skills are not static; they require continuous improvement. Team members should actively seek opportunities to improve their internal communication skills, such as attending communication workshops or seeking feedback from colleagues. By dedicating time and effort to improving communication skills, team members can enhance their ability to communicate effectively with their colleagues and contribute to the overall success of the team.

In conclusion, enhancing team communication skills in the workplace is crucial for creating a positive and productive work environment. By focusing on various aspects of communication, such as verbal, nonverbal, and written communication, and implementing strategies like open communication, effective use of communication tools, and team-building activities, teams can improve collaboration, productivity, and overall success. Continuous improvement of communication skills is essential to adapt to evolving workplace dynamics and ensure effective communication among team members.

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9 Effective Communication Skills Training Courses

Are you searching for the most effective communication skills training courses ?

Having worked in the training industry for years, I’ve observed many communication challenges in the workplace.

From misunderstandings that lead to project delays to missed opportunities due to lack of clarity, the impact of ineffective communication can be devastating.

That’s why I strongly believe in the power of communication training.

In this blog post, I share some of the best communication courses for employees that I’ve come across in my career. Stay tuned!

What Is Communication Skills Training?

Communication skills training is a professional development program focusing on improving an individual’s ability to communicate effectively.

It encompasses a wide range of skills, including but not limited to:

• Verbal communication : This involves the words we choose, how we say them, our tone of voice, and even our pauses at times.
• Non-verbal communication : This includes facial expressions, body language, and gestures that can often speak louder than words.
• Listening skills : Effective communication isn’t just about getting your message across; it’s also about understanding others’ viewpoints.
• Written communication : This covers emails, reports, and other types of written correspondence in a professional setting.
• Presentation skills : It mainly covers public speaking and presenting ideas effectively to a group.
• Negotiation skills : These skills involve reaching a mutual agreement through effective dialogue and persuasion.

This training is beneficial for everyone,  from entry-level employees to top-level executives. The ultimate goal of communication training for employees is to create a more productive, collaborative, and harmonious work environment.

9 Best Communication Skills Training Courses

These effective communication skills training courses cover in-demand topics. I’ve personally taken these courses and they really worked.

• Workplace Communication Skills
• Communication Skills for Managers
• Business Communication Skills
• Active Listening Skills
• Overcoming Communication Barriers
• Interpersonal Skills Training
• Conflict Resolution
• Online Customer Service Training
• Crafting Powerful Messages

1. Workplace Communication Skills  

Effective communication is the lubricant that ensures the workplace functions smoothly.

It fosters collaboration, builds trust, and drives productivity.

But let’s face it: effective communication doesn’t always come naturally.

That’s where the Workplace Communication Skills course comes in.

This course is for everyone, from seasoned professionals seeking to refine their skills to new employees eager to make a solid first impression.

Here’s why it’s worth your time:

• Master the art of organizational communication : Learn to navigate the hierarchy, deliver your message clearly, and become a trusted voice within the company.
• Feedback becomes a breeze : Discover how to give and receive feedback constructively, turning criticism into a tool for growth.
• Communicate up, down, and across: Whether you’re interacting with your manager, colleagues, or clients, learn to tailor your communication style for each situation.
• Practice makes perfect : Put your newfound communication skills into action with real-world scenarios and interactive exercises.

2. Communication Skills for Managers

Are you struggling to motivate your team, delegate tasks, or handle conflict?

You’re not alone!

Successful leadership relies on effective communication, a skill many managers desire to master.

The Communication Skills for Managers course is designed to assist managers in cultivating the necessary abilities for success.

This course covers several topics, including:

• Identifying communication barriers
• Mastering different communication methods
• Creating a communication plan
• Giving and receiving feedback
• Dealing with difficult conversations

The course also includes worksheets, scenarios, and a final assessment to help managers apply what they have learned.

By taking this course, managers can learn how to:

• Communicate effectively with their teams
• Delegate tasks
• Resolve conflict
• Build stronger relationships with their team members
• Become more effective leaders

3. Business Communication Skills

This course is designed to help you develop practical business communication skills using various workplace scenarios. It suits anyone who wants to improve their business communication skills and achieve their goals.

