How to Communicate Effectively - Guidelines

How to Communicate Effectively

To communicate effectively:

 Use language that is understandable.

• • Use terms that are non-judgemental and are free of jargon and slang. Do not use terms that are overly technical.

  • Jargon and technical terms serve their purpose to the correct audience, but when used with the general public, these words and phrases can confuse people and lose their interest.

  • Brief statements allow other people the opportunity to respond.

  • Lengthy and wordy statements can lose people's attention and make them feel lectured to.

   

• Use a non-emotional and non-confrontational tone. Use neutral terms that can be understood by the audience.

• Focus on behavior, not abstractions or personality.

  • Everyone is unique, including our personalities. A mention of the person's personality can seem like an attack, even if unintentional.

  • A person's behavior should be the focus because we all have rules and regulations to abide by. Your behavior needs to be appropriate to the work place and your audience.

   

• Use language that creates a sense of ownership.

  • When issues arise, it is often easiest to blame other people or circumstances; however, creating ownership of the issue allows the issue to be resolved in a timely manner. The focus is placed on the behavior, misconduct, or action rather than the person.

  • Ownership of the problem does not allow for personal attacks.

  • Creating ownership shows a sense of responsibility towards the problem and to resolving it.

  • Using the terms “we” or “us” creates a sense of ownership by including multiple people. This also creates a team environment where everyone is responsible and limits the defensiveness and arguments by including everyone.

  • Do not use “you” statements because this tends to place blame on the other person. Instead, use “I” statements so the other person does not feel they are being accused of anything. Phrasing statements without placing blame or accusing people will limit the defensiveness and arguments that follow.

   

• Consider the effects of non-verbal communication, including body language.