Effective Communication

A nudge in the way of mastering communication for Personal and Professional Success

A few years ago, I was seated at this board meeting that was to help define the strategic movement of a brand and its campaigns for the year. I was working at a public relations consultancy, managing some of Sri Lanka’s biggest brands. This particular meeting was for a feminine hygiene brand and I had some ideas that I wanted to present to drive awareness, change perceptions and create a wider impact.

I had been working on it for over two weeks with sleepless nights of research accompanied by data and analytics to studying competition and movements from the consumer, industry, and the world.

Here I was sitting in the boardroom with my slide deck on, sharing my screen via zoom to the client who was joining remotely. After our initial greetings and breakdown of the Time and Action items. It was my time to present.

Here I was, confident and excited! I started presenting and when I was having an impression of silence. To see, they hadn’t been able to quite grasp the idea I had in mind and what I wanted to present. My speech was apparently too fast, and they had time keeping up with my words. I haven’t given them enough time to digest the big idea, hadn’t questioned them whether they had understood and whether they had any questions too. I was just going on. Until, my manager kindly interrupted and told me so!

All of that hard work – and I screwed up in my communication!

I’m writing this hoping that it might help someone out there

Imagine sitting across from a colleague or loved one, trying to express something important. Words flow, but the message somehow gets lost in translation. We’ve all been there—frustrated by the barriers that hinder clear, effective communication. In a world increasingly dominated by digital interactions, mastering the art of communication is more crucial than ever. Whether in personal relationships or professional settings, effective communication can bridge gaps, foster understanding, and ultimately lead to success.

Why Communication Matters

Effective communication isn’t just about talking; it’s about connecting, understanding, and influencing others. In personal life, it builds trust and deepens relationships. Professionally, it can make the difference between closing a deal or losing a client, between leading a team or facing discord. Here’s why mastering communication is essential:

• Builds Trust: Consistent and clear communication fosters trust, whether it’s in a friendship, marriage, or business partnership.
• Enhances Collaboration: Effective communication encourages teamwork, ensuring everyone is on the same page and working towards a common goal.
• Prevents Misunderstandings: Clear communication reduces the risk of misinterpretation, which can lead to conflicts or errors.
• Facilitates Problem-Solving: Open dialogue allows for the exchange of ideas, leading to better decision-making and solutions.

The Mehrabian Communication Model

The Mehrabian Communication Model suggests that communication is 7% verbal, 38% vocal (tone of voice), and 55% non-verbal (body language). This model, developed by Albert Mehrabian in the 1970s, highlights the importance of non-verbal cues in effective communication, stressing that what we say is often less important than how we say it .

Key Strategies for Effective Communication

Effective communication is a skill that can be learned and refined. Here are some essential strategies:

1. Active Listening: The Cornerstone of Communication

Active listening is more than just hearing words; it’s about truly understanding the speaker’s message. This involves:

• Focusing Completely: Eliminate distractions and give the speaker your full attention.
• Showing Empathy: Acknowledge the speaker’s emotions and perspectives.
• Providing Feedback: Summarize or paraphrase what you’ve heard to confirm understanding.

People Also Ask: What is active listening, and why is it important?
Active listening is a communication technique that involves fully concentrating, understanding, responding, and remembering what the speaker is saying. It’s important because it ensures clear understanding and fosters stronger, more empathetic relationships .

Clarity and Conciseness: Say More with Less

In communication, clarity is key. Being concise doesn’t mean cutting out details, but rather choosing words that are precise and impactful. Here’s how:

• Be Specific: Avoid vague language. Use concrete terms that are easily understood.
• Avoid Jargon: Unless you’re sure your audience understands the terminology, keep it simple.
• Organize Thoughts: Before speaking or writing, plan your message to ensure it flows logically.

I learnt this from my Sandharu, who was my manager at my time at MAS KREEDA – MAS Holdings

Non-Verbal Communication: More Than Just Words

As the Mehrabian Model suggests, much of communication is non-verbal. This includes:

• Body Language: Maintain open and approachable posture.
• Eye Contact: Establish eye contact to show engagement and confidence.
• Facial Expressions: Ensure your facial expressions match your message.