The course is online and self-paced, so employees can learn easily and quickly.

You will learn how to engage in persuasive conversations and accomplish tasks quickly.

The course covers the following topics:

• Identifying and overcoming common communication barriers
• Mastering different communication methods and choosing the best one for each situation
• Communicating with clarity, confidence, and professionalism
• Using active listening and questioning techniques to understand others better
• Handling difficult conversations and conflicts with tact and diplomacy
• Using worksheets and scenarios to practice and apply the learned skills

The course is taught by Amber Rose, a program manager and coordinator with years of experience in various industries.

4. Active Listening Skills

Ever feel like you’re just talking past each other? Maybe you’re not listening to what the other person is saying. That’s where active listening comes in!

Active listening is like a superpower for communication. It helps you understand what someone is saying, build stronger relationships, and avoid misunderstandings.

I know what you’re thinking: “Ugh, another course?” But trust me, this one’s different. It’s not about dry lectures and boring exercises.

You’ll learn:

• How to listen : No more zoning out! Discover techniques to focus on the speaker and absorb their message.
• Overcoming barriers : Identify what’s blocking effective listening and learn how to overcome them.
• Powerful listening techniques : Put your newfound skills into action with practical tips for different situations.
• Giving feedback that sticks : Learn how to provide constructive feedback that helps people improve.
• The magic of open-ended questions : Unlock deeper conversations and encourage genuine expressions.
• Body language that speaks volumes : Discover how your non-verbal cues can impact communication.

5. Overcoming Communication Barriers

The path to effective communication is often hindered by barriers.

There are four main types of communication barriers :

• Semantic barriers : These are related to the meaning and interpretation of words and symbols. People may have different definitions, connotations, or associations with the same word or symbol. For example, the word “red” may mean different things to different people, such as a color, a political ideology, a warning sign, or a mood.
• Psychological barriers are the mental and emotional state of the sender or receiver. Psychological factors affecting communication are stress, anxiety, fear, anger, prejudice, bias, stereotyping, or lack of confidence .
• Physical barriers : Some physical factors hindering communication are noise, distance, time, weather, or technical problems.
• Cultural barriers : These are related to the differences in values, beliefs, norms, or customs among different groups. Cultural barriers can also arise from using different languages, dialects, or accents that may cause confusion or miscommunication.

If you want to improve your communication skills and overcome these barriers, I would recommend this communication skills training topic : “Overcoming Communication Barriers.”

It will help you identify the common communication barriers, understand their causes and effects, and learn how to overcome them. You will learn how to communicate with different types of people, such as customers, colleagues, managers, or friends.

6. Interpersonal Skills Training 

Interpersonal skills are vital for success in any workplace. They enable you to communicate effectively, build rapport, and handle conflicts with others.

However, interpersonal skills can be learned and improved through training and practice.

This course by ProProfs Training Maker will equip you with the knowledge and skills you need to interact successfully with others in any situation.

You will learn how to:

• Analyze your and others’ personality types, communication styles, and emotional intelligence, and use this information to improve your communication and relationship skills
• Apply verbal and non-verbal techniques, active listening, and feedback skills to communicate clearly and confidently with anyone
• Use rapport-building strategies, empathy, and trust to build positive and lasting relationships with your manager, colleagues, clients, and stakeholders
• Apply assertiveness, negotiation, and problem-solving skills to manage and resolve conflicts effectively and constructively
• Understand team roles, dynamics, and collaboration tools to work effectively in teams and achieve team goals.

The best part?

You can access engaging and interactive content, including videos, quizzes, and case studies.

7. Conflict Resolution  

Have you ever become entangled in a workplace conflict? It can be a stressful and unpleasant experience, leaving you feeling frustrated and unproductive.

But did you know that these conflicts, if unchecked, can have serious consequences for your professional relationships and your company’s bottom line?

That’s why a conflict resolution mechanism is vital. It’s not just about resolving disputes but also about preventing them from happening in the first place.

Think of it like nipping a problem in the bud before it can blossom into a full-blown crisis.

ProProfs’ Conflict Resolution Training Course is designed to do just that. It equips participants with the skills and knowledge to resolve conflicts effectively, fostering a positive work environment.

