9 Tips for Effective Communication

We all communicate, whether at home, work, school or play. In fact, the art of communication is the first thing a child learns as soon as he is born.

In its simplest form, it has been described as the process of giving and receiving information. While this is true, most of the time, some of the information being given may be lost in transmission because of interruptions and other distractions that interfere with the communication process. These tips will help you to improve on your communication regardless of what end of the conversation you are on.

• Speak Clearly and Concisely.

As much as possible, be clear and concise when you speak so that your listeners wouldn't have a hard time trying to figure out what you are trying to say. Pay particular attention to your diction and pronunciation. If you have a problem with some particular words, you might want to practice them over and over again when you are alone so that it does not get in the way of your communication. Another helpful tip is to engage the service of a speech therapist.

• Keep them short and simple.

Too many words tend to drown the real message and would most likely leave the hearer more confused. Refrain from the use of ambiguous words and phrases. Stick to simple, easy to understand words.

• Maintain eye contact.

When you speak or listen to someone with your eyes focused elsewhere most of the time, there are chances they might think that you:

1. Lack self confidence.
2. Are not comfortable speaking to, or listening to them and cannot wait to take your leave.
3. Do not believe what they are saying.
4. Are not telling the truth.
5. Are trying to hide something

Any of these would have a negative impact on your communication and could distort the information you're trying to pass across.
On the other hand, when you make eye contact, you project confidence not only in yourself but also in your message. Establishing and maintaining eye contact with the other person gives the impression of attentiveness and sincerity. It shows the other person that you are paying attention to what they are saying. It also tells your listeners that you are being sincere with the information you are communicating.

• Lean forward and show interest.

There is nothing more distracting than a body language that screams "I am not interested in you or what you have to say!". Regardless of what end of the conversation you're on, this is the message you'll be passing across if you are engaged in a conversation with your body turned away or relaxed. An upright body posture (whether you are standing or sitting) that leans forward shows keen interest and tells whoever is watching you that you are in sync with them.

• Do not finish other's sentences for them.

Trying to complete other's sentences in conversation shows impatience and could be a rude gesture. Even if you know how they are going to end the sentence, its best to wait until they are done. Besides, how do you even know that you know what they are going to say, since you are not inside their head? Show respect for the other person's presence and point of view by letting them speak for themselves. Afterall, communication is a two way thing, isn't it?

• Listen to the other person without interruption.

This helps to facilitate a free flow of expression between both parties. It is also a tacit way of showing respect for the other person's opinion. If you find it a little difficult to refrain from interrupting while someone is speaking, try to write down points that you might want to raise as soon as the other person is done speaking. Writing down your thoughts and opinions about what is being discussed will:

1. Give you the opportunity to reconsider what you are about to bring up. You might realize that it is not after all relevant in the big picture.
2. Give you the opportunity to arrange your thoughts for orderly presentation.
3. Help you to take control of any negative emotion that may interfere with your flow.

• Mirror the other person's body language

This is a useful tip when you are at the listening end of the conversation. Adopting the speaker's body language is a tacit way of expressing empathy for the speaker's point of view. It gives the impression that you are in tune with the flow of the conversation. In one-on-one conversations, you might want to:

1. Stand if the other person is standing. This will help your self confidence and erase the appearance of pride and/or insecurity in both parties. Standing face to face with the other person in conversation gives the appearance that you are relating with them on the same level.
2. Take a seat if the other person is sitting. It has the same psychological effect of making you feel like you are on the same level with the other person.
3. Watch out for other non verbal cues like facial expressions, relaxed or tensed postures and voice pitch.

• Do not engage in other activities.

Multitasking during a conversation tells the other party that you do not attach much importance to their person and/or what they have to say, and this could have a negative impact on your communication. You might also miss out on important details in your conversation if you are not giving it 100% of your attention. If you are busy with a major task, you may postpone the conversation until another time when you will be able to give it your undivided attention.

• Be careful not to send toxic signals.

Be careful of gestures like

1. Glancing at your watch/ wall clock: I really don not have the time to listen to you.
2. Tapping your foot/fingers: I am getting bored/ impatient/can't wait to get this over with.
3. Answering calls/sending sms: You are not so important; I have other things to do.
4. Shifty eyes: I am not comfortable around you!

In the course of your daily activities, you cannot avoid some conversations that will make you a little uncomfortable. However, the key to getting through such awkward moments is outright sincerity and openness. When you have nothing hide, you do not have to worry about sending out the wrong signals. You also have to bear in mind that in dealing with negative situations, you might have to employ some tact and diplomacy or go for outright confrontation, depending on the peculiarity of the situation you are dealing with.