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What is effective communication? - Effective communication is when ideas, thoughts, knowledge, and more are exchanged in such a way that the message is received with clarity. The following are several steps to help you achieve this.

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Actively listen -

Put away electronic devices and pay full attention to the speaker. Ensure that you are maintaining eye contact and avoiding interrupting the speaker.

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Show empathy -

Taking time to try and understand the speaker's perspectives and to validate their feelings can show them that you care and are invested in the conversation.

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Use open-ended questions -

A simple statement like, "Tell me more," can really open up a conversation, as it encourages the speaker to elaborate and express themselves fully.

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Be aware and mindful of non-verbal cues - Whether it’s crossed arms or the way their (or your) face rests, paying close attention to body language can help create a safe environment for the speaker to be vulnerable.

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Practice reflective listening -

Repeat back an abridged version of what you just heard the speaker say, to demonstrate understanding and to show that you're really engaged.

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Use humor (appropriately) -

When appropriately inserted in conversation, humor can lighten the mood and build rapport. It's important, though, to make sure the laughs aren’t at someone else’s expense.

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Avoid distractions -

Try to minimize distractions and give the speaker your full attention to demonstrate respect and engagement.

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Be flexible -

People need and want different things when communicating. Be flexible so that you can adapt your communication style in order to help facilitate understanding and building rapport.

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Offer constructive feedback - First, ask if your conversation counterpart is open to receiving feedback. If so, discuss your thoughts in a supportive manner, focusing on specific behaviors and solutions.

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Be concise -

Sometimes stories or feedback take longer than we anticipate. However, aim to avoid rambling or going off on tangents, to ensure clarity.

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Avoid criticism and judgment -

Creating a safe, non-judgmental, and welcoming space for open communication will help the conversation flow better and build trust between the parties involved in the conversation.

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Offer validation -

Disagreeing with someone is bound to happen. However, how you handle the disagreement is what makes all the difference. Be sure to acknowledge the other person's feelings, even if you don't agree with them.

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Be honest and transparent -

At times, conversations can be tough. But, communicating openly and truthfully, even if the message is difficult, is key.

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Have awareness and understanding for cultural differences -

Where we come from can dramatically shape how we communicate. Be sure to respect cultural norms and differences in communication styles to help avoid misunderstandings.

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Seek clarification when in doubt -

Perhaps something that was said didn’t quite make sense to you. Asking for clarification, or for them to repeat something if you're unsure, can help avoid misunderstandings and ensure clear communication.

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Practice assertiveness -

While it’s important to be accommodating to the speaker, your needs are equally important. Make sure to communicate your needs, preferences, and boundaries, while also respecting the needs of others.

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Use "I" statements -

Make sure when expressing your thoughts, feelings, and opinions to use "I" statements that avoid blaming or accusing the other person.

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Use positive language -

To inspire cooperation and possibly even motivation, always try to frame your messages in a positive and encouraging way.

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Express appreciation -

Showing gratitude and appreciation for the other person's time, effort, and contributions fosters positive, open communication. It can be as simple as saying, "Thank you."

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Offer support -

Difficult and challenging conversations can be tough to have. To make them a bit easier, offer support and encouragement to the other person, as it helps them feel supported and heard.

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Follow up later -

An often overlooked aspect to a successful conversation is the follow-up. Taking time to follow up after the conversation shows a commitment to ensuring clarity, and it shows that you care!

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Avoid defensiveness -

It can be easier said than done, but do your best in challenging or confrontational conversations to stay open-minded and avoid becoming defensive.

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Practice patience - Be patient and allow the other person time to express themselves fully, especially if they're struggling to find the right words.

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Practice self-awareness -

Reflect on your own communication style and habits, and be open to feedback for continuous improvement.

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Be willing to hear "no" -

You won’t always hear the answer you might be hoping for. Sometimes, despite our best efforts, the answer will still be "no." Learn to accept this, and embrace it even.

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Take responsibility for your feelings -

It’s important to know yourself and own who you are. After all, how can you communicate effectively with others without truly knowing where you're coming from?

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Avoid interrupting or trying to redirect the conversation to your concerns -

It’s important to not interrupt when someone else is speaking. When we interrupt, it shows the speaker we care more about our thoughts than what they have to say.

Sources: (Forbes) (Coursera) (Medium) (eLearning Industry) (DailyGood) (HelpGuide.org)

See also: A customer service expert's guide to mastering difficult customer encounters

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