Effective communication does not come naturally.

You work in an open-plan office, have a hot desking set-up, which means you can sit near different colleagues whenever you want to, and have a nice kitchenette where you can socialise. Moreover, you have all the communication technology that you need, from e-mail and instant messaging to a web conferencing set-up. You have all the tools at your disposal to speak and listen to your colleagues and clients.

But having the right communication tools doesn’t mean you can communicate effectively. It’s like driving – you might have a Ferrari 458 Italia in your garage (you don’t, but it’s nice to dream), but if you don’t have a driving licence, then the car is pretty much useless.

Effective communication at the office isn’t as easy as it may sound. And that’s because everyone communicates differently. Some colleagues prefer e-mail even if they’re sitting at the next desk, while others only check their inbox once a day. Others send meeting requests to discuss any minor issue which crops up, while your boss thinks that a monthly chat is enough.

Moreover, effective communication does not come naturally. Rather, it is one of those skills which you need to work hard at in order to master. But once you do, then your office life will be more fulfilling.

Effective communication

Face time

Yes, technology makes for very effective communication. However, it is also important to communicate in person. Direct conversation at the office has plenty of value and enables you to read facial expressions and body language while avoiding misunderstandings and e-mail ping-pong.

Moreover, you can judge what someone is saying and not saying, which is just as important. Non-verbal communication like body movement, eye contact, tone and posture can tell more than words alone ever can.

In with the crowd

Being able to speak confidently in front of a group is very important for your career. While some people find it easy, others don’t – however, public speaking gets easier with practice. And the more you speak in front of a group, the more confident you become.

For effective public speaking, you need to remember a number of important points. First of all, know your subject well and research the audience that you will be speaking to. If you are delivering a presentation, you need to rehearse it beforehand so that you can iron out any glitches. And while humour is important as it helps you and your audience relax, don’t exaggerate – after all, this is not a stand-up comedy show. And remember to smile.

Feedback

During a meeting or when in discussion with a colleague, it’s important to give your feedback. But not just negative feedback – while we find it easy to point out to someone when they have made a mistake, don’t be afraid to give positive feedback. It’s a very powerful toolfor motivation.

Agree to disagree

You will never be able to agree with everyone. But that doesn’t mean that you need to argue. Challenge ideas, suggest alternatives and tweak plans, but never take it personally – an environment where colleagues discuss different options and ideas is a healthy one.

Right is write

How many times have you received an e-mail without any signature and so informal that it reads like spam? And what does it tell you about the sender?

Learn the art of effective written communication. In the case of e-mails, effective ones lead to better understanding. But written communication doesn’t stop there – improve your business writing and whether you are writing a report, sales proposal, instruction manual or procedure, make it more complete, concise and accurate.

The network

Learn to distinguish between office politics and networking. While the former carries negative overtones and smacks of back-stabbing, networking means being able to communicate effectively with your bosses and peers while showing a personal interest.

Learn to listen

Effective communication is not a one-way street – it involves talking and listening. Then again, listening doesn’t mean simply understanding what someone else is saying – you need to follow how the speaker feels about what he is telling you.

To listen and listen well, first of all you need to make the speaker feel heard and understood – when someone else is talking, don’t check your messages, doodle on your writing pad or engage in conversation with someone else. Show that you are following by nodding, smiling and making sure that your posture is inviting.

Don’t interrupt. Listening doesn’t mean waiting for your turn to talk – rather, it means understanding what someone else is saying and then answering within the context.

Follow these tips and you can help create an office environment where everyone feels safe to express opinions, ideas and feelings.

Stress out

When you’re feeling stressed, you’re more likely to misunderstand your colleagues or send out the wrong messages. Learn to manage your stress as it’s only when you are in a calm, relaxed state that you can listen and talk to your colleagues effectively.

Get emotional

Emotions play a very important role in the way we communicate – after all, it’s more how you feel than what you think that motivates you to communicate.

If you are out of touch with your feelings and with those of others, you will find it difficult to communicate effectively.

So first of all, you need to understand yourself better. Knowing your feelings may sound simple – after all, there’s no better expert on you than you. However, you need to be connected to your feelings – both positive and negative, including anger, sadness and fear – and manage them.

The same goes for your colleagues’ feelings. You need to understand and empathise with your colleagues’ feelings. Know when and how to talk to someone depending on how they are feeling. That’s how you build strong, trusting and rewarding relationships with your colleagues.