Communication plays an important role in both social and professional life. Whereas family members and friends may informally engage with each other, business communication is more official and will require you to be more tactful. Most jobs require effective communication in the course of discharging official duties. Professionals must be conversant with emailing, conference calls, writing reports and preparing presentations for office meetings or any other important event. Good communication must convey a clear message concisely. Therefore, if you want to make your communication more effective, you should master the seven techniques of communication. This analysis attempts to review these techniques to bring insight into how they can improve your communication.
Have you ever read a piece that contains so many rambling words? Glue words connect ideas to deliver coherent sentences but can ruin the flow and disengage your readers or hearers. For instance, consider the following sentences:
“It doesn’t matter what kind of tea I buy, where it is from, or what grade it is; all I need is cream because I don’t like the bitterness it causes me.”
Such a sprawling sentence can be very boring and may disengage the reader from reading the rest of the paragraph. He will have to infer what you mean which is unnecessary. What if you removed all those glue words and rewrote the sentence as below:
“I add cream to my tea because the bitter taste makes me feel unwell”.
Even though the primary idea is in both sentences, the second sentence is short but more precise. A reader or hearer will find it easier to follow your speech if you are precise and to the point.
Conciseness builds on the same technique as clarity. The bottom line is to avoid long-winded sentences because people don’t have the time to read through emails or reports that contain too many redundant words. Consider the following sentence;
Incorrect: “For what is its worth, I thought the match was terrific”
Correct: “I thought the match was terrific”
You should not use tautologies or long repetitive phrases because they may make you look unprofessional. The impression you create will affect your working relationship with others, so communicate clearly and concisely to help cement it. Do not use tautologies such as:
Incorrect: “I will personally make myself available for the meeting tomorrow”
Correct: “I will attend the meeting tomorrow”
A good communicator can present a complete idea in a few words that do not leave your audience with questions. A complete sentence should answer all the relevant questions without any need for further clarification. It should contain the subject, the action part and the purpose, metaphrased to convey the whole idea.
All formal communications should be consistent with the policies, programs, plans and objectives of the organization and must not conflict. Implementing any policy or report that seems to conflict with any existing regulation can cause a serious lapse and confuse the staff. Service delivery can be slowed down by inconsistent information among workers.
Your attitude can make or break you. You should be able to control your emotions by keeping your relationship with your colleagues professional. Courtesy involves showing respect to others in the workplace. Building a strong relationship in the workplace can create a conducive environment and increase productivity.
You must not allow poor formatting and grammatical errors to portray you in a bad light. Remember, you are representing an organization, so whatever you do, you must leave a positive impact on your audience with a strong command of the policies and facts related to the workplace. You must present those facts vividly and be able to convince clients to sign contracts with your company in your capacity as Manager.
Depending on who the receiver is, you should be able to choose the right medium with which to communicate your message. Certain conditions call for certain mediums. For instance, you may be required to send an email or write a report. You must be` conversant with emailing to send a complete and formal email.
Therefore, effective communication cannot be achieved without mastering these seven techniques. Understanding them can help improve how you communicate and may help you build a strong working relationship with both clients and workmates.