The Process of Communication

It sounds so simple: say what you mean. But all too often, what we try to communicate gets lost in translation despite our best intentions. We say one thing, the other person hears something else, and misunderstandings, frustration, and conflicts ensue.

Fortunately, you can learn how to communicate more clearly and effectively. Whether you’re trying to improve communication with your spouse, kids, boss, or coworkers, you can improve the communication skills that enable you to effectively connect with others, build trust and respect, and feel heard and understood.

What is effective communication?

Communication is about more than just exchanging information.  It’s about understanding the emotion and intentions behind the information.  Effective communication is also a two-way street.  It’s not only how you convey a message so that it is received and understood by someone in exactly the way you intended, it’s also how you listen to gain the full meaning of what’s being said and to make the other person feel heard and understood.

More than just the words you use, effective communication combines a set of skills including nonverbal communication, engaged listening, managing stress in the moment, the ability to communicate assertively, and the capacity to recognize and understand your own emotions and those of the person you’re communicating with.

Effective communication is the glue that helps you deepen your connections to others and improve teamwork, decision making, and problem solving.  It enables you to communicate even negative or difficult messages without creating conflict or destroying trust.

While effective communication is a learned skill, it is more effective when it’s spontaneous rather than formulaic.  A speech that is read, for example, rarely has the same impact as a speech that’s delivered (or appears to be delivered) spontaneously.  Of course, it takes time and effort to develop these skills and become an effective communicator.  The more effort and practice you put in, the more instinctive and spontaneous your communication skills will become.

Barriers to effective interpersonal communication

• Stress and out-of-control emotion.  When you’re stressed or emotionally overwhelmed, you’re more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy knee-jerk patterns of behavior.  Take a moment to calm down before continuing a conversation.
• Lack of focus.  You can’t communicate effectively when you’re multitasking.  If you’re planning what you’re going to say next, daydreaming, checking text messages, or thinking about something else, you’re almost certain to miss nonverbal cues in the conversation.  You need to stay focused on the moment-to-moment experience.
• Inconsistent body language.  Nonverbal communication should reinforce what is being said, not contradict it.  If you say one thing, but your body language says something else, your listener will likely feel you’re being dishonest.  For example, you can’t say “yes” while shaking your head no.
• Negative body language.  If you disagree with or dislike what’s being said, you may use negative body language to rebuff the other person’s message, such as crossing your arms, avoiding eye contact, or tapping your feet.  You don’t have to agree, or even like what’s being said, but to communicate effectively without making the other person defensive, it’s important to avoid sending negative signals.
  

Improving communication skills

1:  Become an engaged listener

People often focus on what they should say, but effective communication is less about talking and more about listening. Listening well means not just understanding the words or the information being communicated, but also understanding the emotions the speaker is trying to communicate.

There’s a big difference between engaged listening and simply hearing.  When you really listen—when you’re engaged with what’s being said—you’ll hear the subtle intonations in someone’s voice that tell you how that person is feeling and the emotions they’re trying to communicate.  When you’re an engaged listener, not only will you better understand the other person, you’ll also make that person feel heard and understood, which can help build a stronger, deeper connection between you.

By communicating in this way, you’ll also experience a process that lowers stress and supports physical and emotional well-being.  If the person you’re talking to is calm, for example, listening in an engaged way will help to calm you, too.  Similarly, if the person is agitated, you can help calm them by listening in an attentive way and making the person feel understood.

How do you become an engaged listener?

If your goal is to fully understand and connect with the other person, listening in an engaged way will often come naturally.  If it doesn’t, try the following tips.  The more you practice them, the more satisfying and rewarding your interactions with others will become.

• Focus fully on the speaker, his or her body language, tone of voice, and other nonverbal cues.  Tone of voice conveys emotion, so if you’re thinking about other things, checking text messages or doodling, you’re almost certain to miss the nonverbal cues and the emotional content behind the words being spoken.  And if the person talking is similarly distracted, you’ll be able to quickly pick up on it.  If you find it hard to concentrate on some speakers, try repeating their words over in your head—it’ll reinforce their message and help you stay focused.
• Favor your right ear.  The left side of the brain contains the primary processing centers for both speech comprehension and emotions. Since the left side of the brain is connected to the right side of the body, favoring your right ear can help you better detect the emotional nuances of what someone is saying.  Try keeping your posture straight, your chin down, and tilting your right ear towards the speaker—this will make it easier to pick up on the higher frequencies of human speech that contain the emotional content of what’s being said.
• Avoid interrupting or trying to redirect the conversation to your concerns, by saying something like, “If you think that’s bad, let me tell you what happened to me.”  Listening is not the same as waiting for your turn to talk.  You can’t concentrate on what someone’s saying if you’re forming what you’re going to say next. Often, the speaker can read your facial expressions and know that your mind’s elsewhere.
• Show your interest in what’s being said.  Nod occasionally, smile at the person, and make sure your posture is open and inviting. Encourage the speaker to continue with small verbal comments like “yes” or “uh huh.”
• Try to set aside judgment.  In order to communicate effectively with someone, you don’t have to like them or agree with their ideas, values, or opinions.  However, you do need to set aside your judgment and withhold blame and criticism in order to fully understand a person.  The most difficult communication, when successfully executed, can lead to the most unlikely and profound connection with someone.
• Provide feedback.  If there seems to be a disconnect, reflect what has been said by paraphrasing.  “What I’m hearing is,” or “Sounds like you are saying,” are great ways to reflect back.  Don’t simply repeat what the speaker has said verbatim, though—you’ll sound insincere or unintelligent.  Instead, express what the speaker’s words mean to you.  Ask questions to clarify certain points:  “What do you mean when you say…” or “Is this what you mean?”

Hear the emotion behind the words by exercising your middle ear muscles

By increasing the muscle tone of the tiny middle ear muscles (the smallest in the body), you’ll be able to detect the higher frequencies of human speech that impart emotion and be better able to understand what others are really saying.  As well as by focusing fully on what someone is saying, you can exercise these tiny muscles by singing, playing a wind instrument, and listening to certain types of music (high-frequency Mozart violin concertos and symphonies, for example, rather than low-frequency rock or rap music).

Test your knowledge