Communication Skills: Definition, Importances, Types, Examples
What are communication skills?
Communication skills are the abilities you use when giving and receiving different types of information. Some examples include communicating new ideas, feelings, or even an update to your project. Communication skills include listening, speaking, observing, and empathizing. It is also helpful to understand the differences in how we communicate through face-to-face interactions, telephone conversations, and digital communications such as email and social media.
Examples of communication skills
There are different types of communication skills that you can learn and practice to help you become an effective communicator. Many of these skills work together making it important to practice communication skills in different contexts whenever possible.
Active listening
Active listening means paying close attention to the person speaking to you. Active listeners are well appreciated by their co-workers because of the attention and respect they give to others. Although it seems simple, it is a skill that is difficult to develop and improve. You can be an active listener by focusing on the speaker, avoiding distractions such as cell phones, laptops, or other projects and by carefully preparing questions, comments, or ideas to respond.
Adapt your communication style to your audience
Different communication styles are appropriate in different situations. To make the most of your communication skills, it is important to be mindful of your audience and the most effective formula for communicating with them.
For example, if you are communicating with a potential employer, it is best to send an official email or contact them by phone. Depending on the situation, you may even need to send a formal written letter in place of other forms of communication. In the workplace, you may find it easier to communicate complex information in person or via video conference than with long and intense email.
Friendliness
In friendships, characteristics such as honesty and kindness often enhance trust and understanding. The same characteristics are important in relationships in the workplace. When you work with others, treat your interactions with a positive attitude, be open-minded and ask questions to help you understand where they’re coming from. Small gestures, such as asking someone how they are doing, smiling while they are talking, or offering praise for work that has been done well, can help you foster productive relationships with both colleagues and managers.
Trust
In the workplace, people are more likely to respond to ideas that are presented with confidence. There are many ways to appear confident such as making eye contact when addressing someone, sitting up straight with your shoulders open and preparing in advance for your ideas to be refined. You will find confident communication useful not only on the job but during the job interview process as well.
Give and receive feedback
Strong callers can accept critical feedback and provide constructive input to others. Feedback should answer questions, provide solutions, or help advance the project or topic at hand.
Size and clarity
When you speak, it is important to be clear and heard. Adjusting your speaking volume so that you can be heard in a variety of settings is a skill that is essential for effective communication. Speaking loudly can be disrespectful or embarrassing in some places. If you’re not sure, read the room to see how others communicate.
Sympathy
Empathy means that you can understand and share the feelings of others. This communication skill is important in both team and individual settings. Either way, you will need to understand the feelings of others and choose the appropriate response. For example, if someone is expressing their anger or frustration, empathy can help you acknowledge and let go of their feelings. At the same time, being able to understand when someone is feeling positive and excited can help you get support for your ideas and projects.
Respect
A key aspect of respect is knowing when to initiate communication and respond. In a team or group setting, allowing others to speak without interruption is seen as a necessary communication skill. Communicating respectfully also means using your time with another person wisely – staying on topic, asking clear questions, and responding fully to any questions that are asked of you.
Understand Nonverbal Cues
A great deal of communication occurs through nonverbal cues such as body language, facial expressions, and eye contact. When you listen to someone, you should pay attention to what they say as well as their nonverbal language. By the same token, you must be aware of your body language when communicating to ensure that you are sending appropriate signals to others.
Response
Whether you’re returning a phone call or sending in response to an email, fast callers are seen as more effective than those who are slow to respond. One way is to consider how long your response will take. Is this a request or question that you can answer in the next five minutes? If so, it may be a good idea to address it as soon as you see it. If the question or request is more complex, you can still acknowledge that you received the message and let the other person know that you will respond in full later.
How do you improve your communication skills?
Through experience and practice, you can learn and improve communication skills. Start by identifying your strengths, then practice and develop those areas.
Ask a friend or close colleague for constructive criticism. It can be hard to know how you are viewed as a communicator. To get an objective opinion, ask a trusted friend for their honest feedback. Understanding areas for improving communication can help you decide what to focus on.
Practice improving your communication habits. Many communication skills are habits that you have developed over time. You can improve those skills by practicing new habits that make you better at communicating. This may include being more responsive to communications when sending them, reminding yourself to make eye contact, and practicing giving positive feedback and asking questions in conversations.
Attending communication skills workshops or classes. There are many online and offline seminars, workshops, and classes that can help you become a better communicator. These classes may include instructions, role plays, written assignments, and open discussions.
Look for opportunities to network. Look for opportunities, both on and off the job, that require you to use communication skills. This will help you improve existing skills and allow you to practice new skills.
Effective communication in the workplace
While there are many communication skills that you will use in different scenarios, there are quite a few ways you can be an effective business communicator.
Be clear and brief.
Making your message as easy to consume as possible reduces the chance of misunderstanding, speeds up projects and helps others quickly understand your goals. Instead of speaking in long, detailed sentences, practice reducing your message to its basic meaning. While providing context is helpful, it is best to provide the most important information when trying to communicate your idea, instruction, or message.
Practice empathy.
It can help to understand your colleague’s feelings, thoughts, and goals when communicating with them. For example, you may need help from other departments to start the project. If they are not willing to help or have concerns, practicing empathy can help you frame your message in a way that addresses their concerns.
Confirm yourself.
Sometimes it’s necessary to be assertive to reach your goals whether you’re asking for a raise, looking for project opportunities, or resisting an idea you don’t think would be helpful. While presenting with confidence is an important part of the workplace, you should always be respectful in the conversation. Maintaining a moderate tone of voice and providing sound reasons for your assertions will help others accept your ideas.
Be calm and consistent.
When there is disagreement or conflict, it can be easy to introduce emotion into your communications. It is important to remain calm when communicating with others in the workplace. Be aware of your body language by not holding your arms or moving your eyes. Maintaining consistent body language and an even tone of voice can help you reach a peaceful and productive outcome.
Use and read body language.
Body language is an essential part of communication in the workplace. Pay close attention to the messages people send with their facial expressions and movements. You should also pay close attention to how you may communicate (intentionally or unintentionally) with your body language.
How do you highlight communication skills?
You will use your communication skills at every step of your job search and in the job. Everything from your resume to a job interview and beyond will require different types of communication skills. Here are some of the ways you can highlight those skills at every step.
CV communication skills
A well-written resume is evidence of strong communication skills. Ensure that your resume is appropriately organized and free from spelling and grammatical errors. Additionally, you may also want to include some positive communication skills in your resume skills section, especially if the job posting calls for specific communication skills in the job description. You can add skills to your CV Indeed for employers who are looking for candidates with your skill set.
Communication skills for a job interview
The first and most important way to communicate in your interview is to introduce yourself. Arrive at the interview 10 to 15 minutes early and dress appropriately for the job you are applying for. Pay attention to the nonverbal cues you display through body language.
Avoid actions such as slouching or looking at your phone during the interview. Looking your interviewer in the eye, using active listening skills and demonstrating confidence are all positive ways to communicate in your interview.
Almost everything you do, whether on the job or in life, can be considered a form of communication. By identifying your strengths and weaknesses and practicing good habits regularly, you can improve the way you communicate and communicate with others.