Business Communication Basics: Listening and Speaking Effectively at Work

Strong communication skills are essential during any stage of your career, in any industry, in most any type of job. From making a first impression to meeting new team members; from closing a sale to negotiating a contract; from interviewing for a first job to interviewing for that coveted promotion, communication is critical to professional success.

Communication within the workplace comes in many forms. The most obvious are oral and written, but many other aspects of our behavior communicate an impression to others. Our body language, tone of voice, facial expressions, gestures, and eye contact all send out signals whether we want them to or not. For example, a smile might soothe a situation while a chuckle could be misconstrued as making fun of someone.

Talking does not unequivocally mean that we are communicating. In the midst of conversation, the actual art of communication can sometimes get lost. As listeners we are eager to show that we understand something before we really do. We might nod our heads and the speaker assumes we "get it" and moves on. As talkers, we often assume that someone knows what we are talking about before we clarify. This process can turn into a vicious cycle of misunderstandings.

If you as a listener do not understand a certain word, or instructions for a task, stop and ask for clarification. Many of us worry about being a bother, but it is much better to take time at the beginning to ensure effective work is gets done in the end. Often when entering a new company, new industry, or even just a new peer group, we encounter new words. It is important to be observant and learn to communicate with specific buzz words or acronyms relevant to your profession.

Listening, with the intent to understand, takes focus and concentration. Do not simply think about what you want to say next. Taking notes can help you focus on what the speaker is saying and shows the speaker that you are giving the discussion importance. Restate what you heard to proactively avoid potential miscommunications.

'Seek first to understand, then to be understood,' is one of management guru Stephen Covey's 'Seven Habits of Highly Effective People.' Dr. Covey believes in the importance of communication as a life skill and encourages people to work on listening with empathy. Ensuring that you understand the other party, in a business communication process, can be critical to a success outcome.

The speaker's job as a communicator, is to make the meaning clear, and the listener's job is to understand what the speaker means. Effective professional communication needs to be flushed out until this point of mutual understanding is reached. As a speaker, encourage your listeners to give you feedback as you speak. As a listener, respond and offer feedback so that the speaker is assured that he or she is conveying the information in an easy to comprehend manner.

We speak and selectively listen all day, every day, often without thinking. Communicating within the workplace takes listening and speaking skills that can be practiced and honed. Throughout your career you will encounter different people's behaviors, attitudes, personalities, and therefore communication styles. Remember with each interaction, to listen attentively, speak clearly, restate, and ensure mutual understanding to avoid potential communication barriers.