EFFECTIVE COMMUNICATION SKILLS FOR GOOD LEADERSHIP

INTRODUCTION

A leader must possess effective communication abilities if they want to keep their position. A leader is someone who assumes a significant position within a company or a particular area. There are also community, political, and religious leaders, as well as team and group leaders, etc. In this article, we'll examine corporate leaders and how effective leadership requires strong communication abilities. Let's start with a definition of a good leader and how they demonstrate this quality through their choices and communication methods.

WHAT MAKES A GOOD LEADER USE EFFECTIVE COMMUNICATION?

Some people appear to be born leaders, while others are forced into leadership roles. History demonstrates how many individuals with quite modest beginnings have been abruptly elevated to legendary status both inside and outside of their own lifetimes.

What makes a Napoleon or a Julius Caesar?

What inspires people like Martin Luther King, Richard Branson, Steve Jobs, and Warren Buffett innovate in the modern era, where there is less conquest involved? Effective communicators—some may even call them "spin doctors"—are the one thing they all have in common. They are aware of the significance of communicating a vision that people want to be a part of. Napoleon and Julius Caesar both had a grasp of publicity and were adept at persuading people that their defeats were in fact triumphs.

Effective contemporary leaders like Branson and Jobs created entire organizations from the ground up, with each employee being convinced of the mission's value and willing to contribute.

Every opportunity for leadership will come with challenges, mistakes, and difficult times in addition to successes. A great leader can be identified by how they handle difficult situations and the numerous detractors that wish to tear them apart. Timing is essential in many aspects of life. It might be challenging, but mastering the art of speaking clearly to your target audience at the appropriate time and place can be quite beneficial.

Identify Your Audience

Knowing your audience is the most crucial element of any successful communication. Being adaptable in your communication methods is an excellent leadership skill because this audience will fluctuate. In the course of a single day, as the manager of a company or division, you might interact with the following parties:

• employees,

• shareholders,

• business partners,

• potential business partners,

• vendors,

• customers,

• children taking a tour of your facility, and more.

Communication success is mostly dependent on how you speak to people and what you decide to say or not say to them. For instance, you wouldn't discuss your Q4 sales figures with the kids. And only your personnel would receive departmental reviews, not your consumers.

The Proper Moment

Timing is also crucial. No business executive enjoys breaking terrible news, for instance, but there are occasions when the more you do to postpone it, the worse things can get. It is better to communicate this quickly if a slump occurs and you have to start firing employees.

The Ideal Approach

You also need to select the right time and communication approach when you have to deliver unpleasant news, to use an example. Should you refrain from speaking to anyone besides the recipients of the pink slip? Whom should I email? Or should you schedule a date for a crucial appointment by email?

How should you break the news after everyone is present at the meeting? Do you simply declare incoherently that there will be layoffs and move on? Or, will you describe the decision's justifications, the subsequent steps, and your predictions for the future? As a leadership trait, listening is just as crucial as speaking. Will you provide the staff with an opportunity to raise questions concerning the layoffs and the overall situation? or entrust your managers with it?

You will then have a variety of options and follow-up steps available to you when the meeting is complete. Will you personally reprimand each recipient of a pink slip, or will your hiring manager handle it? Or will these employees simply be given their notice, and no one will express regret or gratitude for all of their prior efforts? Communication can sometimes be achieved by just not saying anything at all. A worker who receives a pink slip but is not acknowledged or given clear explanations is likely to be far more irate than a person who is handled with respect.

Your words and silence matter.

On the other side, if the employee thinks they are being let off because you "don't like them" or there is some other type of discrimination going on, providing too much data could create a whole legal labyrinth. Racism, sexism, ageism, and other sorts of discrimination allegations can all hurt your business and potentially expose it to severe financial consequences. It is crucial to be explicit about how all employees are spoken to, and this will start with you as the leader and trickle down to managers and personnel. Any type of offensive humor, bullying, or aggressive behavior should be discouraged at all times and in all contexts, including via email, social media, and in-person interactions amongst coworkers. Some people may find even "harmless taunting" to be cruel and bullying-like.

A Follow-Up

Follow-up is crucial whenever something significant is communicated because it might be the difference between success and failure.

Using the aforementioned layoff as an example, it will be crucial to conduct another meeting to discuss the next steps with the remaining employees after the reductions. Meetings will also be required to ensure that every work performed by the laid-off employees will be filled in their absence.

