11 Steps to Effective Communication Skills That Get Results

Good communication skills are the key to success in everything you do. Communication isn’t just public speaking; it also encompasses those quiet conversations and interactions you have with strangers, potential customers, friends, and family members alike.

Good communication doesn’t just happen spontaneously; it’s a skill. And just like learning to play an instrument or a new art, your communication skills can grow or atrophy based on the actions you take every day. Thankfully, that means you can learn to be a better communicator, and ultimately, it’ll help your business. Not only will you help you and your clients reach a mutual understanding more rapidly, but you’ll also build trust and even build confidence.

Follow these eleven steps to help yourself develop communication skills that’ll help you get ahead.

Step 1: Establish trust

If you’re looking to grow your business, then one of the first things you need to do is establish trust with your potential customers. You also need to build trust with your employees, too. And with both groups, you need to build trust quickly.

Unfortunately, there’s no one-size-fits-all formula to do this; some people are naturally more trusting, while others are apprehensive. Sometimes a single, honest conversation can make an employee excited to continue working with you. But another potential client might need lots of interactions with you before they start to trust you.

There are a few things you can do to help foster trust. Honesty and respect are key. So is consistency. Every interaction you have should be as genuine as possible (without oversharing or being unprofessional). Hopefully, over time, you’ll win them over.

But if you find that you’ve spent lots of time trying to build trust and someone still seems apprehensive, don’t take it personally. You (and your business) won’t be the right fit for everyone.

Step 2: Know your audience

Knowing your audience is a crucial step in effective communication. In short, you need to understand who your audience is, what they want (or need) to hear, and how they prefer to receive information. This knowledge helps you tailor your message, language, and communication style to their needs, increasing the chances of successful communication.

Here are some factors you’ll want to consider as you get to know your audience:

• Demographics: Age, gender, occupation, education level, and cultural background can all influence how your message is received.
• Interests: What are their needs, desires, and pain points? What are their goals? Understanding these can help you address their concerns directly.
• Communication Style: Do they prefer formal or informal communication? Do they prefer a phone call, an in-person meeting, or even a text message?
• Level of Knowledge: What is their level of understanding about the topic you’re communicating? Tailoring your message to their knowledge level helps ensure clarity and engagement.

For example, let’s say you’re speaking to a brand-new hire who’s twenty-five, and you’re training them to use a software platform your company has. In that conversation, you’d need to avoid technical jargon or acronyms from the program that would confuse them. But since they’re probably pretty familiar with technology in general, you don’t have to explain every single thing about your company’s IT assets.

By understanding your audience, you can adapt your communication style to their needs, making your message more relatable, engaging, and effective.

Step 3: Speak clearly and concisely

The other tips we’ve mentioned so far have been pretty abstract; this one’s very practical. When you’re speaking, make sure you’re speaking clearly, and you’re to the point.

These two factors, clarity and conciseness, need to coexist. You could speak with the best diction in the world, but if you say too much, you’ll probably bore your listener. In contrast, if your message is expertly crafted but you talk like you’ve got a mouth full of peanut butter, you’ll never get your point across.

A good rule of thumb: record yourself practicing your speech or planned conversation. This recording will give you a good look at how long you’re talking and if you’re clear enough to be understood.

Step 4: Anticipate potential misunderstandings

What are some of the most common barriers in effective communication? For starters, there’s language or word usage. It’s very easy to misinterpret a statement; what you think sounds kind and professional might come across as flippant or threatening to someone else. This is especially true for written communication, but it can still happen with the spoken word.

Do what you can to avoid this. Double-check if the words you’re using have any double meanings, especially if you’re talking to someone from a different culture. Use humor sparingly and cautiously, since sarcasm and jokes can easily be offensive (or at least make you appear flippant).

If in doubt about a statement, ask a few people you trust for feedback. Even one or two extra opinions can help you know if your words could be taken the wrong way.

Step 5: Learn how to use tone and body language

Did you know that communication includes not just the words you’re saying but also the expressions and gestures you make? This is called nonverbal communication, and it plays a crucial role in conveying your message, and you might not even realize it’s happening.

Nonverbal communication is any form of communication that doesn’t use words, such as your gestures, eye contact (or lack of it), and even your facial expressions. For example, negative body language like crossing your arms or avoiding eye contact can contribute to misunderstandings or conflicts. In fact, the misreading of body language and tone of voice is one of the most common problems in the breakdown of communication.

Nonverbal cues can be very powerful, and they might even make your listener (or you yourself) become defensive. As much as possible, make sure you’re avoiding defensive and negative nonverbal cues. Keep a friendly tone and a welcoming posture.

Remember that negative and positive body language comes across in any language and in any circumstances, too.

Step 6: Practice active listening

Active listening is an essential skill for effective communication. It involves fully concentrating on what the other person is saying, understanding their perspective, and responding thoughtfully. Active listening helps build trust, resolve conflicts, and ensures that messages are conveyed accurately.

