Welcome to this article about communication etiquette, a form of etiquette that anyone can learn and improve upon. Good communication skills are essential in the business world, as well as in everyday life. They help you get your message across clearly and eloquently, and they help you better interpret others’ messages. Being able to communicate well is a skill that helps both at work and in relationships with friends and family.
If you are looking for ways to improve your communication skills or simply refresh your knowledge on communicating with other people, please read on for 15 great tips.
| Takeaways |
|---|
| 1. Be mindful of your body language. |
| 2. Practice active listening. |
| 3. Use clear and concise language. |
| 4. Show empathy and understanding. |
| 5. Avoid interrupting others. |
| 6. Be respectful in your communication. |
| 7. Adapt your communication style to the audience. |
| 8. Use appropriate non-verbal cues. |
| 9. Pay attention to your tone of voice. |
| 10. Be aware of cultural differences. |
| 11. Seek feedback and be open to constructive criticism. |
| 12. Use technology appropriately in communication. |
| 13. Practice proper email and digital communication etiquette. |
| 14. Continuously improve your communication skills. |
1. Mind Your Manners
Mind your manners! Although the English language has many colorful expressions, it’s important to remember that the informal variety of these phrases is not always appropriate. Even if you’re asking a simple question, or merely making a statement on an unrelated topic with no intention of offending anyone, there are times when you should be careful about how you phrase your words.
There are many examples throughout history of people being misunderstood and then responding with inappropriate comments, beginning with centuries-old social norms that still shape our perceptions today. For example: “Excuse me” and “saying please” are two phrases where miscommunication can easily occur because they sound similar to each other.
Over time, the phrase “excuse me” has morphed into various forms: “I’m sorry” is more commonly used now; however, simply saying “please” may get the same response in some situations. If you want to avoid any confusion at all (and especially if someone is speaking to you), just make sure not to say either of these phrases out loud!
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2. Let The Other Person Finish Speaking
There’s a reason why the popular saying “Listen more, talk less” is just that: popular. When it comes to learning how to communicate in a way that’s effective and engaging, listening is really the most fundamental skill you need. If you’re actively listening to what the other person is saying, then you’ll get what they’re trying to communicate because you’re working with them on putting their thoughts into words.
This kind of cooperation leads to better understanding on both sides and more productive communication overall. If you find yourself having difficulty focusing when others are talking, try reflecting back what they’ve said by repeating it in your own words. This will not only help you grasp their meaning but also let them know that you understand them and are interested in what they have to say!
3. Pay Attention To How You’re Listening
One of the best ways you can be an active listener is to ask questions. Asking questions shows the person you’re speaking with that you are engaged in the conversation and care about what they have to say.
You can think of questions as a way to engage with someone who doesn’t share your interests, or simply as a way of showing genuine interest in what others are saying. It’s also important that you listen with your eyes and body as well as your ears, don’t stare off into space while someone is talking to you, and don’t sit slouched over or fidgeting.
It’s also important that you listen without interrupting. Talking over people isn’t just rude; it can also be frustrating for both parties involved, since it prevents them from finishing their point or thought before moving on to another topic or idea. In addition, try not to look at your phone while someone is talking to you. This communicates that they aren’t important enough for your attention and could result in hurt feelings or misunderstandings later on down the line.
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4. Watch Your Body Language
Your body language plays a big role in communication, and it can even be more important than the words you use. For example, if you’re saying “I’m sorry,” but your arms are crossed and your face is scrunched up with frustration, the person on the receiving end probably won’t believe that you really mean what you said.
Conversely, paying attention to other people’s nonverbal cues to gauge how they’re feeling will help guide your next steps in communicating with them. Here’s some advice for making sure your body language helps rather than hinders communication:
- Make eye contact when speaking to someone to show that you are engaged and want to connect with them.
- Keep an open posture by having a straight back or leaning forward slightly; slouching can make others think that you aren’t genuinely interested in what they’re saying.
- Liven up your gestures whenever appropriate to emphasize what you’re saying; however, try not to be overly animated or fidgety so as not to distract from your message or annoy others (this is especially important if you’re giving a presentation).
- Don’t play with your hair or fidget with your hands because this can indicate nervousness or boredom; it may also make others feel uncomfortable.
- Don’t cross your arms because it may give the impression that you don’t want to connect with whoever’s speaking.
5. Be Aware Of Your Tone Of Voice
Communication can be a tricky thing. We’ve all had the experience of someone on the phone being rude to us, or worse, not even hearing what we’re trying to say. The key to good communication is something that seems like common sense but is often forgotten: be friendly!