Being noticeable

Even the most successful leaders desire to retreat to their offices and hide when things become difficult. However, one of the best ways to lead is frequently by being visible. The same can be said about having an open-door policy, which gives people the impression that they may approach you with queries and worries and that you'll treat them respectfully and seriously.

Creating the Mood

Setting the tone is frequently the most crucial component of leadership. A leader who is enthusiastic, optimistic, and has a can-do attitude is more likely to win over followers than one who continually spreads unfavorable information. A leader with strong communication abilities will be able to reframed the problems even when things are poor in order to keep a devoted following.

For instance, it should be made clear that these short-term losses are being made in favor of long-term advantages while discussing the layoffs.

A skilled leader would outline all the advantages and suggest ways in which the task could be done more effectively if two departments were combined.

Transmitting Change

Lots of individuals detest change. Despite the fact that change is a necessary part of life, individuals tend to become so accustomed to it that it can be upsetting or even seem to pose a significant threat to all life as they know it. Having sympathy for this viewpoint can ease the transitions, even if this is usually not the case.

Organizing Continual Meetings

A chance to express oneself effectively and receive feedback is provided through routine meetings. Meetings shouldn't be held merely for show. At the end of each meeting, establish clear objectives, agendas, and next steps. Any actions that emerge from these discussions should be followed up on right away.

Good Listening Skills

For many, communicating persuasively is the key to becoming an effective leader. A good leader, in fact, is also a good listener. Instead than assuming they know the solutions, they demonstrate empathy, respect for differing viewpoints, and a persistent desire to learn from others.

You should be aware that people are merely human. Mistakes are common to everyone. Identify the causes of any mistakes that were made. Observe, then express your opinions. Seek out innovations and ideas. If you feel they deserve it, give someone else a chance. Consider your coworkers like you would your best boss. In order to make everyone feel appreciated, we may all strive to be more empathetic and tolerable if they are going through personal or professional difficulties. We can never truly put ourselves in another person's position, but we can certainly try.

Always be cautious.

Be as explicit as possible in both your spoken and written messages. Any critical information should be confirmed in writing, including by email, ideally soon after a phone call or team meeting. Check and double-check, especially if there are any deadlines coming up. Instead of assuming that everyone is aware of everything, it is preferable to briefly recap significant events and dates in your communications and repeat yourself, for instance.

If you're a leader in your company, these are some of the most crucial elements of good communication. If you're communicating verbally or in writing, your strategy will change a little. The following component will examine verbal communication.

ADVANCED VERBAL COMMUNICATION

Because everyone can speak, even those who aren't outstanding writers, verbal communication is frequently taken for granted. Effective verbal communication does not, however, come easily to everyone. Fortunately, with a little time and effort, it is a skill that can be acquired.

Verbal Communication's Vitality

Beyond the simple transmission of information, spoken words are important. The way something is spoken and how the audience hears it can both be impacted by the delivery's style and tone.

Any leader should practice clear and concise communication both in person and on the phone. A competent leader must also comprehend the distinction between the two as well as other aspects of communication outside words and phrases.

Interpersonal Communication

One of the most effective ways to exchange ideas and invite conversation is through face-to-face communication. However, it might not be the most effective technique to provide in-depth information. When it comes to developing new projects and initiatives, understanding the differences between the two can frequently be the difference between success and failure. For instance, having a face-to-face interaction is excellent, but expecting things to get done properly by rushing through a conversation as you pass someone's desk is not a good strategy. An official meeting or email would be preferable.

Bodily Expression

You may learn a lot about yourself and your communication style from your body language. The message you were trying to express can likewise be undermined by careless body language. There may be a significant discrepancy between your body language and spoken words, which may be perplexing or signal to others that you are not being truthful or are in a bad mood.

For instance, speaking and listening while crossing your arms in front of your chest may send out a lot of unfavorable cues. If you don't look them in the eye or turn sideways, your audience might assume you are on the defensive, incensed, or uninterested. Additionally, folded arms convey the message that you want people to avoid you. As a result, individuals may never ask for what they need from you since it appears from your body language that you are refusing to give it to them.

Be yourself

When you are engaging with individuals face-to-face, a more relaxed and natural body position with your arms hanging loosely at your sides is a lot more welcome posture. Don't fidget when you're talking. Maintain your calm. Don't lose eye contact. Observe your surroundings if you are among a big group. Avoid pacing, but do shift positions as necessary. Head nod as you're listening. Pay attention to what you hear. Try not to speak immediately. Attend to the speaker's completion. Then, to make sure you have heard correctly and to ensure that no one else has missed it, repeat what you believe to be the question's main point.

