11 Steps to Effective Communication Skills That Get Results

Good communication skills are the key to success in everything a person does. Communication isn’t just public speaking; it also encompasses those quiet conversations and interactions with strangers, potential customers, friends, and family members alike.

Good communication doesn’t just happen spontaneously; it’s a skill. And just like learning to play an instrument or a new art, a business owner’s communication skills can grow or atrophy based on the actions they take every day. Thankfully, that means anyone can learn to be a better communicator, and ultimately, it’ll help a business owner grow. Not only will effective communication help owners and their clients reach a mutual understanding more rapidly, but it’ll also help the owner build trust and even build confidence.

Business owners can follow these eleven steps to help themselves develop their communication abilities to get ahead.

What is the first step of effective communication?

There’s no “owner’s manual” for the communication process, unfortunately. Communication isn’t a completely linear process, either. The first step is (arguably) establishing trust with the audience, but there’s more to it than that: knowing the audience, anticipating misunderstandings from the person receiving the information, and more. This section explores eleven steps that many leaders (and other good communicators) follow to get better outcomes with all their communication efforts.

Step 1: Establish trust

If an entrepreneur is looking to grow their business, then one of the first things they need to do is establish trust with their potential customers. They also need to build trust with their employees. And with both groups, they need to succeed with building trust quickly.

Unfortunately, there’s no one-size-fits-all formula to do this; some people are naturally more trusting, while others are apprehensive. Sometimes a single, honest conversation can make an employee excited to continue working with a business owner. But another potential client might need lots of interactions with the owner before they start to trust them.

There are a few things communicators can do to help foster trust. Honesty and respect are key. So is consistency. Every interaction should be as genuine as possible (without oversharing or being unprofessional). Hopefully, over time, the business owner will win them over.

But if an entrepreneur finds that they’ve spent lots of time trying to build trust and someone still seems apprehensive, they shouldn’t take it personally. No person (and certainly no business) will be the right fit for everyone.

Step 2: Know the audience

Knowing the audience is a crucial step in effective communication. In short, a communicator needs to understand who their audience is, what they want (or need) to hear, and how they prefer to receive information. This knowledge helps a person tailor their message, language, and communication style to the audience’s needs, increasing the chances of successful communication.

Here are some factors to consider when getting to know an audience:

• Demographics: Age, gender, occupation, education level, and cultural background can all influence how a message is received.
• Interests: What are their needs, desires, and pain points? What are their goals? Understanding these can help with addressing their concerns directly.
• Communication Style: Do they prefer formal or informal communication? Do they prefer a phone call, an in-person meeting, or even a text message?
• Level of Knowledge: What is their level of understanding about the topic? Tailoring the message to the audience’s knowledge level helps ensure clarity and engagement.

For example, suppose a person is speaking to a brand-new team member who’s twenty-five, and they need training to use a software platform the company has. In that conversation, the speaker would need to avoid technical jargon or acronyms from the program that would confuse them. But since technology and computers aren’t brand-new ideas to them, the boss probably wouldn’t need to give an explanation of every single thing about the company’s IT assets.

By understanding the target audience, a speaker can adapt their communication style to the audience’s needs, making the message more relatable, engaging, and effective.

Step 3: Speak clearly and concisely

The other tips that this guide has mentioned so far have been pretty abstract; this one’s very practical. A simple pillar of leadership communication (or any clear communication, for that matter) is to ensure that a communicator speaks clearly and keeps their words to the point.

These two factors, clarity and conciseness, need to coexist. A boss could speak with the best diction in the world, but if they said too much, they’d probably bore their listener. In contrast, if the message is expertly crafted but the speaker talks like they’ve got a mouth full of peanut butter, they’ll never get their point across.

A good rule of thumb: a speaker can record themselves while they’re practicing their speech or planned conversation. A recording can give a good look at how long the conversation is and if the speaker is clear enough to be understood.

Step 4: Anticipate potential misunderstandings

What are some of the most common barriers to effective communication? For starters, there’s language or word usage. It’s very easy to misinterpret a statement; a phrase that a speaker thinks sounds kind and professional might come across as flippant or threatening to the listener (or audience). This is especially true for written communication, but it can still happen with the spoken word.

Prudent communicators do their best to avoid this. They’ll double-check if the words they’re using have any double meanings, especially if they’re talking to someone from a different culture. They use humor sparingly and cautiously, since sarcasm and jokes can easily be offensive (or at least make the speaker appear flippant).

If in doubt about a statement, it’s wise to ask a few trusted people for constructive feedback. Even one or two extra opinions can help a communicator know if their words could be taken the wrong way.

Step 5: Learn how to use tone and body language

It’s easy to talk about communication and only address the verbal aspect of it. But nonverbals are actually powerful communication tools. Nonverbal communication is any form of communication that doesn’t use words, such as body language, eye contact (or lack of it), facial expressions, tone, and inflection. Many people don’t even realize that their nonverbals are happening.

For example, a speaker’s negative body language, like crossing their arms or avoiding eye contact, can contribute to misunderstandings or conflicts. In fact, the misreading of body language and tone of voice is one of the most common problems in the breakdown of communication.

Nonverbal cues can be very powerful, and they might even make a listener (or even the speaker) become defensive. Smart communicators avoid defensive and negative nonverbal cues; they keep a friendly tone and a welcoming posture.

Remember that negative and positive body language come across in any language and in any circumstances, too.

Step 6: Practice active listening

Active listening is a key ingredient in effective communication. It involves fully concentrating on what the other person is saying, understanding their perspective, and responding thoughtfully. Effective listening helps build trust, resolve conflicts, and helps ensure that messages are conveyed accurately.

