How to build Effective Communication
How to build Effective Communication
We use interpersonal skills every day. Interpersonal skills are strongly connected with emotional intelligence and denote how we intermingle with others. In work, interpersonal skills are essential. Employers every so often looks for those interviewees with strong interpersonal skills. They search for people who communicate effectively, have confident relationships with co-workers and clients, and work collaboratively. Traits such as positivity, self-confidence, and collaboration are often sought interpersonal skills. Without interpersonal skills conducting business would be very hard because work mainly involves communication. Interpersonal skills are helpful since most jobs comprise contact with various people and collaboration. The engineer tackles a very technical job requiring him to regularly communicate with co-workers or customers to pass detailed information or pay attention to details on requirements. Job interviewers often see how the applicant’s interpersonal skills blend in with the required working environment. It is therefore essential to have interpersonal skills to succeed in the workplace and business. (DeVito 2019, p. 18)
Effective communication is communication between two or more individuals to successfully convey, receive, and comprehend the message. Effective communication is the process of info sharing between people in a group that observes what you intend to say, what you speak, and the interpretation of the audience. For communication to be effective, the following seven principles ought to be observed. The first is that the message should be concrete. A concrete message means the audience will clearly get what you are trying to convey to them. A definite statement has appropriate data backing it up. Your argument must be backed by facts which include figures and data, making the audience have no space to imagine things. The second is that the message should be coherent. The message losses its importance if it is not legible. The giver of the news should be aware of how things follow each other. A cohesive communication follows logic. It means well-calculated, sequential, and logical communication. A good connection with the topic should be in existence and maintain a consistent flow. (Rajprasit 2015, p. 111-120)
The third is communication must have clarity. For effective communication, your message’s intention should be clear to avoid troubling the reader by not understanding what you are trying to mean. The one receiving your message should not make assumptions about whatever you are conveying. The fourth principle is commitment. This principle is the central part of job communication skills. It is a measure of an individual’s devotion and the level of surety communicated in the argument. Commitment influences the audience kindly. A well-committed communication will be impactful and boost one’s morale. Fifth is consistency which entails the choice of words used in communication. The choice of words should not confuse the audience after you address them. It would be best to use the least possible words to communicate with the consistency of voice, content, and tone to save time. Short terms and sentences are adequate since there is no chance for repetition.
The sixth principle is completeness. You should never leave your sentences unfinished. Every message should have a logical ending. There should be no room for people to wonder if more is coming. It is crucial to make thorough communication. Lastly, is to be courteous by keeping the contact positive. Your disagreement should respect the other person. Be polite, respectful, honest, and open in your communication. Avoid using offensive words that can upset people. For the engineer to have successful communication in the workplace, he needs to observe some measures, which include: active listening. Active listening consists of being attentive to whatever others say and asking questions to clarify and show interest and acceptance. Asking questions enhances effective communication and also builds a positive relationship with the one you are communicating with. Zangerl says that we should also pay attention to what other people say and not only deliver our own message.
One should be aware of communication styles. There are four major communication styles that are used in the workplace, and it is essential to be mindful of them all to have effective communication. They are passive: passive communicators are quiet and do not express their actual feelings. They tend to agree much on the situation to avoid conflict. The second is aggressive: they are communicators who habitually express their feelings without considering others. They might tend to be offensive in their communications with others. The third is passive-aggressive communicators who tend to be reserved even when irritated. They tend to hide what they are thinking. Fourth is assertive: assertive communicators express themselves in an open and considerate way. They respect others in their relations. It is essential to understand our communication style to create a basis for mutual understanding. It is good to have persuasion skills for good communication with colleagues and customers. Employers highly regard employees with adept persuasion skills because it can result in improved productivity. This skill entails persuading others to finish a planned task or behave to achieve a final goal. Mirski et al. (2015, p. 98-112) state that “communication entails persuading the behaviors and attitudes of our audiences, both in and outside the workplace with customers and other external stakeholders.” The ability to incorporate persuasion in our messages enhances attaining results. A communicator with good persuasion skills should be able to read and be aware of his/her audience. They are charming and friendly and can create a rapport with the audience they are persuading. Additional persuasive abilities are disputing any objections and modifying their proposals if needed. If they fail in influencing others, they will discuss getting to a common ground. They attain this by carefully listening and considering other people’s interests.
