The reality is, we’re all time-challenged these days. And one of the biggest time drains is ineffective communication. It’s frustrating to have repeat conversations, send secondary emails and continue to follow up when you think an issue is closed. And it’s a waste of time for everyone involved when you have to keep cycling back to step one, repeating the same details over and over again.
This is common in business because, as I said, we’re all busy. And sometimes it just takes multiple mentions for a message to fully sink in. But this challenge is easy to improve, both as a communicator and a listener.
Here are 14 communication tips you can do to make more of your input stick, eliminate all of the conversation do-overs and get clarity the first time around.
- Take Notes: Taking notes is easy to do when you’re on a call, in a meeting or even as you read through emails, and it will help you retain vital information the first time around.
- Use Bullets: In your written communication, bulleted lists make certain points stand out and are easier for your recipient to absorb.
- Number To-Do’s: Whether you are sending a task list to a team member or creating one for yourself, numbering to-do items makes them more actionable.
- Follow Up in Writing: While you may be taking notes during phone or in-person meetings, the other party may not be, so it never hurts to send a written follow-up message with an overview of the meeting after the fact to make sure you’re on the same page.
- Provide a Summary: Long messages, especially those in writing, are overwhelming. If the length is necessary and can’t be reduced, insert a 2-3 sentence summary at the beginning to let the reader know what’s to come.
- Use Agendas: Agendas give meetings structure and keep everyone on time. Use an agenda for each meeting you have and be sure to follow it closely. If new issues pop up, schedule a follow-up meeting.
- Be Prepared: Once you have an agenda prepared, you should take time to make sure your action items are ready to go. Have all of the information you need to discuss on-hand.
- Encourage Input from Others: Communication is a two-way street, so if you’re not allowing others to have a say, something is lacking. Focus on creating a give and take in your communication.
- Talk Slower: Sounds obvious, but fast-talking is something you may not even be conscious you are doing. Slow down and it will be easier for the other party to hear and understand what you’re saying.
- Follow Email Etiquette Rules: Make sure your emails are conforming to general formatting and content rules.
- Schedule Calls: To avoid mid-day interruptions and time wasted playing phone tag, make it a standard practice to schedule calls in advance. It can be a huge time-saver and make your phone conversations shorter and more productive.
- Pick the Appropriate Time and Format: Important messages can be missed when the messenger’s timing and delivery is off. Use an appropriate format for the message and be sure it’s a good time for the listener to hear it.
- Limit Distractions: Cut down on external distractions when you’re in the communication zone, including other calls or emails popping up.
- LISTEN: Listed last, but probably the most important communication tip. You can’t communicate well unless you are a good listener, so make sure you are taking time to stop talking, hear, and fully understand what others are saying during every conversation.
Frequently Asked Questions (FAQs) on Quick Communication Tips
What are some quick communication tips for the modern workplace?
In the modern workplace, effective communication is key. Here are some quick tips:
1. Be clear and concise: Avoid unnecessary jargon and be direct in your communication.
2. Use the right communication channels: Different messages may require different channels. For instance, urgent matters may require a phone call or a face-to-face conversation, while less urgent matters can be communicated via email.
3. Listen actively: Active listening involves fully concentrating, understanding, responding and then remembering what is being said.
4. Show empathy: Understand and share the feelings of others. This can help build stronger workplace relationships.
5. Provide constructive feedback: When giving feedback, be specific, focus on the issue not the person, and provide suggestions for improvement.
How can I improve my communication skills quickly?
Improving communication skills quickly involves practicing regularly and being mindful of how you communicate. Here are some tips:
1. Practice active listening: This involves fully concentrating on what is being said rather than just passively ‘hearing’ the message.
2. Be aware of non-verbal communication: This includes facial expressions, body language, and tone of voice.
3. Seek feedback: Ask others for feedback on your communication skills. This can help you identify areas for improvement.
4. Read widely: Reading can help improve your vocabulary and understanding of language.
5. Join a public speaking group: This can provide a supportive environment to practice and improve your communication skills.
What are some quick tips for effective online communication?