To practice active listening:

• Give the speaker undivided attention: Focus entirely on the speaker, avoiding distractions. Put the phone away (or better yet, put it on silent).
• Avoid interrupting: Let the speaker finish their thoughts before responding. Planning a response while a person is still speaking can lead to misunderstandings.
• Use verbal and nonverbal cues: Nodding, maintaining eye contact, and using affirming words show engagement.
• Paraphrase or summarize: Repeat back what the speaker has said in a paraphrase to ensure understanding.
• Ask follow-up questions: Encourage the speaker to elaborate and provide more information with smart questions (especially open-ended ones).

By practicing active listening, an effective communicator can improve their relationships, resolve conflicts, and communicate more effectively.

Step 7: Never assume anything

This points back to step 2’s “know the audience” advice, but it’s still worth mentioning that assumptions are a big barrier to good communication. The old saying about people who assume (yes, that one) can prove true to an extent. And it causes challenges with communication.

No one looks at the world the exact same way an individual communicator does. That’s why the prudent communicator doesn’t assume that the audience will feel the same way in response to a particular conversation or message.

Step 8: Recognize communication issues caused by technology

Technology both helps and hinders communication. It helps because it allows people to communicate quickly across long distances. But technology can also hinder communication because, often, it can make it easier for misunderstandings to happen in that context.

These misunderstandings can stem from a variety of problems. For starters, digital messages like email, DM, and text can all make it harder to catch a speaker’s tone since the audience can’t see the speaker’s facial expression and hear the inflection in their delivery. So it’s hard to tell if they’re angry, excited, nervous, or simply stating a fact. But if those same people were conversing face to face, they’d be able to read these nonverbal cues for better understanding. It works both ways, too; it’s harder to know if the intended message is getting across with digital messaging.

Technology can also introduce some problems since there can be time breaks between messages, which can add to the confusion. Even video calling can introduce problems like broken wi-fi connections, multiple speakers talking at once without realizing, and more.

Planning ahead for these potential issues can make a big difference. It’s also a good idea to follow up on essential messages to make sure everyone is on the same page.

And most importantly, smart communicators don’t over-rely on technology. There are some conversations that are best held face-to-face. When a conversation will be confusing or emotionally charged, like giving someone bad news or giving criticism during an employee’s poor performance review, a face-to-face conversation may be the best option. That way, both people can watch each other’s expressions and hear their tone of voice clearly, helping avoid misunderstandings.

Technology is a great tool for communication. But it’s best when it isn’t overused. It’s equally important to use the right tool for the job at all times.

Step 9: Manage stress and emotions

Managing stress and emotions is critical for effective communication. When human beings are stressed or emotional, their communication styles can become defensive, aggressive, or passive, leading to misunderstandings and conflicts.

To manage stress and emotions, prudent communicators:

• Recognize their emotional triggers: Good communicators develop emotional intelligence; they’re aware of what makes them emotional. That way, when they realize they’re becoming overwhelmed, they’ll know to take a step back.
• Practice relaxation techniques: Deep breathing, meditation, or even a short walk can help calm the mind.
• Use positive self-talk: Reframe negative thoughts and emotions with positive affirmations.
• Take breaks: Sometimes stepping away from a situation can help a person regain composure and perspective.
• Seek support: No one should hesitate to talk to friends, family, or a therapist if they need help managing their emotions.

By managing stress and emotions, everyone can communicate more effectively, build stronger relationships, and achieve their goals.

Step 10: Learn how to talk business

If someone owns their own business or they’re heading up a multi-member limited liability company (LLC), it’s their job to lead the way. A huge part of being a good business professional is collaboration, and for collaboration, a boss needs good communication.

There’s a lot that goes into communicating well in the business sector. A business owner needs to be familiar with the jargon of their industry, but they’ll also need to know when to explain that jargon if they’re working with someone outside the industry. They also need to know how to ask open-ended questions to avoid sounding like they’re interrogating someone (while still getting the information they need).

Last but not least, a good speaker knows they need to be kind and professional in the way they communicate good news and bad news alike.

Step 11: Putting it all together

Effective communication is a skill that takes practice, patience, and persistence. By following the steps outlined in this guide, any business owner can improve their communication skills and achieve their goals.

To put it all together:

• Know the audience: Tailor the message to their needs and preferences.
• Use positive body language: Nonverbal signals like eye contact and open body language convey confidence and enthusiasm.
• Practice active listening: Build trust and understanding by fully engaging with the speaker.
• Manage stress and emotions: Stay calm and composed to communicate effectively.
• Use clear and concise language: Ensure the message is easily understood.
• Be open to feedback: Adapt communication styles based on feedback to improve continuously.

By putting it all together, business owners can become more effective communicators, build stronger relationships, and pursue ongoing success in their personal and professional lives.

Conclusion

Mastering effective communication takes time, effort, and a willingness to grow. By applying these 11 steps, business owners can build stronger connections, avoid misunderstandings, and achieve better results in both their personal and professional lives. Remember, good communication isn’t just about talking — it’s about listening, understanding, and responding with empathy, clarity, and respect.

Whether someone’s navigating a business deal or simply having a conversation with a friend, these skills will serve them well in any situation. Improving communication can have a lasting impact on a business owner’s success.

Disclaimer: The content on this page is for information purposes only and does not constitute legal, tax, or accounting advice. For specific questions about any of these topics, seek the counsel of a licensed professional.