This communication skills training course can empower you with the skills and strategies to:

• Identify and address conflicts before they get out of hand
• Master various communication methods to effectively resolve disputes
• Choose the right communication approach for different situations
• Recognize when third-party intervention is necessary

The course follows a clear and concise format, making it easy to follow and understand.

You’ll learn real-world strategies to apply to your workplace conflicts immediately.

8. Online Customer Service Training

Ever wonder why customer service skills are a part of communication training? It’s not just for dealing with customers, it’s for thriving in any workplace interaction.

This course will teach you everything you need to know about:

• Delivering exceptional customer service : Exceed expectations and leave a lasting positive impression.
• Building rapport: Master verbal and non-verbal communication techniques to connect with anyone.
• Handling difficult situations: Learn to de-escalate conflict and find win-win solutions.
• Active listening : Understand customer needs and provide solutions that truly address them.
• Problem-solving and decision-making : Approach challenges strategically and make informed choices.
• Using customer service tools and software : Streamline your workflow and manage customer interactions effectively.

You can also refer to this course to understand how to write the best customer service emails.

9. Crafting Powerful Messages 

Whether you’re writing an email, preparing a presentation, or simply having a conversation, knowing how to convey your message effectively can make all the difference.

This comprehensive course, “Crafting Powerful Messages,” will help you master the art of verbal and written communication.

Led by the expert Kristen Bagwill, CEO of COMM-Unity, this course takes you through understanding your audience, constructing impactful messages, and delivering them with clarity and confidence.

Here’s what you’ll learn:

• Audience awareness : Understand your audience’s needs and expectations to tailor your message for maximum impact.
• Message construction : Learn how to structure your message clearly and concisely, ensuring your key points shine through.
• Delivery with impact: Whether speaking or writing, discover techniques to captivate your audience and leave a lasting impression.
• Simple and purposeful : Focus on communicating clearly and avoid unnecessary jargons.
• Building relationships: Foster stronger connections through respectful and empathetic communication.
• Universal principles : Apply the course’s fundamental principles to all forms of communication, from emails and texts to presentations and reports.

This valuable course can be your key to mastering communication and achieving success in all areas of life.

Why Is Communication Skills Training Important?

Communication skills training for employees is important for many reasons. Here are some benefits of improving your communication skills:

• Increases Productivity and Efficiency
• Improves Engagement and Satisfaction
• Builds Lasting Relations
• Facilitates Career Growth and Development
• Enriches Personal and Social Life

1. Increases Productivity and Efficiency

Communication skills training can help you convey your ideas, listen actively, and collaborate effectively.

This can reduce misunderstandings, errors, and conflicts and increase the quality and speed of your work.

For example, one study found that teams who communicate effectively may increase their productivity by as much as 25%.

2. Improves Engagement and Satisfaction

A survey found that 81% of employees who feel valued at work are highly engaged, compared to only 4% of those who do not feel valued.

Communication training empowers you to express your opinions, needs, and emotions in a way that gets noticed and appreciated.

This leads to greater engagement, recognition, and a sense of belonging, boosting your mood and satisfaction by leaps and bounds.

3. Builds Lasting Relations 

Employee communication training helps you build trust, rapport, and loyalty with your colleagues, managers, and clients.

This can foster a supportive work environment and reduce the likelihood of turnover and attrition.

4. Facilitates Career Growth and Development

Communication skills are the golden thread woven into every career path. They are the key to unlocking doors to opportunity and achieving professional goals.

Therefore, communication training can help you to demonstrate your competence, confidence, and professionalism in your work.

This can enhance your reputation, credibility, and influence in your field and open up new opportunities for advancement and learning.

5. Enriches Personal and Social Life

Communication isn’t just about work; it’s the lifeblood of all your relationships.

Employee communication training is instrumental in enhancing your ability to communicate professionally and effectively with others, emphasizing appropriate language, tone, and etiquette.

This training not only contributes to the advancement of your career by honing presentation, negotiation, and persuasion skills but also aids in stress and emotion management, equipping you with the tools to navigate difficult situations, feedback, and criticism.