You’ll notice an immediate difference in your conversation if you use a friendlier tone of voice. There are lots of ways to do this, from having a positive outlook to making eye contact and smiling when you speak with others.
Of course, sometimes people are rude without realizing it. Sometimes they just don’t hear very well (mentally or physically) or their mind isn’t on what’s being said. It may feel uncomfortable at first to hear yourself speak in a monotone voice, but soon you’ll learn how much more effective it is for those around you to listen and respond when your voice has more energy behind it.
6. Be Specific In Your Requests, Compliments And Criticisms
Specify what you hope to accomplish when asking people to complete a task. For example, if you ask your friend, “Can you help me with this?” they’ll likely do the bare minimum. But if you say, “Can you proofread this for me and let me know what I can improve?” then your friend will likely give it their all in helping you out.
They’ll go above and beyond the usual scope of simply reading through the piece, and they may even catch mistakes that others might have overlooked. When praising someone, get specific about what you appreciate about them or their work product.
For instance, instead of saying “You look good today,” try something like: “I love how lovely your hair looks today.” It makes the other person feel more validated than a generic compliment would. As such, they’ll be more motivated to maintain or improve whatever it is that made them so great in your eyes.
Along similar lines, don’t hesitate to give critical feedback when necessary but again: be specific! If a colleague’s writing is unclear or confusing in some way, point out the issues and suggest changes that would make it easier to read while still keeping its original meaning intact.
This is also helpful for yourself down the road if there are any aspects of communication etiquette that are difficult for you personally: simply being aware of such aspects can help strengthen them over time!
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7. Don’t Gossip
It’s not always easy to resist sharing juicy news. But gossiping can hurt you in several ways.
First, it can make you look bad to the person you’re gossiping with. They may wonder how you know so much about somebody else’s life and what your relationship is with that person. They also may feel awkward about being put into the position of hearing someone else’s secrets. If what you said is untrue, they may also think twice about believing anything else you say in the future.
Second, it makes us look bad to the person we are gossiping about
Third, if what we’re spreading around isn’t true or violates someone’s privacy, it could get us into legal trouble.
Finally, a habit of spreading rumors and stories behind people’s backs destroys any chance for trust in a relationship with them.
8. Let Go Of Negativity
No matter what you do, there’s bound to be someone who will try to rain on your parade. If this happens, don’t let that person have a damaging effect on your overall mood and temperament. Instead, block out the unnecessary negativity and just roll with it.
Even if something bad is going on in your life such as the loss of a loved one or an unexpected accident you should still attempt to remain positive. People tend to avoid negativity like the plague, so even if you’re feeling down in the dumps about something personal, try not to let that come through when you communicate with others.
If you’re upset about something at work such as a coworker telling lies about you or hearing your boss say that she is planning on firing half of her employees, try taking some time off from communicating before sending any emails or texts. If possible, go for a walk outside and immerse yourself in nature for a while. After all, it’s much easier to be more respectful and polite when you are calm than when you are angry or sad.
9. Speak Up If You Have Something Valuable To Contribute To The Conversation
It can be frustrating to feel like you’re not contributing your fair share in a conversation. However, it’s important that you make sure that what you’re sharing really adds something of value before speaking up. If you don’t have something to contribute, let the other people talk instead of interrupting for no reason.
Make an effort to participate in the conversation and show interest in the topic at hand, but don’t pretend that you know more than you actually do or try to speak over other people just for the sake of saying something.
Not only is this bad form, but it can also be disrespectful and make people less likely to want to interact with you, which will hamper your ability to maintain healthy relationships and further your career goals.
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10. Give Positive Feedback Whenever Possible
In any relationship, it’s important to have positive feedback on a regular basis. It tells the other person that you’re satisfied with the relationship as it is and gives them a sense of accomplishment at having made you happy in some way.
Similarly, when talking to your co-workers, being able to give and receive positive feedback will keep you feeling supported while reinforcing good habits and behaviors. Since we’re all human, even small words of encouragement are often motivating enough to encourage us to act or perform better in the future. Positive feedback can help employees feel like their contributions are appreciated and will also make them feel more empowered in their day-to-day work life.
Whether at work or with friends, remember that there’s no harm in giving someone a compliment! If they’ve done well at something, let them know how much you appreciate their effort; if they’ve helped you out recently, tell them so! In short: take every opportunity to shower praise upon those around you.
11. Own What You Say And Do
Owning what you say and do means being responsible for all of your actions. This means knowing when you are both right and wrong, accepting the consequences, and acting appropriately.
Being responsible for your actions is the first step in building trust. It also shows respect to others, as you’re owning up to your mistakes instead of blaming someone else or making excuses.