To achieve effective communication, he also practices giving feedback. Communication entails giving and receiving, and an effective communicator should be able to deliver and receive feedback. Suitable feedback answers questions and provides results to problems. He also needs to work on his written communication. In the workplace, written communication is equally important as verbal communication. This form of communication is usually shared with the employer prior to your hiring. It is therefore essential to be clear and brief in your written communications. H should work on his confidence. Confidence is important in the place of work, as people possibly react to your opinions and ideas if they get presented with self-assurance. With the use of tone of voice, posture, and eye contact, confidence is demonstrated. Belief aids one to be prepared when making an argument or making a presentation to deliver your words with composure. Effective communication needs openness. Contacts in the workplace ought to be approached with an open mind. One should admit that one cannot always agree with everyone’s opinion but should always display respect. In so doing, you can disagree politely and evade causing misunderstandings that may affect work in the future. He needs to establish a relationship with his supervisors. It would be wise to create a good rapport with his supervisors. A subordinate who learns his boss’s preferred decision-making and communication is not likely to make errors that affect his future promotion plans. Managers will probably advocate for employees who inquire on how to do a task correctly or give several solutions to issues that come up in the job effectively and clearly. (Wisniewski 2018, p. 153-168)
He should work on his presentations and public speaking. For one to effectively communicate when making a presentation or giving a speech, it is crucial to capture your audience and draw their attention immediately. Most effective communicators guide their presentations using notes, but it is essential to maintain eye contact to engage the audience. To be effective, be audible and use visual aids in need be. One should end the presentation with a solid note to give your whole presentation a long-lasting impression. An effective communicator should show empathy. Empathy is a shared comprehension of other’s reactions which is essential when communicating at work. Once you understand the other person’s emotion, you can know how to best connect with them and the most effective approach to using. He should be conversant with cross-cultural communication for effective communication with all customers at his workplace. It is important to recognize cultural diversity and try to rise above communication barriers. To attain this, one needs to be patient, open to understanding and learning different cultures, and be respectful. The engineer should be friendly when communicating with co-workers and customers. Using a warm tone or a smile, you will encourage a colleague to have honest and open communication with you. Being polite in the place of work is very important. This trait is essential to both written and face-to-face communication. (Beer 2019, p. 2019)
Another approach to effective communication is learning digital communication. Digital communication comprises all online communications done by the organization. Skills in digital communication are necessary for modern workplaces with the rise in digital devices and social media. He should sharpen his conflict management skills. Effective conflict management entails listening to all sides of the argument, empathizing, and resolving the underlying issue. Conflict is managed with patience, problem-solving, and compassion. One should take ownership of their actions and apologize in case of a dispute. Lastly is that he should get a team communication app. Poor communication can lead to many workplace failures. According to Stich et al. (2018, p. 26) Team communication apps are becoming common nowadays, which make life easier and cooperate reasonably. Managers, teams waste much time, and clients were keeping track of long emails. The team collaboration app aids users to work together on various activities and projects, breaking all obstructions to effective communication. Every project requires effective communication to indicate the progress of the project. This can be attained by investing in applications and systems for communication and productivity. Using task management software, you can make efficient communication between team members. With these applications, long emails are avoided, and effective communication is achieved. (Kegeyan 2016, p. 12)
The engineer should know that ineffective communication leads to minor misunderstandings in the workplace. Streamlined communication clarifies how every employee contributes to attaining company objectives without leaving out important info. Secondly, effective communication leads to healthy workplace culture. A good working relationship is developed with employees and customers via unbiased communication; hence they trust management. Thirdly, effective communication creates a non-threatening environment. An efficient message considers employees’ views when sharing their thoughts, ideas, and feelings. Fourthly, effective communication solves conflicts quickly. It is a calm way to address problems in any dispute and creatively find a solution. Fifth is effective communication instills team spirit. It promotes the aspiration to work towards a similar goal for a smooth work atmosphere. Sixth is it boosts self-esteem. People feel well to know their communication is effective as expected. Seventh is effective communication gives a clear direction. The employees know what is required of them and the procedures to follow. Eight is it enhances more vital teamwork. Good communication builds good relationships and trust at work since the team works smoothly. Ninth is it leads to higher employee job satisfaction. Efficient communication leads to satisfied employees who deliver their best and also stay in the organization for long. Lastly, effective communication leads to the success of the business. With reduced turnover rates, the company gets increased insights hence success in the industry. (Odine 2015, p. 1615-1630)
The engineer should work on his interpersonal skills to communicate effectively, which depicts how we relate with others. These interpersonal skills are looked at by interviewers in job applications and how well one can use them in the post. Without interpersonal skills conducting business would be very hard because work mainly involves communication. Effective communication is communication between two or more individuals to successfully convey, receive, and comprehend the message While communicating, he should observe the seven Cs or communication principles, which include concrete, coherent, clarity, commitment, consistency, completeness, and courteous. The engineer tackles a very technical job requiring him to regularly communicate with co-workers or customers to pass detailed information or pay attention to details on requirements. It is therefore essential to have interpersonal skills to succeed in the workplace and business. Poor communication can lead to numerous failures in the workplace.
Beer, D.F. and McMurrey, D.A., 2019. A Guide to Writing as an Engineer. John Wiley & Sons.
DeVito, J.A., 2019. The interpersonal communication book. Instructor, 1, p.18.
Kegeyan, S.E., 2016. Intercultural communication in the workplace and the role of communication in an organization. International Journal of Professional Science, (2).
Mirski, P., Bernstein, R., Zangerl, T. and Groth, A., COMPETENCY MANAGEMENT AS A BASIS FOR FURTHER EDUCATION IN THE WORKPLACE.
Odine, M., 2015. Communication problems in management. Journal of Emerging Issues in Economics, Finance, and Banking, 4(2), pp.1615-1630.
Stich, J.F., Tarafdar, M. and Cooper, C.L., 2018. Electronic communication in the workplace: boon or bane? Journal of Organizational Effectiveness: People and Performance.
Wisniewski, E.C., 2018. Novice engineers and project management communication in the workplace. Technical Communication, 65(2), pp.153-168.
Rajprasit, K., Pratoomrat, P. and Wang, T., 2015. Perceptions and Problems of English Language and Communication Abilities: A Final Check on Thai Engineering Undergraduates. English Language Teaching, 8(3), pp.111-120.