Such training fosters a balanced approach to work and life, encouraging the establishment of boundaries, task prioritization, and effective delegation of responsibilities.

How to Improve Communication Skills Training for Employees

Perhaps you already have a communication training program in place in your organization.

But if you’re not getting the expected ROI from it, you may need an improvement plan.

Here are some tips on how to improve communication training for your employees.

1. Tailor the Training to Your Needs

• Identify your target audience . Are you training your managers, customer service representatives, or a general group of employees? Customize the content and delivery style to their specific needs and roles.
• Analyze existing communication gaps . What are the common communication challenges your employees face? Focus the training on addressing those specific issues. Here’s a guide on How to Conduct an Effective Skills Gap Analysis
• Use a mix of learning methods . Combine traditional classroom sessions with interactive activities, role-playing exercises, and online learning modules to cater to different learning styles. A blended learning software can help deliver a rich learning experience.

Fun Activity : What do you know about blended learning? Take this quiz to check your knowledge!  

2. Focus on Key Communication Skills

Focusing on key communication skills during workplace communication training for employees is crucial. This is because these skills are often linked to other professional areas, such as collaboration and teamwork, leadership development, and customer satisfaction.

You may focus on the following skills:

• Active listening : Teach employees to pay attention, ask questions, and repeat information to ensure they understand.
• Clear and concise communication : Emphasize the importance of using plain language, avoiding jargons, and structuring messages logically.
• Non-verbal communication : Teach employees about the power of eye contact, body language, and tone of voice.
• Giving and receiving feedback : Train employees to give helpful feedback in a considerate way and receive feedback without being defensive.
• Conflict resolution : Help your employees learn how to identify and address conflicts constructively.

3. Use the Right LMS Software

Your training programs stand a chance of success when you use the right training tool.

You may consider deploying a learning management system (LMS) such as ProProfs Training Maker . It can assist you in creating, managing, delivering, tracking, and analyzing online courses and assessments.

• Create interactive quizzes and assessments to measure comprehension and retention.
• Collect feedback and track progress to measure the impact of your training program and make adjustments as needed.

4. Encourage Continuous Learning

• Provide ongoing opportunities for practice and reinforcement . This could include regular workshops, online forums for discussion, and coaching programs.
• Promote knowledge sharing where employees exchange their learning experiences and best practices with one another.
• Create a culture of feedback and open communication . Encourage employees to give and receive feedback constructively to improve their communication skills continuously.

5. Measure the Results

• Track key performance indicators (KPIs) such as employee engagement, productivity, and customer satisfaction.
• Conduct surveys to gather feedback on the effectiveness of your training programs. Get These Employee Survey Templates
• Analyze data to identify improvement areas and adjust your training strategy.

By implementing these best practices, you can drastically improve your communication training programs and start getting better results.

Don’t Just Read! Deploy Communication Training Courses

By now, you must have understood what communication skills training entails and how it can benefit individuals and organizations.

Remember, the more we invest in developing our communication skills, the more empowered we become to navigate any situation confidently and gracefully.

So, let’s not let this knowledge gather dust!

Take what you’ve learned from here and put it into practice.

Investing in yourself and your employees unlocks a world of possibilities, fostering stronger relationships, boosting productivity, and ultimately achieving success in all aspects of your life and work.

Frequently Asked Questions

How can i measure the effectiveness of communication training.

Assess improvements in team collaboration and track clearer messaging. Monitoring increased employee engagement and reduced misunderstandings also indicates success. Regular assessments and real-life application of learned skills help gauge the overall impact of communication training programs.

Can communication training be customized to address specific workplace challenges?

Yes, communication training can be tailored to target specific workplace challenges. Customization involves identifying and addressing issues unique to the organization, such as team conflicts or unclear directives. By tailoring content and exercises, training programs can effectively tackle the specific communication needs and hurdles a workplace might face.

What is the duration of the training sessions?

Training sessions vary but are typically a few hours to a day. It depends on the specific training goals, content complexity, and organizational preferences. Shorter sessions may be more frequent, while longer ones might be held less frequently to accommodate schedules and maximize learning retention.