Online communication can be challenging due to the lack of non-verbal cues. Here are some tips for effective online communication:
1. Be clear and concise: Online communication should be short and to the point.
2. Use appropriate tone: Without non-verbal cues, it can be difficult to interpret tone. Be mindful of this when communicating online.
3. Use emojis or emoticons: These can help convey tone and emotion in online communication.
4. Proofread before sending: This can help avoid misunderstandings and miscommunications.
5. Respond promptly: Timely responses show respect for the other person’s time.
How can I communicate effectively in a team?
Effective team communication is crucial for team success. Here are some tips:
1. Be clear and concise: Ensure your message is understood by all team members.
2. Listen actively: Show respect for other team members’ ideas and opinions.
3. Encourage open communication: Create a safe space for team members to express their thoughts and ideas.
4. Provide constructive feedback: This can help team members improve their performance.
5. Use appropriate communication channels: Different messages may require different channels. For instance, urgent matters may require a face-to-face meeting, while less urgent matters can be communicated via email.
What are some quick tips for improving communication in a relationship?
Effective communication is key in any relationship. Here are some tips:
1. Listen actively: Show genuine interest in what your partner is saying.
2. Be open and honest: Honesty builds trust in a relationship.
3. Show empathy: Try to understand your partner’s perspective.
4. Use “I” statements: This can help avoid blame and promote understanding.
5. Take a break if needed: If a conversation becomes too heated, it may be best to take a break and revisit the conversation later.
How can I improve my verbal communication skills?
Improving verbal communication skills involves being mindful of both what you say and how you say it. Here are some tips:
1. Be clear and concise: Get to the point and avoid unnecessary jargon.
2. Use appropriate tone and volume: Your tone and volume should match the message you’re trying to convey.
3. Practice active listening: This involves fully concentrating on what is being said.
4. Use positive body language: This can help reinforce your message.
5. Seek feedback: Ask others for feedback on your verbal communication skills.
What are some quick tips for effective written communication?
Effective written communication is key in both personal and professional settings. Here are some tips:
1. Be clear and concise: Get to the point and avoid unnecessary jargon.
2. Use appropriate tone: The tone of your writing should match your message.
3. Proofread before sending: This can help avoid misunderstandings and miscommunications.
4. Use proper grammar and punctuation: This can help ensure your message is understood.
5. Use a professional format: This is especially important in professional settings.
How can I communicate effectively with difficult people?
Communicating with difficult people can be challenging, but it’s not impossible. Here are some tips:
1. Stay calm: Keeping your emotions in check can help prevent the situation from escalating.
2. Listen actively: Try to understand the other person’s perspective.
3. Be assertive, not aggressive: Assertiveness involves expressing your thoughts and feelings in a respectful way.
4. Set boundaries: If necessary, set boundaries to protect your mental and emotional health.
5. Seek support: If you’re having difficulty dealing with a person, don’t hesitate to seek support from others.
What are some quick tips for effective cross-cultural communication?
Cross-cultural communication can be challenging due to differences in language, customs, and norms. Here are some tips:
1. Be open-minded: Respect and appreciate cultural differences.
2. Do your research: Learn about the other person’s culture.
3. Be patient: Misunderstandings may occur, but patience can help prevent frustration.
4. Use clear and simple language: This can help ensure your message is understood.
5. Seek feedback: Ask for clarification if you’re unsure about something.
How can I improve my non-verbal communication skills?
Non-verbal communication includes facial expressions, body language, and tone of voice. Here are some tips to improve these skills:
1. Be aware of your body language: Your body language should match your words.
2. Maintain eye contact: This shows you’re engaged in the conversation.
3. Use appropriate facial expressions: Your facial expressions can convey a wide range of emotions.
4. Be mindful of your tone of voice: Your tone can greatly affect the message you’re trying to convey.
5. Practice active listening: This involves fully concentrating on what is being said and responding appropriately.
Alyssa GregoryAlyssa Gregory is a digital and content marketer, small business consultant, and the founder of the Small Business Bonfire — a social, educational and collaborative community for entrepreneurs.
