Verbal communication skills are more important than ever. Countless meetings, presentations, code reviews, conferences and networking events mean that clear and assertive verbal communication are essential for current and future jobs.
Good communication skills can be the difference between getting a promotion or moving laterally, selling your product or struggling with slow growth, influencing colleagues with your idea or doing what you are told.
Communication skills are important to many aspects of your life and career, including:
An effective communicator's attributes include:
Communication is a skill which means that you can develop and improve it. Here are some techniques which can refine your skills.
Often we talk while we think but this can reduce our credibility because what we're saying is usually meaningless and we come across as nervous. Much of presence is about stillness, listening and providing thoughtful response.
When answering questions and whilst engaging in conversation keep the following formula in mind and reply in a short, clear and concise way:
So don't just say the first thing that comes to mind, instead be thoughtful and concentrate on the meaning of what you wish to communicate. When speaking, understand exactly what message you're trying to get across. If you are unclear about your message then your audience won't understand either.
This tactic is employed by athletes before a race, they visualise themselves winning and focus on this idea intensely. This gives them a mental boost which translates into a physical one.
You can use this technique before a big presentation – imagine standing on a podium in front of hundreds of people, imagine delivering your speech and the audience looking engaged, imagine finishing up your speech and the audience applause.
Repeating this several times and immersing yourself in the event and the emotions will build effective communication skills.
This is a great technique to do before a presentation as it will help you control your nerves and it will increase your confidence for the event.
You must understand your audience to communicate effectively. By having this understanding you can tailor your communication to suit them so your message has the most impact.
To develop this skill you must imagine yourself in the audience's position - think of their demographic and shared characteristics. Ask: why are they attending? What do they want to find out? What level are they in terms of knowledge and experience?
Active listening is when you listen beyond the words being spoken - you understand the message being communicated. During conversations, a lot of the time the "listener" is thinking about how they're going to respond rather than concentrating on what the speaker is saying.
By really listening you can provide a more thoughtful answer that takes the speaker's thoughts and opinions into account. Like Richard Branson said "Listen more than you talk."
To develop active listening you should practice the following:
Give the speaker your complete attention:
You need to ensure that you understand what the speaker is saying without your judgments and beliefs getting in the way:
Interrupting is not helpful as it's irritating for the speaker and it reduces the time for you to understand the message:
These are the most common obstacles to active listening:
To be empathetic means that you are able to identify and understand others' emotions i.e. imagining yourself in someone else's position.
Understanding how people feel will help you communicate your thoughts and ideas in a way that makes sense to others and it helps you understand others when they communicate.
To develop empathy:
Your posture has the greatest impact on your communication. The impression you have on others is split approximately:
Folded arms, crossed legs, hunched shoulders, hands in pockets, looking down – these are just some of the protective measures that make us feel safer, and should be avoided when giving a presentation or speech. Appearing relaxed makes us exert dominance and authority.
If you watch politicians speak, notice how relaxed and confident they appear, talking slowly and making positive body movements. Use your arms to emphasis a point and illustrate the message.
Read our 8 Elements of Confident Body Language.
When a person is centred, they are balanced and relaxed. Getting used to placing your attention in your centre of gravity will help you achieve an open, relaxed posture, and make room for deeper, freer breath.
Think about the place half way between the front and back of your body, and just above your waist. Stand with your feet a shoulder length apart and let your arms hang loosely by your side. Try and put all your attention at this centre before an important meeting or presentation, it will increase your presence and bring you into the moment.
From top down: head, eyes, expressions, shoulders, posture, breathing, energy, arms, hands, gestures, movements, stance, legs and feet.
The human voice is capable of 24 notes on a musical scale. We use about three of these in everyday speech. Think about this next time you speak, as using a wider range will allow you to quickly develop effective communication skills. This will help enthuse, persuade and excite the person or people you are talking to.
Sound resonates in the mouth once your breath has delivered air to the vocal chords. Your tongue manipulates and shapes the sound, giving us speech, pitch and tone.