How often should communication skills training be done?

Communication skills training should be done regularly to ensure continuous improvement. Monthly or quarterly sessions can help reinforce key concepts and allow participants to practice and apply their skills in real-life scenarios. Consistent training fosters long-term development, helping individuals build and maintain effective communication habits in personal and professional settings.

About the author

Kamy anderson.

Kamy Anderson is an online training expert and a product manager. He leads the product vision and strategy of ProProfs Training Maker. Kamy blogs about trends in eLearning, online training, employee training, gamification, LMS, AI, and more. His articles are published in eLearningIndustry, TrainingMag, Training Zone, and Learning Solutions Magazine. You can connect with Kamy on LinkedIn.

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Need to Have a Tough Conversation? Here Are 5 Secrets of Great Communicators

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Difficult conversations call for smart strategies: Here are ways to defuse tension and strengthen bonds.

We’ve all walked away from an argument or important conversation thinking, Darn, I really wish I’d said that better . If you feel this way more often than not, you’re not alone: Although some people are more naturally skilled at expressing their thoughts and feelings, many of us struggle to get our ideas across when it matters most. The good news? With a little effort, anyone can master the art of communication.

That’s why we asked Karmen Smith, licensed clinical social worker and Talkspace therapist, to give us tips on how best to hear and be heard. She shared five strategies to keep in mind during stressful or emotionally fraught conversations, but they’re effective in almost any exchange. While you might not resolve all your issues in one discussion, these skills will relieve some of the pressure, and ensure that both people walk away feeling understood.

Set an Intention

The first and most important step in any complicated conversation should happen before the talking even starts — to set an intention. Smith explains that this goal should be personally attainable: “You don’t want to go in with an agenda,” she says, “because you have no control over how someone else will react. So if you start out with a goal like, I want him to see how much I do for him , or I want her to stop putting me down , you’re going to be disappointed.”

Instead, remember that communication is a two-way street, so your intention should never be to change someone’s behavior. To that end, suggests Smith, “Consider intentions like, I want to connect with this person that I’ve grown distant from , or I want to understand what this person is going through, and how that might be impacting their behavior. ” By letting go of assumptions and accusations, you leave room for vulnerability and honesty.

In a heated moment, there’s always the temptation to bring up the past as ammunition — particularly when you’re not getting the reaction you want. But can you think of a single time when bringing up how your partner forgot to take the trash out last week has turned an argument in your favor? If you’re spending all your time thinking about the next long-held grievance you want to bring up, you’re not processing what the other person is saying, and you might as well just be talking to yourself. “Staying present doesn’t only mean putting away your phone or making sure you’ve dedicated enough time for a substantial conversation,” says Smith. “Presence means listening, asking for clarification, processing, and then reacting. I know it’s hard, but you have to free your mind from harping on the past or worrying about whether you’re ‘winning’ the argument.”

Establish Trust and Safety

Smith explains that we all react differently to difficult situations based on our past trauma. In the face of confrontation, some people may shut down, and others may blow up. “Safety and trust is really tied to non-judgment,” says Smith. “So if you go in saying I’m right and you’re wrong , that person is naturally going to lean on their trauma response.” Throughout the conversation, avoid criticizing or negating the other person’s feelings, even if your gut reaction is to say something cruel. By pausing to collect your thoughts instead of responding with judgment, you’ll establish a baseline of respect and openness, and hopefully the other person will respond in kind.

You’ve also got to learn to maintain equilibrium when you’re being confronted. In that situation, you may feel like you’ve been blindsided, which could make you feel enraged or defeated. It’s worth noting that if a particular statement really bothers you, it’s probably because part of you thinks it’s true. Smith elaborates, “You’ve got to learn what your own triggers are, and be self-aware enough in the moment not to fall into the same pattern of reactions.”

Learning to be less reactive is especially important when someone approaches you in a highly emotional state. “If someone starts an argument by screaming at you, it’s natural to want to match their level,” says Smith. “Take a few deep breaths to stay calm and absorb what they said, even if the silence feels awkward or uncomfortable.” Reacting calmly and rationally to someone who is yelling can really take the wind out of their sails. By reminding yourself that anger is actually masking underlying hurt or insecurity, you can calmly get to the root of the issue.