12. Exercise Tact
Being tactful is the art of being sensitive to other people’s feelings, even when you have different opinions or disagree with what they say.
Here are some tips for saying things tactfully:
- Make your own emotional state clear at the start of a conversation. If you’re upset, don’t hide it. Expressing feelings helps others understand better where you’re coming from. Say something like: “I’ve been having a bad day and I might be more sensitive than usual.”
- Be careful with humor. Don’t make jokes at the expense of other people or groups, which can put them in an awkward position and make them feel excluded or attacked. Also avoid sarcasm when communicating electronically it can be easily misinterpreted without body language and tone of voice to indicate how serious you really were being.
- Think about listening more than speaking during a conversation. This shows respect for the other person’s perspective even if it differs from yours. If you find yourself getting defensive because someone has said something that upsets you, take a moment to reflect on what they said and respond thoughtfully instead of lashing out with an angry retort that could irreparably damage your relationship with that person (and possibly others who hear about the conflict later).
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13. Avoid Backhanded Compliments Or Passive-Aggression
As a general rule, you should avoid any expressions that are confusing or unclear. Being direct means saying what you mean and meaning what you say. Passive-aggressive language is typically indirect or implied, with the intent to offend or hurt the other person’s feelings.
While it can be tempting to use passive-aggressive communication when you’re upset, in most cases it’s best to try and speak directly about your frustrations. Examples of passive-aggressive statements include “Nothing” as an answer to “How was your day?” and “Fine” as an answer to “How are you feeling?”
Here are some examples of situations where it’s more appropriate to use indirect (passive-aggressive) communication:
- When giving a compliment if there is a chance the recipient won’t believe it (“That jacket looks nice on you.”)
- When saying no if there is a chance the recipient will become angry (“I can’t take on this new project.”)
- When discussing a sensitive topic that might elicit emotion from the recipient (“What do you think about us getting married?”)
14. Look Someone In The Eye When You’re Talking To Them
When you are speaking to someone, and even when you are listening, look that person in the eye. If you know someone who is far away and unable to meet in person, it can still help to look at the camera so that this other person feels heard and seen. Eye contact is a necessary part of communication etiquette, because it shows another person that they have your attention and respect.
People may feel uncomfortable if they think they aren’t being listened to or noticed. By looking at them during conversation, you give them your full focus. You will receive their full focus in return, which can increase understanding between you both.
Final Thoughts
You don’t have to be a great conversationalist or a master wordsmith to improve your communication skills. In fact, the majority of communication is body language, not the words we use. The benefits of improving your communication are numerous. You’ll have better relationships, more opportunities in life and work, and will come across as more interesting, authoritative and influential. Practice good communication etiquette with everyone you speak to. You never know who could be an opportunity for you in the future.
Now you have a better idea of how to communicate with people both in the workplace and in social settings. We hope that this article has been helpful to you, and that you’ll be able to apply these tips the next time you’re talking to someone. Remember, good communication skills go a long way in helping everyone interact more effectively and enjoyably.
Further Reading
Here are some additional resources on effective communication that you may find helpful:
Effective Communication – ProofHub: This article provides insights and tips on improving communication skills in various aspects of life.
9 Tips for Improving Your Communication Skills – Garfinkle Executive Coaching: Explore this article to discover practical tips for enhancing your communication skills and becoming a more effective communicator.
Effective Communication in the Workplace – Asana: Learn about the importance of effective communication in the workplace and how it can contribute to team collaboration and productivity.
People Also Ask
What Is Communication Etiquette?
Communication etiquette is a set of rules that describe proper ways for people to interact with each other. In the context of this article, they’re tips we can use when communicating with each other over email or text.
What Are The Basic Rules Of Etiquette?
The basic rules of etiquette include things like being polite and generous, treating others with respect, and not making others uncomfortable. They also include things like expressing thanks appropriately and being courteous in social situations.
What Are Some Examples Of Etiquette?
Examples of etiquette include responding graciously to all compliments you receive (even if you don’t believe them), not reading someone else’s mail without permission, and using hand sanitizer before eating your own food if you’ve recently touched someone else’s even if they’re sick.
What Are The 10 Good Manners?
The 10 good manners include expressing gratitude when appropriate, addressing your elders respectfully, speaking slowly enough that others can understand you clearly (without shouting at them), listening attentively when others are talking (without interrupting them), greeting people warmly when meeting them face-to-face or by phone (but only after saying “hello”).
Saying excuse me instead of simply walking away from an ongoing conversation without so much as a passing nod in its direction and always standing up before leaving a table where there may be guests present who aren’t quite finished yet with their meals or conversations.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.