305: Improving Verbal Communication Skills to Enhance Promotability

Improving Verbal Communication Skills to Enhance Promotability

Today, I want to give you strategies to improve your verbal communication skills – specifically, with an eye to enhancing your promotability.

Next week’s episode will piggyback on this one with ways to improve your written communications skills – also with an eye to enhancing your promotability.

In episode #113, I covered active listening at work; here’s the link to that episode:

https://exclusivecareercoaching.com/posts/2020-02-05-113-active-listening-at-work/

In episode #114, I talked about effective communication at work, and I’ve included that link in the show notes. I’m going to include some of that information in today’s episode.

https://www.exclusivecareercoaching.com/posts/2020-02-12-114-effective-communication-at-work

Let’s start with an assessment of your verbal communication skills – tell yourself the truth as you answer these questions. I highly recommend journaling your responses.

1.     Do I ask questions when I don’t understand something, or do I keep it to myself?

2.     Do people often misunderstand my messages? Am I often surprised that they don’t understand what I am saying?

3.     Is it easy for me to understand someone else’s point of view during a conversation?

4.     Do I think about how my responses will be perceived by others, or do I speak without thinking? 

5.     Do I find it difficult to see and read people’s body language?

6.     Do I struggle to find the right words to convey my message?

Which one of these is a weak link for you? Develop a 90-day goal to improve that area. Asking for a mentor’s help, watching YouTube videos, listening to podcasts, reading books, asking for people’s feedback, or taking a course are all ways to improve your area.

There are four steps to the communication process:

-The words you speak (articulation, correct word usage)

-What you meant by those words (intonation, vocal pauses or emphases)

-The words the listener heard (ability to hear what is said, the listener’s understanding of the language you are speaking in)

-What the listener makes those words mean (experience, cultural differences)

Utilizing both verbal and written communication skills, you want to be able to clearly communicate your achievements and contributions to your manager. You also want to be able to articulate your career aspirations – he or she needs to know that you want to be considered for a promotion at the appropriate time.

Next, let’s dig into specific verbal communication issues you may have and ways to improve.

1.     If you find yourself straying mentally when others are speaking, you may have a challenge with active listening. Strategies to improve:

-You have to be able to hear the other person. If the space you are in is too noisy for that to happen, suggest moving to someplace quieter.

-Are you possibly dealing with a hearing problem? Is this something you need to get checked out? Or is the problem only when there is a lot of ambient noise? If so, move to someplace quieter.

-Are there visual distractions around you that are interfering with your ability to pay attention? Relocate the conversation to minimize.

-Are you asking questions to make sure you understand what the other person is trying to communicate? The key here is to find the balance between constantly interrupting the speaker and making sure you understand their message. Another tool for understanding is to repeat back what you heard.

-Are you making appropriate eye contact? My rule of thumb is your eye contact should be nearly 100% when the other person is speaking and at least 60% when you are speaking. Also, be sure to nod and make appropriate facial gestures to show you are listening.

-Do you have trouble retaining important information after a conversation? If so, WRITE IT DOWN.

-Are you paying attention to nonverbal cues – and working to reconcile them with what’s being said? If not, you’re missing more than half of the conversation – the 55/38/7 formula created by Albert Mehrabian states that communication is 55% nonverbal, 38% vocal, and 7% words only. If this is a challenge for you, I recommend you look up some YouTube Videos on nonverbal communication.

-Do you understand what the speaker intends for you to do with the information they are about to give you? If not, ask questions – does the speaker want your advice, do they want you to take action, do they want to just impart information?

-Are you showing the appropriate emotional response to what is being said? If this doesn’t come naturally to you, it may be a case of “fake it ‘till you make it.” Excitement, empathy, and understanding are all possible emotional responses.

2.     If your challenge is speaking clearly and concisely, you’ll want to work with a coach or find a mentor who can give you real-time feedback on your verbal communication skills. Specific areas for them to help you with include:

-Are you clearly stating your message? Can the other person understand the information you are trying to convey?

-Are you using unnecessary jargon or fillers? Slang, inappropriate use of words (hone instead of home, irregardless instead of irrespective), fillers like “Um” or “I mean” or “Sort of”), or overusing a word like “literally” or “fantastic.” And, of course – no profanity.

-Are you conveying your message concisely – with an appropriate amount of detail but not too much? Are you staying on point?

-Are you using examples or analogies as appropriate to illustrate your points?

3.     If your challenge is speaking up in meetings, this may be a confidence issue, a communication issue – or both.

Either way, set a goal to make at least one significant comment in your next meeting. If possible, ask someone you trust who will be in that meeting to give you feedback afterward.

As you get comfortable with making one comment, set your bar higher. Eventually, ask about running a meeting.

4.     If your challenge is presentations, this can either be an issue with public speaking, organizing and conveying information – or both.

This is an excellent one for a speaking coach; Toastmasters is another excellent option. Practice is the key here.

-Seek out low-risk opportunities to speak in public, whether at your work, in a volunteer organization, or some other opportunity. Gradually build up to higher-risk opportunities, as there will also be a higher reward possibility.

 -Use appropriate visuals. We’ve all been subjected to PowerPoint presentations that are so small we can’t read the content – or 46 slides in one presentation. Make sure your visuals support your presentation – not hijack it.

-Get feedback on the “compellingness” of your presentation – are you moving people if that is the purpose of the presentation? Are you making factual information interesting? Are you using humor if appropriate?

-Know your audience. What is their current level of understanding of the information? What references will they relate to? What else do you know about them that will help you customize your presentation?

-Look the part. One of the best pieces of advice I ever received from a professor was this: “How you dress lets the audience know what you think of them.” Of course, you want to factor in the environment and other considerations, but in general – dress in a way that shows your audience you respect them and value their time.

-If you find it challenging to answer audience questions, either because you are afraid you won’t have an answer or because you aren’t great with spontaneity, watch YouTube videos of this portion of people’s presentations. Go to live presentations – evaluate how other people are handling this portion and learn from their successes and mistakes.

So let’s circle back around to the title of this episode: Improving Verbal Communication Skills to Enhance Promotability. As I said at the outset, a piece of this is to let your boss know of your interest in being promoted. Also, let him or her know that you are working to improve your communication skills – and what, specifically, you are doing to achieve that goal.

Ask your boss for what you need – Is it feedback? Is it suggestions on how to improve? Is it opportunities to use the skills you are working on?

The final word here: Practice. Practice. Practice. Set SMART goals, plan your steps to achieve those goals, and evaluate your progress at appropriate intervals.