Notice and Deliver Non-Verbal Cues

Non-verbal cues can be dramatic, like slamming a door, or subtle, like crossing your arms as a self-protective gesture. “Negative nonverbal reactions happen when a person is in fear mode,” says Smith. “When we’re afraid, we fight, flee, or freeze. This might mean the person starts clenching their fists or leaning away from you, depending on their fear response.” Sometimes, a person’s physical cues won’t match what they’re saying    

If you see a negative non-verbal cue during your conversation, try reacting with a positive one. Smith suggests “a small, meaningful physical gesture, like squeezing their hand or touching their shoulder.” Positive non-verbal cues can defuse tension and might even make more of an impact than the words you’re saying.

It’s never a bad time to express gratitude to someone you care about. Being mindful and showing gratitude toward your loved ones during good times can help you to navigate the bad. “Make gratitude part of your daily habit,” suggests Smith. “Just like brushing your teeth, establish a gratitude ritual.” This might mean kissing your spouse on the cheek and saying I appreciate you every morning, or hanging up the phone for just 30 seconds to give your full attention to your kids when you see them off to school. “By establishing a baseline of gratitude,” says Smith, “it won’t feel awkward or disingenuous when you express gratitude during critical conversations.” When you’re going through a tough time, these accumulated gestures will ensure your loved one knows you’ve always — and will always — respect and care about them.

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Communications and Team Building Certificate of Completion

The certificate enables students to communicate clearly, competently and effectively in today's fast-paced business world by developing skills for written, verbal, and digital communication which is critical to individual and team success. Students will also review the vital elements of managing talent and nurturing employee growth.

What You'll Learn

• Explain fundamental management and leadership principles.
• Describe environmental factors affecting business operations.
• Identify how different management functions work together to achieve organizational goals.
• Demonstrate communication skills for leadership.
• Describe basic concepts of marketing and merchandising.
• Analyze information to make data-driven decisions intended to improve business outcomes.
• Identify leadership best practices that improve team performance.

Certificate of Completion Courses:

(Click a course name below to view course details).

This course will teach students to communicate effectively in today's fast-paced business world by developing skills for written, verbal, and digital communication. Topics covered include the use of Microsoft Word, Outlook, and PowerPoint to enhance their communication skills. They will learn about the use of AI tools, such as MS Editor and Grammarly, to assist them in editing and proofreading. Students will also learn to differentiate between types of business communication and use digital tools effectively in different contexts. By the end of the course, students will be equipped with the skills and knowledge needed to communicate effectively in today's globalized business environment. Prerequisite: Enrollment in the Business Management and Leadership (BML) academic program or enrollment in the Leadership Essentials Certificate of Completion program.

This course explores the vital elements of managing talent and nurturing employee growth. It covers essential topics like onboarding, labor laws, rewards and recognition programs, and employee development. Students will learn to identify the critical components of talent management, including how to ensure compliance with labor laws. Upon completion, students will be equipped with the necessary knowledge and skills to manage talent effectively for organizational success. Course Objectives: Identify ways Talent Management can create a competitive advantage; Explain how job analysis and design contribute to organizational effectiveness; Recognize the implications of local and federal labor laws; Describe the different components of an effective employee onboarding process; List the critical drivers of employee retention. Skills taught: Recruitment and talent acquisition; Job Analysis; Performance management and appraisal; Learning and development; Legal and regulatory compliance; Risk management; Communication and interpersonal skills. Lightcast/EMSI Skills Alignment: Talent Acquisition; Employee Engagement and Retention; Learning and Development; Legal and Regulatory Compliance; Risk Management; Communication and Interpersonal Skills. O*NET Skills Alignment: Recruitment; Performance Management; Training and Development; Compliance; Risk Management; Communication. BOK Alignment: TMI, SHRM,HRCI, ATD - Talent acquisition; Employee engagement and retention; Learning and development; Total rewards; Risk management; Job analysis. Prerequisite: Enrollment in the Business Management and Leadership (BML) academic program or enrollment in the Leadership Essentials Certificate of Completion program.

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