How to Become an Effective Communicator

Kerry Mitchell, a teaching assistant professor in management at the Daniels College of Business, shared six tips for communicating well.

(1) Whether you’re speaking or writing, give it your full attention and focus.

“In this multitasking world, we tend to think we can listen while finishing an email or reading a text—and we can’t. Just focus,” said Mitchell.

When you’re listening to a podcast or watching a video clip while texting or crafting an email, you’re asking your brain to do too much at once. If you’re writing, put other things away. In person, demonstrate your focus by facing the person you’re talking with and making eye contact. Whether writing or speaking, give your full attention.

(2) Communicate with intent.

Before you speak or write, take time to think about what your intention is for the message and how it might be received.

“We get an email or a text message and think we have to write back instantly. If we’re not thinking about what we mean and what we’re intending, it can create miscommunication,” Mitchell said.

An example is when you respond to a request by just saying no. Instead of interpreting your one-word message as efficient the recipient might instead think you’re being short with them, they might wonder what you really mean or if you’re angry with them.

(3) Listen or read to understand the intention.

When you receive a message, in addition to taking time to respond mindfully, it’s just as important that you wait to fully understand before responding.

“Part of it is not making assumptions because we tend to react instinctively based on our own experiences rather than taking the time to actually think about what someone is saying and what they mean. Instead of trying to answer quickly, it’s better to read or listen to fully understand the message and the intent. Before responding, consider what the intention was,” said Mitchell.

(4) Be clear and direct.

When you’re communicating, take care to fully describe or explain using specific details. For example, instead of asking someone to respond as soon as they can, provide a date and time when you’d like to hear from them.

“The general rule is we don’t assume our audience is going to know something specific. Instead, break it down and put it in simple digestible ways that people can understand,” Mitchell said.

If you receive a message that’s vague, check with the sender to get understanding and clarity.

(5) Know who your audience is and consider their viewpoint.

“While writing, picture the person who will receive the message because that helps achieve the right tone. For example, the way we write an email to a family member shouldn’t be the same as when we write to our boss or professor because each situation is different and has its own social context,” said Mitchell.

Along those same lines, don’t assume that others are like you and share your views. Be aware that others’ perspectives could impact how your message is received.

(6) Align your body language and words.

When you speak to someone in person, it’s not only vital to show that you’re attentive, but also to ensure that your non-verbal cues match your language.

“If I say, ‘It’s great to see you,’ but I don’t have a smile on my face and my arms are crossed, you’re going to think that I’m angry or not excited to see you. Make sure you’re aware of your body language and how it could be interpreted,” Mitchell said.

Further develop your communication skills in the Effective Communication Using Insights Discovery® workshop offered through Daniels Executive Education. This half-day class improves communication, builds trust and strengthens organizations. Learn more and register online.

 

Frequently Asked Questions

What’s one simple way to communicate more clearly?

Slow down enough to understand what you want the other person to know or do next. Clear communication often starts with focus, intention and a message that is easy for the audience to act on.

Why does intent matter in professional communication?

Intent helps shape tone, timing and word choice. When you think about how a message may be received, you are more likely to reduce confusion and build stronger working relationships.

How can I be direct without sounding harsh?

Be specific, respectful and clear about next steps. Direct communication does not need to feel blunt when it is grounded in useful information and a thoughtful tone.

What does it mean to understand your audience?What does it mean to understand your audience?

It means adjusting how much context, detail and framing you provide based on who you are speaking to. A strong communicator considers what the audience needs in order to understand, respond or take action.