By Dr. Alison Slade | 11/15/2024
Employers routinely list effective communication skills as a top requirement for landing jobs. From job interviews to career development, mastering important communication skills can be a catalyst for professional success.
Why Is Effective Communication Important?
Communication is a part of everyday life. As Austrian-American psychologist Paul Watzlawick pointed out, “One cannot not communicate.” Good communication skills are a foundation for both our interpersonal and workplace relationships.
The Top Skills Necessary for Effective Communication
To communicate effectively, you must become a master of certain skill sets. The top skills necessary for effective communication include:
- Active listening
- Oral communication
- Nonverbal communication
- Written communication
Active Listening
Active listening is a critical skill that goes far beyond hearing what another person is saying. It is based on mutual understanding between all parties involved in a good communication process.
How can you practice active listening and improve your active listening skills? There are several tactics you can use.
First, active listening requires you to be fully present in the conversation. Listen with all your senses and avoid distractions.
Secondly, pay attention to nonverbal cues to become a better active listener These nonverbal signals can give additional clues to what the speaker is trying to say.
Third, pay attention to your own nonverbal communications, which will communicate to a speaker that you are listening and paying careful attention to the message. Nonverbal signals also include eye contact, which tells speakers that you are engaged with the conversation and listening to their words. Ideally, you should maintain eye contact for a minimum of 70% of the conversation.
Fourth, ask open-ended questions. Open-ended questions allow a conversation to continue growing and show that you paid careful attention to what was said by a speaker.
Another tactic is to reflect what you hear, paraphrasing back what you heard to the speaker. This strategy shows you are truly listening, paying attention and trying to understand what is being said.
Fifth, be patient when you’re participating in a conversation. Don't interrupt the speaker and wait until the end to provide thoughtful, honest feedback or a response.
Oral Communication
Effective communicators can express themselves in a variety of ways. Oral communication skills are one way to transmit information to a listener. The power of spoken words (verbal communication) cannot be understated.
Words carry weight that can sometimes transcend action. Effective communication also incorporates all of the nonverbal cues we use while interacting with others.
Nonverbal Communication
Nonverbal communication accounts for the majority of our communication. In fact, some experts note that 70 to 93% of our communication is nonverbal.
The ability to read nonverbal cues can make all the difference in our communication with others. Nonverbal gestures help guide and enhance our verbal communication and provides clues to even the smallest communication.
Body language can sometimes have unclear or negative connotations, so it is essential to be mindful of your movements and practice positive body language. For example, it is useful to bear in mind that some gestures that are common in Western culture may have different meanings in Asian or Middle Eastern countries.
Nonverbal communication involves several categories:
- Facial expressions
- Gestures and body language
- Paralinguistics
- Proxemics
- Physical appearance
- Eye contact
Facial Expressions
Do people tell you that you have a “poker face”? Our facial expressions often truly express our own emotions.
Masking – the ability to replace one expression with another we deem more suitable in a given situation – can sometimes be effective in sending a different message from our true feelings. However, we all experience leakage cues (involuntary facial expressions), which offer a quick, passing glimpse into our own emotions as we hear a message.
Gestures and Body Language
Picture a small child, arms outstretched, exclaiming, “I love you this much!” This one gesture is an illustration of a spoken phrase.
We use gestures throughout our daily interactions, whether it’s the universal greeting of a wave or a symbol indicating size or depth. Gestures are a part of visual communication skills that can add or detract from verbal communication.
Similarly, body language can also convey messages. For instance, if someone is shifting back and forth in order to look around a room during a conversation, that person may not be paying attention to what you're saying because they're in search of someone else or waiting for something to happen.
Paralinguistics
Paralinguistics involves tone, voice and even the rate of speech. Effective communicators can keep an audience engaged with their message by using their paralinguistic skills in connection with their words.
For example, speaking in a monotone voice may be off-putting to some audience members. By contrast, speaking too fast will cause others to miss key parts of your overall message.
Proxemics
U.S. anthropologist Edward Hall developed the study of proxemics as a part of nonverbal communication. Proxemics is the concept that the space between people while they communicate with each other indicates the type of relationship those people share.
Hall identifies four relational spaces: intimate, personal, public, and social. Each individual determines their own space limitations.
A small, intimate distance (less than 1.5 feet) is considered intimate space and indicates a close relationship. A distance larger than 12 feet is considered social space and indicates a more distant, socially acceptable relationship.
People who are unaware of your personal boundaries regarding space can present challenges in communication, so it is important to be aware of others' personal space and limitations. For instance, personal space varies between cultures; people from some cultures are more comfortable standing close to a speaker while others prefer a bigger distance.
Eye Contact
Making eye contact with a speaker is a key component to active listening, but also a key clue to nonverbal cues and nonverbal communication. Showing that you're paying attention with your eyes can be an immediate clue to indicate your level of interest, confidence, and engagement.
For instance, looking downward or away from a speaker is also connected to perceptions of shyness, dishonesty, and credibility. But looking directly at someone can convey your full and undivided attention in personal or professional interactions.
Appearance
Have you ever shown up to a professional or social event without being appropriately dressed for the occasion?
An effective communicator knows how to dress to impress, and the choices you make as a public speaker regarding your appearance can help or hinder your overall message. Your message is not just the words, but also your appearance in the context of a situation.
For example, imagine going to a workplace dressed in jeans, a T-shirt, and a hoodie. In some organizations, this type of clothing would be considered appropriate. But in more formal organizations where the dress code is business casual or business formal, wearing this type of clothing during a formal board meeting could convey to others that you do not respect workplace rules and are nonprofessional.
Written Communication
Our ability to clearly communicate in written form is important in our everyday life and as part of our workplace communication strategy. For example, good communication skills are key to a positive organizational culture and positive work environment.
Being concise, informative, and pertinent are also key aspects of crafting written communication such as corporate messages. While having good emotional intelligence is useful in knowing what to say to avoid offending others, it is also wise to avoid overly flowery speech or writing that shows a clear bias in regard to your own feelings.
Powerful and Persuasive Communication Can Be Used Anywhere
Powerful and persuasive communication is vital in business, whether it's a press release, a memo, a presentation, or an email. But developing effective communication skills requires effort. Mastering effective communication skills can be challenging. But taking the time to improve your communication skills can be helpful; these skills can be used every day in both personal and business interactions.
The Communication Degree at American Public University
For adult learners interested in studying communication and becoming more effective communicators, American Public University (APU) offers an online bachelor’s degree in communication. Courses in this program include public speaking, intercultural communication, and mass communication.
Other courses involve digital tools and media in communication, building a digital presence, and leadership communication. These courses are taught by experienced faculty members who can provide deep insights into different types of communication.
For more information, visit our communication degree program page.