Vocal Intonation

Speaking in person or on the phone, especially, tone of voice plays a significant role in verbal communication. Saying "Thanks for joining us" at the beginning of the meeting, for instance, could appear sincere and welcoming. However, if it is expressed with emphasis on the word "Thanks" to a person who is 20 minutes late, it may seem highly sarcastic and even impolite.

Similar to how "Thanks a lot" has distinct connotations when spoken and written, It could be caustic or a way to express thanks. Voice tone is crucial.

Organizing Presentations and Meetings.

Being a business leader means that you will eventually have to run meetings and make presentations. Your ability to do this effectively could make or destroy your reputation as a capable leader. On the other side, if discussions turn into pointless back-and-forth fights and little work is accomplished, these sessions will be ineffective and will damage your credibility as a capable leader.

These days, many firms depend heavily on their PowerPoint presentations, which may make or break their bottom line. Therefore, it is crucial to concentrate on this ability so you can produce and deliver presentations that keep audiences interested, persuade them, and inform them rather of making them fall asleep.

Speaking in Public.

You will have to speak in front of both large and small audiences at meetings, presentations, conferences, and other events. According to studies, most people's greatest fear is public speaking, with death coming in third. This, according to an old joke, suggests that most people would prefer to be buried than deliver the eulogy. However, this is not a need. To improve at it and perform it more effectively and confidently, there are various techniques to practice public speaking. Just be willing to put in the time and effort necessary to practice until you achieve perfection. If you feel that this is a personal weakness that needs to be addressed in order to improve as a communicator and leader, you can perform a far better job than you are now doing, even if you are not perfect.

Communicating Confidence

One of the reasons it is so crucial to project confidence as a presenter is because if you do, your audience will feel confident in your message and that you are telling them the truth and not hiding anything. If you seem confident about this being a necessary development for the strength of the firm going forward, people will feel much more optimistic about the future of the company, to return to the example of needing to suggest that layoffs are imminent. Your audience will become uneasy if you come across as hesitant, anxious, or unsure about the necessity of taking these actions.

Motivating the Audience.

People are inspired to follow great leaders. If Julius Caesar lacked confidence or shrugged his shoulders as if to say, "Well, maybe it will work out," he would never have been able to cross the Rubicon and head the Roman Empire. He said, "I came, I saw, I conquered," instead. Every organization will have a few key figures who set the tone and serve as role models for others. It is still feasible for you to set the tone and take the lead on projects and initiatives even if your present position does not currently require any leadership duties. When it comes time for your end-of-year review or you decide you want to ask for a raise, it will be simple to demonstrate your leadership potential if you are willing to put in the effort and can motivate others to follow you. You can also use what you accomplish as specific examples of real accomplishments.

Phone Conversations That Are Effective.

Phone calls can be a quick method to get things done, but if you aren't clear about what you want to talk about and what you want to achieve from the call, confusion may result. Conversation is wonderful, but occasionally it can become pointless. Additionally, you can wind up appearing to concur with a specific course of action only to discover that the other party has forgotten about that particular aspect of the dialogue. It follows that even though you would expect something significant to happen, it never does. Avoid attempting to advance like a charging bull. As a result, you might only hear "no" and miss out on the chance to engage in meaningful discourse. Everyone is busy, journalists in particular. If you phone them while they are on deadline and try to sell a story to them, for example, you will probably get the response "no, and don't call again."

On the other hand, if you call and inquire about their availability and whether they are under a deadline, they will realize that you respect their schedule and working conditions. Ask when would be a good time to call back and whether they would prefer the phone or email if you then say that you would like to pitch a story. Be prepared if you decide to make a follow-up call. Make a list of talking points before each call. One by one, cross each one off. As necessary, take notes.

Use dictation tools like dictation.io if you're scared you'll forget something. Even if you can only record your half of the conversation in this manner, at least you will have your side of the story. You can make any necessary notes on what they say. Review your notes after the conversation is over, then type them up so they make sense. Send the recipient a thank-you email after making sure your summary of the conversation is accurate. Send a duplicate of the notes you have taken.

