MODULE 1: Introduction to Effective Communication

TOPIC: The Characteristics of an Effective Communicator

EXCELLENT communication skills are a benefit in every profession. Being an effective

communicator can improve your work relationships and increase your productivity. If you'd like
to strengthen your communication skills, it may be helpful to consider the common characteristics
of great communicators.

Effective Communication is the bloodline of any business. A slight misunderstanding can lead to
a financial disaster. An organization relies on effective communication to sustain and maintain
itself.

In this lesson, we list the common traits of good communicators and we explain how these
characteristics can improve communication.

Skilled communicators often share characteristics that allow them to use written, verbal and
nonverbal communication effectively. Here's a list of qualities that successful communicators
often have:

1. Good listener

Communication usually requires two or more parties to be active in the conversation. Listening to
others can help build relationships and ensure understanding. Actively listening when others are
speaking or otherwise communicating with you can show that you respect them and allow you to
learn more about the speaker or the subject of the conversation.

2. Concise

Being direct and clear with your communication can ensure that you properly convey your
intentions. For example, if you're explaining a process to a new employee, offering clear,
straightforward steps can help them learn quickly. It's also important to be aware of how much
time you're taking when talking with clients and colleagues. If someone appears busy, being
concise shows you respect their schedule.
3. Empathetic

Empathizing with others can help you build trust and relationships in the workplace. Try to be
understanding when a coworker or employee is having trouble and express your sympathy. Letting
others know you care about their well-being can also make you more approachable, which may
encourage others to continue communicating with you.

Being empathetic is also very useful in conflict resolution because it can allow you to imagine
what others are feeling and understand their actions.

4. Confident

Being confident in your communication can grow your credibility as a professional. It also can
help you properly communicate your needs. Consider expanding your vocabulary and pausing
whenever you are unsure of what to say. This can help you remember your thoughts and speak
clearly.

5. Friendly

Speaking and writing in a friendly tone can encourage others to communicate with you more often.
Consider greeting people when you speak to them both in verbal conversation and in messages
such as emails. Use the person's name if you know it, and be positive and friendly when interacting
with others in person or on the phone.

6. Observant

Observing nonverbal communication, such as body language, is a very important aspect of

communication. Recognizing your coworkers' and customers' body language can give you insight
into how they are feeling. It can also help you determine how they feel about your own demeanor.
For example, if you're having a casual conversation with someone who seems relaxed, your
demeanor is probably also relaxed. Being purposeful in your own communications, including body
language, can help others understand your needs and intentions as well.

7. Appreciative
Letting others know when you are thankful for their actions can help motivate your team and
improve their skills. Providing verbal positive reinforcement also can help ensure that the person
you are praising or thanking continues their good practices.

Communicating your appreciation can also help remedy issues. If a fellow professional made a
mistake, providing constructive feedback paired with an appreciation for what they have done
correctly can help maintain a peaceful and productive work environment.

8. Polite

Being polite in your written, verbal and nonverbal communication can ensure that your intentions
are clear. Consider kindly greeting others when starting conversations, actively listen and use good
manners when interacting with others. This can also establish an excellent reputation and invites
others to treat you politely as well.

9. Organized

Try to organize your speaking points, emails and other forms of communication so others
understand your intended purpose of the interaction. You can communicate in a clear and
organized manner by staying on topic and creating a purposeful structure for your conversations
and messages.

10. Sincere

Being genuine when you communicate with others can build a sense of trust and respect. Speaking
with sincerity involves sharing your feelings and opinions, which can encourage clear and
meaningful interactions with others.

11. Good judgment

Being able to decide the appropriate method and time to communicate with others can ensure
peaceful and effective interactions. Consider the conversation you want to have and the right
medium for your message. For example, if you need to discuss confidential information, a private
in-person conversation is probably best. You can probably schedule meetings or ask for status
updates via email or through a phone conversation.

12. Respectful

Showing respect during your communications involves being polite and attentive. In order to
convey your respect for someone you are speaking with, allow them to finish speaking before
replying. Actively listening to another can also show that you respect them and their point of view.
When listening to others, consider their words and what they actually mean to see if you can apply
them to your response.

13. Consistent

Consistent communicators interact with others on a regular basis. Establishing a predictable and
reliable channel of communication can help keep others well informed and maintain work
relationships. Consider creating a time frame and method in which you respond to others or are
available for conversation. For example, if you reply quickly to online instant messages, you could
encourage others to contact you using this method if they need immediate answers.

14. Retentive

Being retentive means you can remember details of previous conversations and interactions with
others very well. This is a useful skill to ensure your communication is efficient and personal. If
your coworkers and customers tell you personal information about themselves, try to remember it
so you can ask them about it later. This can help bond you with other professionals and build strong
workplace friendships.

For example, if your coworker speaks about their dog called ‘Danger’ often, you can ask about it
during a casual conversation, which shows you listen to them and want to build a better relationship
with them.

15. Inquisitive
Asking detailed and thoughtful questions can lead you to learn new things and help clarify
instructions. Skilled communicators often ask questions to strengthen their understanding of
expectations, intentions and feelings. Often, it is more efficient to ask questions when you are
unsure about a work task. Asking questions in a public communication channel is especially
effective because it can ensure you receive an answer quickly and allow others who may have been
curious a chance to learn as well.

16. Honest

Great communicators are often dedicated to being honest. This practice can earn you a positive
reputation and ensure that all workplace communication is accurate.

17. Reliable

Being a reliable communicator means that your coworkers and employees can trust you to start a
conversation when needed and respond effectively to others. Try to craft timely responses when
others contact you. Consider reaching out to others quickly when you need help or clarification.
These practices can help ensure that your workplace has effective communication.

18. Proactive

Skill communicator address conflicts in a timely manner and starts a conversation when needed.
Being a proactive communicator can help prevent misunderstandings and establish a responsible
reputation.

19. Reflective

Self-reflection is an important aspect of communication. It allows you to think thoroughly before

speaking, which ensures that you are clearly and intentionally communicating. Being reflective
can also encourage you to consider how your words and body language might make others feel.

Try to recognize the outcomes of the way you react to others and your feelings. Being conscious
of this can help you adopt better communication practices.