The more air in your lungs, the better the sounds resonate, giving us a wider range of audible voice. Most of us use less than a third of our vocal capacity and the reason is usually because we do not use our breath as well as we could.
To further understand how to use your voice, read the Toastmasters Speaking Voice Guide.
Every time you think, you breathe. Every time you speak, you breathe. The fact that we breathe subconsciously, means we often don’t think about it when speaking. When we get nervous our breathing becomes shallow. Combine this with overlong sentences, which usually accompany speaking in public, and words begin to trail away at the end.
Maximising your breath and filling your lungs when speaking is very important for building effective communication skills. It makes you sound influential.
Remember to pause for emphasis, pause to take in a breath and pause to allow your message to sink in.
You can do this one in the comfort of your own home as there are lots of videos online from motivational speakers and communication experts. Watch how these people present themselves - where they look, their tone of voice, the speed at which they speak etc.
Make a list of things they do that you want to replicate in your own speaking and then imitate what the speakers do when you’re talking.
Start small and scale up to a larger audience as you become more comfortable and confident in your ability to deliver your message effectively.
This isn’t an overnight quick-fix (unfortunately, there isn’t one) and you’ll have to practice to master speaking techniques and eliminate any bad linguistic habits you’ve picked up. If you persevere, you’ll improve your verbal communication skills quickly.
Here are two more videos to get you started:
Many studies have taken place on the benefits of practice. We've summarised three key benefits for you.
Benefits of practicing oral communication skills:
You should think of practice not as rote repetition, but as deliberate, goal-directed rehearsal paired with reflection on communication skills.
You may be accustomed to being good at what you do. Learning something new is hard, especially at the beginning when we’re likely to struggle and make mistakes. The reality is, the only way to learn something new is to practice.
In his book, Outliers, Malcolm Gladwell suggests that it takes 10,000 hours of practice to become expert at something. Perhaps more of a realist, Josh Kaufman, author of The Personal MBA, writes that to go from “knowing nothing to being pretty good” takes about 20 hours of practice. So whether you aspire to be “pretty good” or an “expert,” practice is essential.
Some people believe that intellectual understanding is enough for skill development. However, many studies have shown this is not that case – we need to practice, get feedback, refine our approach, practice again and generally apply the knowledge we learn. This is hard to do.
You can spend hours learning about communication skills, but without actually practicing what you learn, you’ll only have an intellectual understanding as oppose to skill development.
After learning how to communicate, you’ll need to practice what you’ve learnt in order to develop the skill. We’ve listed both traditional and new methods you can use to practice your communication skills.
More and more you may find yourself communicating over video conferencing platforms such as Zoom and Skype. These require a unique set of skills compared to in-person communication.
You can practice your oral communication skills in simulations which mimic video-conferencing software, as well as watch yourself back and receive automated feedback on your performance.
This can be in person or through a phone / Skype call. We’ve listed three examples of communication skills coaching.
Virtual reality (VR) lets you practice verbal communication techniques in realistic environments from the comfort of your own home. It’s a great middle ground between an online course and in-person coaching. For a more detailed list of VR apps, read our article on top public speaking apps.
VR being used to practice a presentation.
This is a great way to get detailed feedback on how you are performing. Set yourself a task and ask your colleague or friend to observe you and then give you feedback.
Giving and receiving feedback is a powerful process but needs to be handled sensitively and should follow these guidelines:
By using a video camera or voice recorder, you can work on your oral communication style. Work with short sections - for example if you need to make a presentation, start by working on your opening.
Perform and watch / listen back a number of times until you feel you have developed what you have done sufficiently to move on.
In this method of working, you alternate the role of subject and observer. When you are observing / listening to yourself, clarify any feedback by writing down what you are developing or changing. This will help you measure your progress as well as structuring your development.
Communication is one of the most effective skills that you can cultivate for work so it's worth the effort to develop it. It's also helpful to keep in mind the following when working on your communication: