“The art of communication is the language of leadership.” – James Humes, Author and Speechwriter for Presidents Eisenhower, Nixon, Ford, and Reagan
Effective communication comes from within; through the synthesis of an amplified self awareness and pervasive sensory input. It is then characteristically shaped by the rules, values and techniques/skills we hold true, all amassed together in its most elegant form through the use of our “artistic skills”. Thus, creating the art-form of communication. The language evolving from this art-form is what our most gifted leaders today and in history have used to communicate clearly, openly and with sustained conviction, so as to effectively bring their audience into their field of perception and emotional and psychological beliefs.
Mastering this art-form, and further communicating the language, through words, tone and physiology, is either a natural gift for those who have heightened awareness of themselves and their surroundings, or a skill that must be exercised using the fundamental tools required to master effective communication. Although some self-appraisel may seem boastful, a few tips for those who seek guidance from an effective communicator is also an exercise towards mastery of oneself.
Consistency and Conviction
A consummate example of consistency and momentum in communication and messaging is the “Obama Brand”. The Obama Campaign demonstrated a consistent messaging/branding throughout all his campaign material, speeches and online presence (e.g. “hope”, “yes we can”, “together” etc.).
As an effective communicator you must consistently deliver your message, and maintain a a strong level of conviction so as to sustain your message to your audience. People forget easily, as we are only human, and a consistent reminder of your plans, messages etc. is crucial to achieve success in attaining your goals and vision.
Directional
Have you ever considered in what direction you communicate? Upwards? Downwards? Sideways? Why, you may ask?
Consider a home audio system. Many of today’s most advanced home audio systems use multiple speakers strategically positioned throughout your entertainment room; each calibrated based on their distance from the listener, and each serving a specific purpose in the audio of the movie or show being broadcasted. Compared to the single or dual-speaker systems of yesteryears, any self-respecting audiophile will without question agree that today’s most advanced home audio systems sound far superior.
Why? Simply because of directional audio; filling up your entertainment room with as many of the audio nuances that can be captured in a movie scene. Far more effective in captivating your audience, and pleasantly more entertaining.
So how does this apply in the workplace? Very simply, consider the various directions you communicate a specific piece of information:
> Upwards: to your supervisor and their supervisors
> Sideways: to your peers
> Downwards: to your subordinates
Alignment across all these “dimensions” can help deliver and secure your goals and vision. Something as simple as building awareness and alignment for a project you are planning to engage in requires effective communication; directionally communicating your plan, intentions and goals creates a positive environment that welcomes the success of your efforts.
Fundamentals
Consider the following fundamental rules to achieve effective communication:
Self Awareness
> Invest in exercises and practices to heighten awareness of yourself; your emotions, your thoughts, your body language etc.
> Understanding yourself will improve your ability to understand how people perceive you, and how best to communicate to them based on this perception.
Relationship Mastery
> Three elements contribute to mastering your relationships with people in communication: a. the words you use, b. the tone in which you deliver your words, c. the physiology (body language) you project when delivering your words (all in increasing importance)
> Effective communication demands mastering these three elements to deliver a clear, concise and honest message, as well as engaging accountability for your words.
Contribution
> Effective communication affects what you contribute to your audience and to your legacy and relationships.
> Every communication you deliver has a long-term affect on your contribution to your environment and to the people who’s perceptions form based on your language.
Furthermore, consider leveraging the following techniques when dealing with potentially sensitive or uncomfortable communications/discussions:
Identify your weaknesses to particular people and situations. You’ll avoid succumbing to your feelings and ignoring your needs during a stressful conversation.
Know how you react to feeling vulnerable. Do you bare your teeth when facing an overbearing competitor? Shut down when feeling excluded? Knowing your danger zones, you can anticipate your vulnerabilities and improve your responses.
With an honest, nonjudgmental friend, rehearse clear, neutral, and temperate responses. Get out everything you’re thinking (emotions and all), then refine your phrasing until it expresses your message – in an honest but nonthreatening way. Eliminate emotionally charged behaviors. Write down your phrasing to remember it later.
Language Barriers and Timezones
Communicating effectively with teams in remote locations, and with language barriers, can often be one of the most challenging areas to tackle.
Timezone differences is usually the simpler of the two to resolve. Initially, it is advantageous to establish respect for your counterparts timezone difference; this will demonstrate that yourself as a leader respect them as a team, and are willing to make sacrifices on your side so as to earn trust and respect.
Overcoming language difficulties is often much harder. As long as both parties have an understanding of English (for example) try to use some of the following techniques to explain yourself effectively and clearly:
> Assume that they are completely unaware as to the context/history of the topic being discussed. Take the opportunity to align them and bring them into your field of understanding and perception.
> Test the waters with your speed and phrasing of words. Start slow, and try to validate their understanding of each sentence/paragraph you communicate; build up pace based on the comfort level you detect from their voice.
> Respect them as part of your team. Demonstrating aggressive or rapid communication patterns will instantly lose their trust in you and comfort to react positively to your communications.
> Be a teacher. Inject new words into their vocabulary to help them bridge complex concepts and communications.
> Break the cultural divide. We are all humans at the end of the day, and stereotyping others based on their background or ethnicity in a public setting will rapidly fracture trust and comfort amongst everyone as a team.
Medium
“Electric communication will never be a substitute for the face of someone who with their soul encourages another person to be brave and true.” – Charles Dickens
How often did you regret communicating a sensitive message via email or letter, when it could have more effectively and professionally be done face-to-face? In today’s electronically-charged workplace, it is likely to be greater than a professional work environment should encourage.
Take your time to consider your actions before committing them to an email or letter. You will be pleasantly surprised to know that some of the most emotionally charged communications are in fact much simpler dealt with face-to-face; your tone and physiology (body language) can alter ones perception of your words in a far greater way, and often more positively.
Principles and Values
Stick to your principles and values, and if and when they are breached by others, take the opportunity to make them aware in an open and honest manner by acknowledging your part in the problem to help your listener hear your message without provoking them.
Some of the most common principles and values to uphold in effective communication are: honesty, integrity, transparency, expediency, trust, accountability and omnipresence.
Skills
Below is a list of the top three areas of communications to master each with specific skills to achieve success:
Oral Communication
> Audience Awareness: be aware of your audience (age groups, background, interests etc.)
> Body Language: use your body to effectively communicate important messages
> Critical Listening: listen to your audience, and respond specifically to their questions without diverging; be honest with them if you don’t know and give them the opportunity to address their questions at a later time
> Presentation: everything you present should demonstrate clarity, readability and consistency
Written Communication
> Academic Writing: use the best of your language as you can; using tools like dictionaries and thesaurus to validate and select words that are more meaningful can be advantageous
> Critical Reading: read communications clearly before responding, even starting from the very first historical message on the topic
> Presentation of Data: keep it simple, short and to the point; furthermore, shape your communication clearly and in a stepped fashion (i.e. start with an outline, and build from there)
> Revision and Editing: particularly important with sensitive communications (read and re-read before sending)
Non-Verbal Communication
> Audience Awareness: same as above
> Body Language: same as above
> Personal Presentation: present yourself in the manner best suited to deliver an effective communication (e.g. clothing, cleanliness, overall appearance etc.)
When all Else Fails
When obstructed by a variety of challenges in the workplace that prevent you from communicating effectively, consider the following tips:
> Take time for yourself; step back and reconsider the environment in which you are in and how you can best adjust to this new environment and re-engage effective communication
> Be blunt and upfront if you have to; behaving in a reserved manner fearing the reaction of people and repercussions of your words is often more damaging than simply being blunt and upfront with people, even if you are overcome with fear and doubt. You will be surprised how many people will feel concerned to know that they have affected someone negatively without their knowledge, especially when that person communicates their feelings and thoughts in a notably emotionally charged manner when being blunt and upfront.
> Keep track of important/sensitive communications; resolving conflict through effective communication, and furthermore agreeing on suitable next steps does not always mean it will happen. Keep a log/minutes of your discussions, and share them among yourself and the other party, including someone in the environment who can participate as a non-biased “witness”.
> Demonstrate that you can take the “high road” more often than others; in conflicting situations, communicating effectively in a positive manner that is aligned with the interests of the organization/company you serve will demonstrate leadership qualities and suppress further discomforts created by others.
> Learn your audience’s language; more often than not, learning a few words of the language your audience is accustomed to will help build a bridge of trust between yourself and them.
> Last but not least, remember to always be honest with yourself, and believe in what you are communicating with conviction before going out there. Even the most communication-challenged people have an uncanny sense to detect people who fail in effective communication; so be prepared and maintain a level of professionalism and values that will consistently overshadow room for negativity or failure.