Dear Carnegie Coach,

I have just started working on a project where it is necessary for me to communicate with members of a company outside my industry. The information that I am providing seems to be going over the heads of the individuals I’m working with. These individuals are not as familiar with how I’m expressing my ideas as someone would be who is working in my industry. The problem seems to deal with how clearly I express myself. Are there any tips you can give me that will enhance my ability to clearly express my ideas.

David

Dear David,

In day to day communication there are countless opportunities for miscommunication and misunderstandings. Thus, regardless of what we do we must clearly inform others. Here are some tips that will allow you to express your ideas clearly.

1) Language easily understood- Remember that the language you use every day may be confusing to others. Simplify anything you can in order to find a comfort level for your listener

2) Illustrations- Research has proven that over 60% of those listening to us are visual learners. An illustration may engage your audience, and help stimulate learning.

3) Organize Thoughts-This will allow those listening to you to remain on the same level because people enjoy order and clarity.

4) Narrow subject to key points-Discuss what you feel is most important, don’t overload your listener with unnecessary information.

5) Summarize- You will further clarify your point, and your listeners will have another chance to retain the information you have provided them.

Do you find yourself in a high stress/management position, spending most days bogged down with piles of paperwork? You could feel out of touch with your coworkers and colleagues. Sometimes there is not enough time in the day to connect face to face with the people you work with, causing morale to suffer. If this is the case, there are several effective ways to improve upon your listening skills.

1. Look at the other person- Eye contact is very important, it let’s the other person know that you are listening and have an interest in what they have to say.

2. Ask questions- By asking questions you can not only better understand what the persons saying but you are engaging them.

3. Don’t change the subject- You should not be the one leading the conversation. Listen and let the other person lead, let the person stay on the topic.

4. Express emotion with control – emotion is a form of non verbal feedback. A smile or a frown lets the person know that you understand what they are saying.

5. Action – If a question or concern is left unanswered, show that you will follow up, take action and return back with a response.