We all want to make ourselves understood. The professional world demands, even more than elsewhere, impeccable and clear communication, whether oral, written, para-verbal, etc. But how can we improve the impact of our personal communication in business?
In the workplace, communication is essential and must be assertive. It takes all possible forms: oral (interview, presentation, informal exchanges, etc.), written (e-mail, chat, etc.), face-to-face or remotely (Teams, Zoom, etc.).
Knowing yourself better and knowing how to listen to others, knowing the points of attention in written communication, managing your self-confidence and possible stage fright, being aware of your non-verbal communication, knowing the fundamentals for managing delicate situations, here are the main points that Sandrine Bertrand, expert in communication and personal development, addresses in this article.
Listen to yourself and others for good personal communication
To be a good communicator, you must first know yourself. Self-discovery is perpetual because it follows the cycles of life and the incessant changes that it imposes on us. While it is impossible to know yourself “completely,” it is important to know “who you are.” Knowing your stereotypes and prejudices as well as understanding your own way of operating, in order to be able to take a step back when necessary, are all keys to knowing how to listen to others.
Knowing yourself then allows you to be able to listen to others, and then adjust your own communication. These are the gateways to improving the impact of personal communication in business. The concept of active listening is entirely oriented in this direction. He favors listening with neutrality, non-judgment and non-interpretation. By knowing how to listen and carefully observe our interlocutor, we are better able to analyze and have a more accurate reading of people and situations. This allows you to better understand your interlocutor and limit errors of interpretation.
- Training : active listening to enhance your communication
From verbal to non-verbal
When we communicate orally, we express ourselves through our verbal, para-verbal and non-verbal language. Verbal language covers the vocabulary and expressions used. It is naturally complemented by para-verbal language: intonation, rhythm, flow of voice, etc. It is estimated that the combination of verbal language and para-verbal language accounts for 34% of the impact of a communication. The choice of words which must be made according to the interlocutor is therefore crucial. Being audible and having good speech are all points of attention. Working on your speaking skills is essential. Practicing (ideally by recording yourself) reading texts out loud by varying intonations, rhythm, playing on silences, etc. can help a lot. This allows you to get used to expressing yourself in different ways. Not forgetting the famous “Archduchess socks”: articulating well allows you to gain fluidity and slow down the pace (often too fast when you have stage fright).
Non-verbal, what cannot be heard is felt the most
But if the verbal and the para-verbal have an impact of 34%, where are the remaining 66%? The answer lies in non-verbal language. Gestures, attitudes, facial expressions, facial expressions, gaze... are all assets for communicating. The observation is unanimous: non-verbal language is very important in interactions. Taking care of your posture and the image you want to project is essential. Here too, it is often useful to practice: by filming yourself, for example, or with the help of a caring colleague who will be able to point out what is wrong.
In a room, the gaze must be on the audience, working on your smile is important and “speaking with your body” often captivates. Practice and act at home. Never forget one thing: the body tells the truth! It expresses your state and your feelings during your intervention. Hence the importance of working on yourself if you have too much stage fright.
In remote communication situations, it is preferable to favor exchanges via a camera. This is in order to be well aware of the other's reactions, and to be able to adjust one's behavior accordingly. In the case of an exchange with a group, if it is you who “leads the dance”, frame yourself at least below the chest, so that your hands and arms can be seen accompanying your expressions. This will help you be more effective at capturing and maintaining attention for longer.
Personal communication, a question of self-confidence?
Communicating assertively in a professional setting is fundamental to building good relationships and having effective interactions. This means asserting yourself without aggression, not being self-effacing, knowing how to ask without being brutal or too authoritarian, managing your emotions, knowing your limits and respecting them, while respecting those of others. There self-confidence is a driver of assertiveness.
Depending on our culture and our societal model, we are not necessarily well “armed” on this subject. “Boosting” your mind, working on your breathing and letting go are all avenues to explore to potentially improve the situation. Learning to recognize, accept and overcome your fears or stress to transform them into positive energy is accessible to everyone. The main thing is to want it!
- training: assertiveness and self-affirmation
Written communication, a risk?
If it proves effective for keeping track of important elements in the context of professional exchanges, written communication has as many advantages as points of attention. Among the supports commonly used in business, we can mainly name
Email
To be optimal, an email must be written in a concise manner and have a precise subject. Be careful when choosing the recipient! Nothing is more annoying than being copied on an email that doesn't concern us: a guaranteed waste of time and loss of concentration. If you have a lot of information to send, include it in an attachment instead. Finally, be careful with your choice of words! The words fly away, the writings remain... The most important risk with this mode of communication is erroneous interpretation.
The chat
Very useful for quick, instantaneous exchanges and often more informal than e-mail, chat has made a place for itself in the current professional landscape. It is also interesting for lighter and “uninhibited” communication.
- training: improve your professional writing
Managing a delicate situation
In any case, poor communication can lead to a delicate situation. We must always remember that verbal abuse is counterproductive and only makes things worse. In order to best manage this type of context, a few basic rules are recommended:
- listen before reacting;
- resist the temptation to respond to personal threats or attacks;
- manage your emotions, take a step back, stay calm and caring;
- understand the emotions of others (very often, threat = fear of the interlocutor/aggression = lack of self-confidence or pain/refusal = he wants something else, etc.);
- first understand what the other means before trying to make yourself understood;
- use factual arguments;
- reformulate ;
- find a consensus, get a “yes”…
You will have understood, communicating well is an art! During our lives, we can optimize our abilities at this level. A number of training courses help to improve everyone's potential. Don't hesitate, because training means learning and evolving!
