How to be a good communicator at work (key skills and tips)

Communication is one of several core transferable skills — so-called because you can put them to use in any role or industry. Whether you're interacting with a customer, closing a client sale, or outlining the details of a major project to your team members, you must know how to convey your ideas thoughtfully and effectively. With that in mind, let's uncover what we mean by effective communication and discuss how to be a good communicator at work.

What is effective communication?

Effective communication refers to the successful exchange of ideas with other people. When you effectively communicate what's on your mind, you leave no gap between what you mean and what your interlocutor has understood. The importance of having and exercising this ability in the workplace cannot be overstated. Indeed, it's considered to be one of the most in-demand skills among employers because it's the linchpin of efficiency, collaboration, and leadership.

Communication isn't just one skill, however. It's a category that refers to the following competencies:

Verbal communication

Verbal communication, or speaking, plays a role in practically every workplace interaction. Training a new hire, describing a product, garnering buy-in from stakeholders, and even asking for a raise all require you to communicate verbally.

Written communication

While in some circumstances you need to present your ideas verbally, you may also have to convey them in writing to reach different audiences. Common forms of written communication in the workplace include:

Emails
Direct messages
Research papers
White papers
Marketing copy

Active listening

Because communication is an exchange, it also requires listening to others' ideas and building on them. Active listening is a step above ordinary listening, though. It involves engaging with each statement your communication partner gives and using their reactions to guide the conversation. In this way, you promote a productive, collaborative interaction.

Negotiation

Negotiation is targeted persuasion. It entails using all your communicative powers to reach a particular outcome. You must listen to another's needs, appropriately convey your own, identify areas of overlap and opposition, and come up with solutions that maximize benefit for everyone involved.

"When you effectively communicate what's on your mind, you leave no gap between what you mean and what your interlocutor has understood. The importance of having and exercising this ability in the workplace cannot be overstated. Indeed, it's considered to be one of the most in-demand skills among employers because it's the linchpin of efficiency, collaboration, and leadership."

How to be a good communicator at work

Communication is like any skill in that you must mindfully apply it if you want to improve. Below are some strategies you can use to become a better communicator in the workplace:

Know your audience

Broadly speaking, different people have different expectations when they enter a conversation. Imagine, for example, that you're proposing an idea to a particularly busy executive at your office. Given their time constraints, you may want to tighten whatever you're trying to communicate into brief, easily digestible snippets to accommodate their schedule. Otherwise, they may decide that your pitch isn't worth considering.

You can apply the same general concept to everyone you interact with. You might take a more casual tone with your peers, a more authoritative stance with juniors you're overseeing, or a more deferential attitude with potential clients. To communicate well, consider all the elements of the situation.

Use the right medium

Sometimes, good communication is about knowing the best delivery system. Some employees, for example, may prefer to communicate face-to-face or by telephone, whereas others might be more comfortable with email or Zoom. By choosing the right medium for your audience, you can create an environment that allows them to be more receptive to the ideas you wish to convey.

Plan

Whenever possible, you should plan what you want to communicate. Even if it's just a lunch conversation with a client, write out the core ideas you want to convey and rehearse your delivery beforehand. This may allow you more control over the conversation and help you feel more comfortable with the topic before the time comes to discuss it.

Simplify and clarify your message

The great author James Baldwin once said, "You want to write a sentence as clean as a bone." The idea is that you want to strip away anything unnecessary so that you're left with a concise, understandable message. That's the key to good communication at work. Always be clear, complete your thoughts, and cut away anything that can lead to confusion. Remember, write everything you plan to say, and edit and revise everything you write. With enough thoughtful application, concision should become almost an instinct to you.

Practice

As the saying goes, when it comes to skills, you can either use it or lose it. So if you don't want to lose the communication skills you've developed, take opportunities to put them to use. Volunteer to write emails, give reports, or lead a meeting.

To optimize your practice opportunities, you might consider communication training through a third-party program. Companies such as Toastmasters International can help you develop communication skills and practice them in various situations.

Learning how to be a good communicator at work will take time and effort, but the potential payoff is worth it. With stronger communication skills, you not only help improve your standing in your current employment but also improve your odds of impressing other employers down the line.

If you need help finding those prospective employers, CareerBuilder's free tools and resources are here for you. Create an online profile today so that employers can find you tomorrow and get in touch about greater professional opportunities.