People Also Ask: How does non-verbal communication impact interactions?
Non-verbal communication, such as body language, eye contact, and facial expressions, significantly impacts interactions by reinforcing or contradicting verbal messages, thereby influencing how the message is received .

Emotional Intelligence: Understanding and Managing Emotions

Emotional intelligence (EI) is the ability to understand and manage your emotions and those of others. It plays a vital role in communication:

• Self-Awareness: Recognize your emotions and their impact on your communication.
• Self-Regulation: Control emotional responses to maintain professionalism and empathy.
• Social Skills: Build relationships through effective interaction and conflict resolution.

Ive learned a lot on Emotional Intelligence from Azeem Saheer and through his podcast Ei Cafe with Azeem

The Role of Emotional Intelligence in Communication

According to Daniel Goleman, emotional intelligence is a more significant predictor of success than IQ. In communication, high EI leads to better conflict resolution, stronger relationships, and more effective leadership .

5. Adapting to Your Audience: Tailoring Your Message

Different audiences require different communication styles. Consider these factors:

• Cultural Sensitivity: Be aware of cultural differences that may affect interpretation.
• Audience Knowledge: Adjust the complexity of your message based on the audience’s knowledge level.
• Context Appropriateness: Consider the setting (formal, informal) and choose the right tone and medium.

People Also Ask: How can you tailor communication to different audiences?
Answer: Tailoring communication involves understanding the audience’s background, knowledge level, and expectations, and adjusting the message’s tone, content, and delivery method accordingly to ensure it resonates and is understood .

Overcoming Common Communication Barriers

Even the best communicators face obstacles. Here’s how to overcome common barriers:

• Language Differences: Simplify language and use visual aids where possible.
• Psychological Barriers: Address and empathize with the listener’s emotional state.
• Physical Barriers: Ensure a conducive environment for communication, free of noise and distractions.

Practical Tips for Effective Communication

1. Practice Active Listening: Regularly practice listening without interrupting.
2. Be Mindful of Non-Verbal Cues: Monitor and adjust your body language.
3. Seek Feedback: Ask for feedback on your communication style and be open to improvement.
4. Improve Your Emotional Intelligence: Engage in activities that increase self-awareness and empathy.
5. Tailor Your Message: Adapt your communication style to the needs of your audience.

If there wa thing I can suggest you to do. That would be to join Toastmasters, it is a supportive community or corporate environment, where members prepare and deliver speeches, respond to impromptu questions, and give and receive constructive feedback. It is through this regular practice that members are empowered to meet personal and professional communication goals.

You can join for free, and when you are ready – sign up! You wont regret it

It will be one of the best decisions you can make!

For those in Sri Lanka, Maldives and India, you will be a part of District 82 in Toastmasters. https://www.district82.org/aboutUs Go to https://www.toastmasters.org/find-a-club and get registered.

Overall, effective communication is an ongoing journey. By honing these skills, you not only enhance your personal and professional relationships but also set the stage for greater success in all areas of life. Whether it’s through active listening, clear and concise messaging, or understanding the power of non-verbal cues, mastering communication is a lifelong endeavour that pays off in countless ways.

Some places I got references from for this blog.

If you are looking for a marketing or communications specialist in Sri Lanka, I’d love to help. Set up a free discovery and clarity call here – https://ammarahamed.life/contact/

Featured Image – Pexels

1. 1. Mehrabian, A. (1971). Silent Messages: Implicit Communication of Emotions and Attitudes.
2. Harvard Business Review. (2020). The Importance of Active Listening. Retrieved from Harvard Business Review
3. Psychology Today. (2019). The Role of Non-Verbal Communication. Retrieved from Psychology Today
4. Goleman, D. (1995). Emotional Intelligence: Why It Can Matter More Than IQ.
5. Forbes. (2021). How to Improve Your Emotional Intelligence. Retrieved from Forbes