4 Ways To Improve Your Communication Skills

Teamwork requires communication. Communication is the lifeblood of a team. It’s how leaders and teams coordinate what needs to be done, who needs to do it, and how all those various tasks fit into the broad whole of collaboration. 

Communication skills are arguably the most important skills for a leader to develop. 

If you’re an aspiring leader, you’ll need to improve your communication skills before finding yourself in a leadership role.

In this article, we’ll outline four ways to improve your communication skills and, hence, four ways to grow in your ability to lead.

Listen Actively

The first way to improve your communication skills is to listen actively. Most of the work of communication involves listening first and seeking to understand those who will receive whatever message you want to convey. 

However, many people (and too many leaders) listen passively or listen for a pause in someone else’s communication so they can shove their message in and dominate the conversation. 

Active listening involves being focused on hearing the other person, including asking questions to get more information and summarizing what you’ve heard them say before you speak.

If you listen to understand, check for understanding; you’ll ensure that when you speak, you’re also understood.

Talk Narratively

The second way to improve your communication skills is to talk narratively. Whatever your message, outline it in a story or at least a message that follows a narrative structure. 

The oldest narrative structure is the “three-act” structure. From the plays of ancient Greece onward, stories are often told using the framework of Setup, then Conflict, then Resolution. 

When the scene is set, something creates conflict, and the characters work toward a resolution. Most messages can be conveyed in some form of a three-act structure, even if it changes slightly to something like Goal, Challenge, Plan of Action, Problem, Constraints, or Proposed Solution. 

Sending your message across in a narrative structure increases the chances it’s heard and remembered because it’s received in a format listeners or readers are already familiar with.

Stand Confidently

The third way to improve your communication skills is to stand confidently. Obviously, this applies to spoken communication, not written. But it can also be applied to virtual meetings. (When I deliver virtual keynotes and training, I always do so using a standing desk.) 

When you’re listening and speaking, you want your body to be in an active and confident posture. You communicate a lot about your interest or enthusiasm in the other person through your posture. 

So, stand straight and retract your shoulders. If you want to be perceived as a leader, your body language will be a large part of that perception. You’ll seem more engaged when listening, and your voice will sound more engaging when speaking.

Setup Generously

The final way to improve your communication skills is to set up generously. Communication is a conversation, even when it’s asynchronous. 

Communication is always a two-way street. You are always both the sender and receiver. But too many people try for “mic drop” moments or send a message that “owns” the conversation and silences everyone else.

They mistake silence for consensus. However, a better approach is to view communication as a volley. Your goal is to send the message across to the other person in a way that best ensures they send a message back. So, when you’ve finished sending your message, find a way to encourage their response by asking a question, asking for feedback, or inviting them to build upon your idea. 

Set them up generously, and you’ll keep the dialogue flowing productively.

All four of these methods will improve your communication skills, but it’s worth circling back to the very first method again. Because without active listening, the rest of these methods become hard to implement. 

You need to listen actively to uncover what they think and decide how to talk narratively. You need to listen actively to feel confident sending your message. You also need to listen actively and set other parties up generously. 

So, while you could work on any of these four methods, it’s best to start by working on active listening. Leaders who actively listen communicate better and build teams that communicate better, and that helps everyone do their best work ever.

Adapt to Your Audience

Effective communicators know that they need to adopt different approaches when sitting with different kinds of people. Whether it’s about addressing a team, presenting a concept to your stakeholders, or having general communication, your words and the message should be tailored to the expectations of your audience.

You must also adopt a different communication style for different audiences. For instance, if you are talking to a business executive, keep things short and to the point. Focus on the key takeaways and the core message.

 

But if you’re talking to your colleagues, you can use an informal tone.

When you are addressing your team, give them the needed details and context. You can also use different tools like visual aids or written summaries when needed (as many people respond better to these.)

Also, be mindful of generational and cultural differences in communication.

So, how do you decide which words or tone to adopt when talking to different people? Ask yourself these questions to understand the person you’re talking to, and then adopt the conversational style as needed.

What is their expertise on the topic?

What communication style do they respond to best—formal, casual, or direct?

Are they looking for detailed explanations or just key takeaways?

Would they have any emotions or concerns about this topic?

Think of these questions as a guideline for you. Adjust your tone and vocabulary accordingly. This way, you’ll be able to connect and engage with the people no matter who they are.

Nonverbal Communication

Communication goes beyond words. In fact, a major part – as per some studies- is that as high as 55% of our communication is nonverbal.

Everything from your facial expressions, tone of voice, and posture convey your message. Our nonverbal communication is often made through:

Eye contact

The steadier the eye contact, the more confident and attentive you’ll look. But be careful about the cultural norms! At times, too much eye contact can be perceived as rude or seem like you are giving them a glare.

Facial Expressions

A smile can indicate you are open and approachable, whereas furrowed brows show frustration. You must make sure your facial expressions and emotions are in line.

Posture and Gesture

A relaxed posture can make you look welcoming and engaged. But if you cross your arms or slouch, you may look disinterested or defensive.

Tone

How you talk or say something is very important– almost as important as the wording itself. If you have a monotone, you can make even the most exciting message appear dull and ordinary. The way you use tone and your pace can keep your audience attentive and engaged.

These gestures are important in physical communication and when talking on virtual platforms. Looking into the camera, using hand gestures, and maintaining an alive tone can make you look interesting or dull.

You need to be more mindful of these cues to reinforce your message, making you more compelling and persuasive as a communicator.

Wrap Up

Communication is the key to effective leadership and teamwork. When you listen well and structure your message in a narrative manner, you can improve your connection with others. By being mindful of others, adapting your style to them, and adjusting nonverbal cues, you can ensure that your communication remains engaging, clear, and impactful for your audience.

You’ll be able to strengthen your relationships, build stronger teams, and create a collaborative work environment. The more you care about communication as a leader, the more effective you become.