Seven Rules of Effective Communication

Listen

• Listening is a extremely valuable method for learning how to communicate better. Being a good listener means you are paying close attention to whomever is speaking before you respond. Think of some of the better interviewers you have heard in your lifetime--Larry King, for example. King asks his guest a question, then listens quietly, waiting to hear the entire answer before asking another question or responding in kind. Carefully listening to the other person in your conversation not only gives them the respect of your attention, but also lets you fully hear and comprehend what they are saying before you respond.

Use Proper Body Language

• Body language, facial expressions and posture give away more visual clues about your true feelings than you might think. Whether speaking to an individual or a group, be sure to make plenty of eye contact, to smile, and to stand or sit up straight. This will provide positive reinforcement to your message and will demonstrate an attentive, involved attitude.

Don&'t Assume Your Audience Is Listening

• People are easily distracted sometimes, or they simply misunderstand the intention of what you are saying, especially if the other person comes from another nation or if you are talking to each other on the phone. Today, when so many people use high-tech gadgets such as Blackberrys, iPhones and laptops, there is a good chance the person on the other end of the phone is multitasking while speaking to you. Make sure you repeat back any agreements you have made during your conversation. Clearly state the concerns of the other party so that you both understand each other without confusion.

Use Correct Grammar And Punctuation

• It can seem as though the rules of proper grammar and punctuation have been abandoned in modern electronic communication, especially in e-mails and text messages. However, even these forms communication will benefit from applying correct grammar and punctuation. There is nothing that leaves a bad impression quicker than someone who fires off a message without first proofreading it and correcting any mistakes. This rule is especially true when it comes to the workplace. If you haven&'t done so already, turn the spell checker on in your e-mail program to help catch mistakes. However, don&'t rely on spellcheckers completely; they don&'t always catch every little typo. Proofread and double-check your messages before sending them out. The effect on the recipient may be subtle at first, but over time, the people who receive your e-mails will begin to appreciate the care you take with your messages.

Use Figures Of Speech But Not Cliches In Your Writing

• Commonly used phrases such as saying someone overcoming an obstacle had "a mountain to climb" or that someone who is angry at someone has "an axe to grind" are cliches--tired, worn-out expressions. They have been heard over and over, and no longer have the power to improve communication. In fact, in her book "Left-Brain- Right Brain/Creativity Program," Author Laura Hayden says cliches should be avoided "like the plague," which is an ironic statement because saying something should be avoided like the plague is a cliche itself. Her intention, though, is clear: cliches should be studiously avoided in your writing.

  Sometimes, however, using a figure of speech enhances your message, and therefore your means of effective communication. For example, saying something is "killing you" rather than saying that what you are experiencing is undesirable helps you clearly explain to your audience your meaning and intent.

Understand Industry Jargon But Try Not to Use It

• Your chances of effectively communicating at work with potential clients or vendors rises exponentially when you understand and use the common jargon of their industry. For example, ordering a print job requires that you know the type of paper stock, if the printing will be four color or not, and whether or not images on the page require a border or a full bleed. Using the jargon of your industry, however, should be kept to a minimum, unless you are communicating with a colleague or someone else who works in your field.

Know When You&'ve Said Enough

• One of the most overlooked aspects of communication is knowing when to stop talking, or writing, or knowing when you are saying too much. The latter especially is true when it comes to giving a speech or presentation, or during an interview. For example, rambling on and on about your personal life when a potential employer says, "Tell me about yourself" is likely to set a negative tone for the interview. In such a case, the employer is looking for information about your professional life that will make you a great hire. Understanding what your audience is expecting and when you have said enough will help you communicate precisely and effectively.