When you think about developing your organizational communication skills you need to look at the primary ways we communicate, both verbally and in writing.
Let’s take a look at how to develop your communication skills both in writing and speaking.
Less is more
Have you ever come out of a meeting and felt like the other person was talking all the time and you didn’t know anything? Don’t be that man.
Keep it short and simple while you are speaking at work. It’s good to catch up and chat about the weather but do not overwhelm your audience with a word of the avalanche when it’s time to think about the important things.
Be a good listener
listening is the most overlooked skill in Communication Skills, being a good listener may seem funny to be a good communicator but it does sense.
When you show that you really listen and care about what others say it shows you understand their needs. This will help you to build trust in the relationship. That is the secret.
When you talk confidently it shows you know what you’re talking about.
It’s not just about verbal, it’s about your body language too. Talk in a consistent tone of voice and keep eye contact as you speak to others. That conveys your trust.
Think before you open your mouth
You can express your thoughts more simply when you have a reasonably good idea of what you are going to say when you are actually speaking. This also lets you get rid of longer pauses while speaking.
Always read the quote from Einstein “If you can’t explain it simply, you don’t understand it well enough”? Sage words from the unbelievably wise man.
This is true in the workplace too. You have to be able to clearly and easily express your thoughts and ideas so other people can understand you. Definitely critical.
Check your grammar and spelling
It is vitally important at work that you have no grammatical errors in your written correspondence. That includes both reports and emails.
Getting typos peppered into your written speech makes others believe you are too lazy or rusty for spelling to care about.
Clear and concise
In written words this is just as important as in verbal.
We receive way too many letters on the job. No one likes wading knowledge across seas to find the one or two points they need. When less would do there is no need to bring a ton of filler in.
Know your audience
If you’re writing an email to your company’s President, you should write in a specific tone.
If the email is that you have lunch with your coworker every day and go get weekly after-work drinks, you probably don’t need to be as formal.
This goes hand in hand with being both straightforward and descriptive. If you write emails in a lengthy, 1,000-word essay, you make your readers glaze their eyes over.
Using stuff like subheadings, bullet points, and counting when required to break the words down and establish some pleasant flowing structure. Whether it’s papers, emails or something else in some written record, this is real.
Use your audience names when possible to make it friendlier and more engaging. Obviously in a formal report you can’t do that but with emails and the like you can surely do.
I’ve found that wrapping up somebody’s name also helps them respond more promptly and positively. For example:
“As you can see Jim, this will help us get the Morris account, so I’m looking forward to hearing from you back early.”