Highlight any necessary follow-ups, deadlines, or next measures in particular. By doing this, you can make sure that you both understand what was said. Inquire if there was anything you missed or if there was anything else they wanted to cover. Request that they include it in the email or schedule another call. You will end up with a shared document and "paper trail" that contains all of the crucial details that were discussed during the phone session once they have contributed their ideas. Then, you may use that to monitor the progress, draft a new contract, amend an earlier one, and so forth. This is a good place to start talking about the value of written communication in terms of your broader leadership tactics. In the section following, we'll examine this.

PROPER WRITTEN COMMUNICATION

We covered the value of phone and in-person talks for conveying ideas in the previous section. But nothing can replace the written word when it comes to official commercial agreements. In order to ensure that everyone knows what is being said and/or agreed to, all of your written communications must be precise, succinct, and grammatically correct.

You will need to write in a variety of styles during your company leadership. Included in them are:

• Business plans,

• business proposals,

• project specifications,

• job descriptions,

• shareholder reports,

• outline of new initiatives,

• speeches,

• to-do lists,

• checklists,

• PowerPoint presentations,

• emails,

• letters, and

• press releases

• Plus much more.

Many individuals detest writing, yet the truth is that the better you are at writing clearly and persuasively while targeting the appropriate audience, the more effective a leader you will be.

Utilize Your Content

Writing the essentials once and using them again as needed is one of the finest strategies to produce high-quality written material quickly. Keep all of your most significant correspondence in files and folders with distinct labels. You should have easy access to things like your business plan, mission statement, quarterly reports, and more. The best PowerPoint presentations are the easiest to modify for various circumstances.

Make excellent records.

An organized leader is a good leader. For any significant work, keep a paper trail of the people involved as well as the names, dates, times, locations, emails, receipts, and more. If you own a business, these are necessary for tax purposes. They act as a backup in case anything happens to your computers and you need printed copies of all of these things. Keep up with your paper and digital filing. All of your most crucial contracts should be kept in paper form, with at least two copies kept on hand: one for storage and the other for consultation and copying, if necessary. Organize your computer and emails. So that you can quickly access crucial documents if necessary, keep your files organized and stored in a fireproof cabinet. Use cloud-based storage as well as backup hard disks to make sure nothing is ever lost.

Consider what would transpire as well if something were to happen to you. Naturally, we are not necessary. But in the event of an accident or illness, having a well-organized system in place can make life much simpler for anyone in the organization who needs to take over your responsibilities if, God forbid, you were to fall ill or if you were ever fired.

Education and Learning High-Quality Written Communication

Writing well requires practice, much like most other skills in life. The good news is that your talents will advance the more you practice it. Effective written communication is crucial for leadership and achievement. Success and failure can both be determined by following instructions and providing clear instructions.

Regardless of the work or project that s/he is directing, a strong leader must communicate his/her objectives and long-term vision. For more difficult jobs to be completed, everyone must exchange information because no one is a mind reader. Clearly express your desires. Consider the readers' possible inquiries. Put together all the data your audience will want to finish a task, and assist them while they work on it. Give your employees instructions on how you want to be reached. Proofread each email you submit to demonstrate a high standard of excellence. Slow down. Then, before pressing the Send key, check everything again using your spelling and grammar checker.

Don't micromanage your workers; instead, instruct as necessary and then let them take command. The results may make you happy with your decision.

Observe Your Language

The power of language, Just take a look at any eye-catching newspaper editorial or some of the most well-known speeches in human history. You should speak your mind and act on it. You don't have to sound like a dictionary or use flowery language. So that your writing is understandable to everyone who reads it, be concise and clear. To find synonyms, you can occasionally use a thesaurus, If you don't know a word, look it up in the dictionary.

Watch Your Grammar

Business writing and digital communications like emails, websites, and PowerPoint decks benefit most from concise, direct paragraphs. To make your point, you don't need to write wordy college essays.

Teaching leadership and effective communication techniques can be challenging at times, but it can be worthwhile if you can run a more efficient business with better communications that customers will want to read, that instruct your staff, and that ensure everyone is on the same page.

Some claim that there will always be leaders and followers, and that some people are naturally born leaders. They may have a strong personality and aspire to be a leader, but it takes a special kind of person to persuade others to follow them. They will typically achieve this through demonstrable success, which entails setting an example for others and demonstrating how things should be done.

A good leader can show others how to communicate effectively by modeling it for them by prioritizing it in all of their face-to-face, verbal, and written interactions. In your leadership position, evaluate your communication skills to see if you have room for improvement. By doing this, you can advance even further in your development as a leader.

A successful future to you!