Why You Need Good Communication Skills at Work

Have you ever said or heard someone say, “That’s not what I meant” or “That’s not what I intended to say”?

Wouldn’t it be nice if every time the person with whom we are speaking to heard us exactly the way in which we intended?

We are constantly communicating. We may never speak a word, but we may have said a mouthful. Communication is not how and what we say, it is how we are heard. It is not about us, but how the other person perceives our messages and us.

Communication is about presence too. It is not about words or actions separately but how those words and actions together translate into our overall message.

Why do we need good communication skills at work?

Communication can be either formal or informal. There are many different forms of communication and different factors that affect it.

1. Who is the intended audience? At work, your audience may be your co-workers, boss, your customers, vendors.
2. What is the purpose of communication? The purpose of the communication differs depending on the situation and who we are addressing. Is it a sales presentation to convince your customer to make a purchase? Or is it to check in with your colleague on the progress of a project?
3. What is the medium used for communication? Is it an email or a one-on-one chat, or a group presentation, or a letter or document?
4. Where is the communication taking place? In a boardroom, in the pantry, at a restaurant, or electronically?

Communication is a two-way street. Too often, we find ourselves failing to get the right messages across because our focus is on what we want to say rather than listening and trying to understand the messages we are receiving from others. Imagine that there are two professional dancers, one who is doing the waltz and the other is doing ballet. The only result is confusion and frustration!

         “Think before you speak”. It seems like a pretty simple concept, but it is so hard for many of us to put it into practice. Everything that we say or do has a consequence -positive or negative. When we do not know what is the end goal or the big picture, our communication can affect the outcome in an undesirable way. If we know the objective or goal, think through the “how”, “why” and “what”, we may have a better chance of impacting our relationships and conversations in a positive manner. Therefore, it is important to begin with the end in mind when we are presenting to others. This will allow you to design and deliver a great presentation that will transport your audience to the destination you are aiming for. 

         “You never get a second chance to make a first impression”. – Will Rogers.

Perception also affects the outcome of our communication. The way we hold ourselves, the way we walk, how we smile (or the lack of one), the way we dress etc, is the impression we make on other people. Bad first impressions generally lead to poor relationships, while good first impressions create good rapport and two-way communication. Body language is a form of non-verbal communication and it can convey a stronger message than words alone. Body language refers to our facial expressions, tone of voice, gestures, postures and bodily movements. According to research, about 80 to 90 percent of the meaning of a message lies in the non-verbal part of it. Are you being perceived the way you want to be perceived? If there is a gap, what actions can you take to close the gap? 

In addition, do you suffer from glossophobia? It is the technical term given to severe fear of public speaking. Statistics revealed that as many as 75 percent of people have glossophobia. Sweaty palms, “butterflies in the stomach” and “pacing the room up and down” are some of the typical symptoms we have experienced before a presentation. While it is certainly not easy to become confident speaking in front of a crowd, read our tips to get started on how to overcome presentation anxiety.

Just because you can wear jeans to work doesn’t mean you should include emojis in your email. All of us have been the victims of miscommunication via technological outlets. Emails are the fastest and easiest way to get your messages out yet it does not consider the emotions that can be read into the message. There are also certain etiquette rules to pay attention to when writing business messages or memorandums. For many of us, checking emails can be downright frustrating at times and our relationships with emails are becoming draining. How should we develop good email habits and become more effective at dealing with emails in the context of the workplace?

In today’s corporate environment, we are missing out opportunities to better connect when we do not recognise and adapt to different communication styles. Too often, we allow ourselves to get frustrated with how others handle situations, deadlines and conversations. To be effective, we must realise that everyone works at different speeds and in different ways. While some of us may come across as being assertive,  others may be too passive or aggressive. The preferred style of communication depends on the situation.

To be a good communicator, it also pays to be a good listener. Most people listen at less than a quarter of their capacity. We are overwhelmed with information, get pulled in different directions and often forget the most basic listening skills. Poor listening is a significant problem for working professionals because business depends on clear communication. When communication breaks down, costly mistakes can occur. The process of acquiring good listening skills involve first identifying bad listening habits (for example, finishing others’ sentences or interrupting others while they are talking), and then adopting behaviours of an active listener.

Communicating effectively is essential. It is a skill we should constantly hone and it can help us to have better interactions both personally and professionally.