Communication is the key to personal and career success. It’s like riding a bike or typing. If you are willing to work at it, you can rapidly improve the quality of every part of your life. What if someone doesn’t know that? It’s our responsibility to let them know and help them improve. But how to tell someone to improve their communication skills without being hurtful. Don’t worry. We have got you covered.
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Reasons for Poor Communication Skills
Before you start making judgements about someone’s communication skills or before commenting on it, please make sure that you understand why a person may struggle with communication skills. It is a crucial step before learning how to tell someone to improve their communication skills.
There are three big reasons why some people may find it difficult and struggle to communicate effectively. These are:
1. The person is not aware that their communication skill needs improvement. This may happen due to the lack of social awareness and/or emotional intelligence.
2. The person knows that their communication needs improvement but doesn’t know how to do so. This is due to a lack of understanding of techniques of effective communication.
3. The person may know the techniques and characteristics of effective communication, but they lack in confidence to use it effectively.
Learn How to Tell Someone to Improve Their Communication Skills with 15 Tips
Many of us want to know how to tell someone to improve their communication skills and help them simultaneously. We will now be answering this question for you through 15 tips and tricks. Instead of straight-up telling someone that they’re bad at communicating, explain how they can improve their communication skills. Try to make these points clear to the person who is struggling with communication.
Step 1: Learn to Listen
The most essential thing in communication is hearing. Listening is an art that requires attention over talent, spirit over ego, others over self. If you want to know how to tell someone to improve their communication skills, observe their listening skills.
Most people do not listen with the intent to understand, and they listen with the intent to reply. But be a good listener. You must consider the person talking to you as the most valuable person in your life at that moment. One more important fact that you have to keep in mind is to get hold of one specific communication at a time.
Step 2: Be Concise
If you are trying to help someone and wondering how to tell someone to improve their communication skills. You can ask them to keep their messages short.
If you are in any written or verbal communication, you must learn to be quick and to the point. Try to stock up with enough information within a short span of time. But make sure that your audience understands what you are trying to convey. For example, if your task is to respond to an email, then make sure that you go through the full email properly before you prepare a draft for it.
Don’t worry, and you will gradually learn to communicate concisely by practising it constantly.
Step 3: Look Who You are Talking To
For effective communication, you need to understand and talk according to the person you are talking to. In the third step of how to tell someone to improve their communication skills, ask the person to be aware of who they are talking to.
While having a conversation with someone, you have to keep in mind who you are talking to. You can use any friendly or informal language while talking with your buddy. But don’t use these “GTG/TTYL” or any kind of short informal language while you are texting or sending a mail to your boss or any professional client.
Why? It isn’t professional. And it’s also possible that the other person you are communicating with doesn’t know the actual meaning of those acronyms. You surely don’t want to be misunderstood, isn’t it? So, it’s better to be on the safe side and avoid these informal languages while communicating formally or officially.
Step 4: Catch on to the Basics of Non-verbal Communication
Brush up on some elementary non-verbal communication clues. It will help you reduce the chances of miscommunication when talking to someone.
For example, be comfortable with your body language and keep your facial expressions natural and normal while speaking to someone.
Your hand gestures and facial expressions say a lot about you. It can be the first impression you make on someone. One more important thing is maintaining eye contact, especially when you meet and greet someone for the first time.
Step 5: Take Care of Your Own Emotions
It’s very vital to keep your emotions under control for clear communication and personal comfort. But, of course, you have to express your emotions in a perfect context within an ideal situation. On the other hand, don’t always pass your strong emotions into a professional environment. It can sometimes lead you to face poor communication with your peers.
Steps 6: Tune-up with Public Speaking
A lot of us get frightened by speaking in public, and it’s normal. However, you can not deny that you will not find any better option to improve your communication skills than coming out with public speaking.
There are three things to aim for in public speaking: first, to get into your subject, then to get your subject into yourself, and lastly, to get your subject into the heart of your audience. Try to speak regularly and confidently in front of your friends. It will help to get rid of your nervousness.
Steps 7: Ask for Feedback
You must not hesitate to ask for honest and open feedback regarding your communication skills from your fellow worker or friends.
Ask your co-worker and buddies about your communication skills. Take their advice because it will help you to understand your mistakes in your workplace.
Steps 8: Develop a Filter
You will generally notice that effective and active communicators have highly matured social skills, and they can easily express themselves to their significant others. So hang around them and learn how to express feelings in different mutual and social circumstances appropriately.
Develop a filter, and it will help you to punch up all your other communication styles. Developing it will also strengthen your confidence and set out a level of dignity – allowing you to stay away from any types of clashes in your workplace.
Steps 9: Write Things Down
If you think you can’t catch every point while you’re in a meeting or talking to someone, take a notepad and write it down.
You just can’t rely on your memory, and you are most likely to forget an essential part of the meeting. Isn’t it? So, it’s safe to draft up any piece of information. Check that you understand what is being said all the time in any communication.
Step 10: Respect your Audience.
The most important thing to remember is you must know your audience. You have to respect your audience. Without them, you are essentially standing alone, singing to yourself.
Asking for permission shows respect and guarantees an interested audience. Keep your audience in mind and speak to everyone. Another best idea to respect your audience is to give attention to their conversation.
Step 11: Take Time to Respond
Respond intelligently even to unintelligent conversations. After listening to your audience and understanding their conversation, hold up to prepare what you will have to say in your head.
Step 12: Focus on Your Key Points.
Speak clearly and if you speak at all, carve every word before you let it fall. Make sure that your audience understands what you are saying. If needed, then go over your key points again at the finish moment before ending the conversation.
Step 13: Master the Art of Timing
Take care of your time while having a conversation. You also need to look after your audience’s time. Don’t talk too much time while explaining something. Try to be specific and short.
Step 14: Don’t Be Aggressive
If you are sensing that the conversation is getting heated up somehow, then keep calm.
Take a small deep breath and take it easy. Don’t say anything in anger or don’t argue. Otherwise, it can surely have a negative effect on your workplace.
Step 15: Learn from Mistakes.
If you want to improve your communication and social skills, try to wade through your mistakes and don’t repeat them. For example, if you have a bad interaction with someone, come up with solutions to improve it next time.
To effectively communicate, we must realise that we are all different in how we perceive the world around us and use this understanding to guide our communication with others. This article includes answers using various tips on how to tell someone to improve their communication skills. However, if you want to know further about this topic, you could enrol in our Effective Communication Skills course.