To practice active listening:

• Give the speaker your undivided attention: Focus entirely on the speaker, avoiding distractions. Put your phone away (or better yet, put it on silent).
• Avoid interrupting: Let the speaker finish their thoughts before you respond. Planning your response while they are speaking can lead to misunderstandings.
• Use verbal and nonverbal cues: Nodding, maintaining eye contact, and using affirming words show that you are engaged.
• Paraphrase or summarize: Repeat back what the speaker has said in your own words to ensure understanding.
• Ask open-ended questions: Encourage the speaker to elaborate and provide more information.

By practicing active listening, you can improve your relationships, resolve conflicts, and communicate more effectively.

Step 7: Never assume anything

This points back to step 2’s “know your audience” advice, but it’s still worth mentioning that assumptions are a big barrier to good communication. The old saying about people who assume (you know the one) can prove true to an extent.

No one looks at the world the exact same way you do. So don’t assume that they’re going to feel the same way you do in response to a particular conversation or message.

Step 8: Recognize communication issues caused by technology

Technology both helps and hinders our communication. It helps because it allows us to communicate quickly across long distances. But technology can also hinder communication because often, it can make it easier for misunderstandings to happen.

These misunderstandings can stem from a variety of problems. For starters, digital messages like email, DM, and text can all make it harder to catch a speaker’s tone since you can’t see their facial expression and hear the inflection in their delivery. So it’s hard to tell if they’re angry, excited, nervous, or simply stating a fact. But if you were conversing face to face, you’d be able to read these nonverbal cues for better understanding. It works both ways, too; it’s harder to know if your intended message is getting across with digital messaging.

Technology can also introduce some problems since there can be time breaks between messages, which can add to the confusion. Even video calling can introduce problems like broken wi-fi connections, multiple speakers talking at once without realizing, and more.

Planning ahead for these potential issues can make a big difference. It’s also a good idea to follow up on essential messages to make sure you and your team are on the same page.

And most importantly, don’t over-rely on technology. There are some conversations that are best held face-to-face. If you know a conversation will be confusing or emotionally charged, like giving someone bad news or explaining an employee’s poor performance review, a face-to-face conversation may be your best option. That way, you can watch each other’s expressions and hear their tone of voice clearly, helping you avoid misunderstandings.

Technology is a great tool for communication. But don’t overuse it, and make sure you’re using the right tool for the job at all times.

Step 9: Manage stress and emotions

Managing stress and emotions is critical for effective communication. When we’re stressed or emotional, our communication style can become defensive, aggressive, or passive, leading to misunderstandings and conflicts.

To manage stress and emotions:

• Recognize your emotional triggers: Develop some emotional intelligence and become aware of what makes you emotional. That way, when you realize you’re becoming overwhelmed, you’ll know to take a step back.
• Practice relaxation techniques: Deep breathing, meditation, or even a short walk can help calm your mind.
• Use positive self-talk: Reframe negative thoughts and emotions with positive affirmations.
• Take breaks: Sometimes stepping away from a situation can help you regain composure and perspective.
• Seek support: Don’t hesitate to talk to friends, family, or a therapist if you need help managing your emotions.

By managing stress and emotions, you can communicate more effectively, build stronger relationships, and achieve your goals.

Step 10: Learn how to talk business

If you are the owner of your own business of heading up a multi member limited liability company (LLC), it’s your job to lead the way. A huge part of being a good business professional is collaboration, and for collaboration, you need good communication.

There’s a lot that goes into communicating well in the business sector. You’ll need to be familiar with the jargon of your industry, but you’ll also need to know when to explain that jargon if you’re working with someone outside the industry. You also need to know how to ask open-ended questions to avoid sounding like you’re interrogating someone (while still getting the information you need).

Last but not least, you need to be kind and professional in the way you communicate good news and bad news alike.

Step 11: Putting it all together

Effective communication is a skill that takes practice, patience, and persistence. By following the steps outlined in this guide, you can improve your communication skills and achieve your goals.

To put it all together:

• Know your audience: Tailor your message to their needs and preferences.
• Use positive body language: Nonverbal signals like eye contact and open body language convey confidence and enthusiasm.
• Practice active listening: Build trust and understanding by fully engaging with the speaker.
• Manage stress and emotions: Stay calm and composed to communicate effectively.
• Use clear and concise language: Ensure your message is easily understood.
• Be open to feedback: Adapt your communication style based on feedback to improve continuously.

By putting it all together, you can become a more effective communicator, build stronger relationships, and pursue ongoing success in your personal and professional life.

Conclusion

Mastering effective communication takes time, effort, and a willingness to grow. By applying these 11 steps, you can build stronger connections, avoid misunderstandings, and achieve better results in both your personal and professional life. Remember, good communication isn’t just about talking — it’s about listening, understanding, and responding with clarity and respect.

Whether you’re navigating a business deal or simply having a conversation with a friend, these skills will serve you well in any situation. Start practicing today, and watch how improved communication can open new doors for success.

Disclaimer: The content on this page is for information purposes only and does not constitute legal, tax, or accounting advice. If you have specific questions about any of these topics, seek the counsel of a licensed professional.