C - is for Communicator (Communication Types)
Communication types and how to improve them - Part 1
To be an effective manager you need to be an effective communicator. In this, and next week’s articles I go back to basics and look at the four types of communication verbal, non-verbal, written, and visual communication and how to approach them to maximise effect.
Communication is a fundamental part of everyday life, yet often we don’t think about what/how we communicate with others. I’m sure you can recall at least once when you've been annoyed by the way someone spoke to you, or you’ve been offended by a brusque email, perhaps you’ve felt uncertain by someone standing too close to you, or confused because you have no clue what the emojis in a text message mean?
You’re not alone. Excellent communication skills can be learned, and awareness of where you can improve will lead to you becoming a very effective communicator.
Let’s take a look at the first two types of communication; verbal and non-verbal.
Verbal Communication
Exactly what it says on the tin: verbal conversation that includes sounds, words, and language. Verbal communication is said to be the most effective way to express emotions, feelings, opinions, and needs. If used correctly, words can help you be very straightforward and concise while leaving little room for question or assumption.
There are four types of verbal communication.
Intrapersonal, communication with ourselves through thoughts or out loud.
Interpersonal, communication one-on-one with someone else.
Small group, communication between two or more people.
Public, when one person communicates to a large group.
How to improve your verbal communication -
Be brief and clear
Have you ever sat through a colleague’s long and winding story when you have a lot of work to finish? It’s tough. Don’t fall into this trap yourself. Try to get to the main points quickly, whilst ensuring you can be clearly understood.
Don’t be afraid of silence every now and then
It can seem like silence is unbearable, but it’s not always a bad thing. Don’t start blabbering just to fill the silence. (It’s hard but fight the urge.) Your partner and colleagues will thank you when you have a grasp of when it’s okay to be quiet. If you can resist the urge to fill the gap you will often find someone else does - and you can learn a lot more - perhaps more than they intended!
Find a “bridge” if you need to change the subject
Changing the subject tactfully is an art. Try looking for a “bridge” that can connect where the conversation is now and where you want it to be. Use connecting phrases like, “The important thing is…” or “I agree with you, but…” or “Here’s what I do know…”
Reduce those “um’s”,“uh’s” and “so…”
The average person uses fillers way more than they think they do. More recently there seems to be a habit of starting a statement with “so…” when done repeatedly it gets annoying. Try recording yourself in a presentation and listen back for how often you say them. Then moving forward, stay mindful of the fillers and speak more slowly so that you have time to think ahead.
Plan and practice what you’ll say
Of course, there are a lot of impromptu conversations where you don’t have the opportunity to plan and practice. But when you have the chance, take even 30 seconds to go over your key points. This can work wonders for your communication skills.
Nonverbal Communication
Nonverbal communication happens when messages are sent and received without words. It typically applies to body language, tone of voice, inflection, facial responses, and other gestures.
It also includes creative or aesthetic means of communication such as dance, painting, and pottery. (Note: Nonverbal isn’t the same as visual, which is covered next week.)
Some examples of nonverbal communication are:
Eye contact (or lack of)
Hand gestures
Crossing or uncrossing legs
Folding or unfolding arms
Fidgeting
Hugging
Moving eyebrows
Smiling or frowning
How to improve your nonverbal communication -
Make eye contact while someone is talking
This is the number one tip for showing someone that you’re paying attention to what they have to say. Hold firm eye contact, but don’t get creepy. There’s a fine line here. As a slight aside holding eye contact is not deemed polite in Japanese culture.
Avoid fidgeting or distracting movements
Don’t readjust in your chair seven times. Don’t click your pen open and closed over and over. Don’t shuffle through your papers during a board meeting or click through your browser tabs during a Zoom call.
Keep good posture
Another one of those tips that seems obvious but is surprisingly easy to overlook. Check you’re not slouching - it’s an easy habit to get into.
Don’t cross your arms
Some people think this is a “power pose.” This might be true in some situations, but in others, it makes you look blocked off from the other person. It can give the impression that you can’t wait to get out of there, which isn’t helpful for a good conversation.
Pay attention to the same cues from others
Non-verbal cues might be unintentional, but they’re often intentional too. If your co-worker isn’t making eye contact or constantly fidgeting, ask yourself if it might be a reaction to you telling a story that’s too long or bugging them when they’re busy.
There are plenty of resources available if you want to brush up on your communication skills, but as with most skills the best way to improve is to practice.
