As training professionals, regularly assessing your communication skills is essential to ensure you’re delivering impactful training sessions. The variety of communication components like listening, speaking, writing, reading and nonverbal (bodily cues and eye contact) are all very important to the training profession.
If you feel that your communication skills are lacking in any of those categories, there are techniques you can use to improve them. You can use the same approach for building muscles to develop communication skills; be persistent and consistent. Take the initiative to audit your communication strengths and weaknesses to decide which skill needs a “communication workout.” Some communication skills are more prominently needed than others. For example, active listening is likely the most important communication skill you’ll want to strengthen.
However, other skills like public speaking and body language should not be ignored. They, too, should be sharpened. Remember: When communication is clear, misunderstandings are avoided.
Let’s explore practical tips for improving your communication skills as a training professional.
Listening Skills
One of the most essential communication skills to develop is listening. This skill is not as easy as it seems. There are many pieces of information bombarding us daily. We focus on one thing; something else is fighting for our attention. Did you ever notice that when someone is speaking, you are not listening attentively because you are formulating your response? Sometimes, individuals will interrupt the speaker and break the speaker’s thoughts. In the book “The Wisdom of Listening,” Dr. Karen Kissel Wegela recognizes that a quick interruptive response may cause people to shut down. As trainers, we genuinely want our attendees to engage in training, not withdraw and feel unheard.
Paying attention is the first part of listening. We might begin to listen carefully; then, suddenly, we are lost in our thoughts about something else. It’s not uncommon for our attention to be diverted. When this occurs, reengage in active listening. If this is a skill you need to strengthen, start practicing with a family member, friend or co-worker. Let them speak and refrain from formulating an answer before they are done speaking. This requires the listener to only pay attention to the person speaking.
The second technique is paraphrasing “like a parrot.” Let the person know they are being heard by reiterating what they said, simply by repeating what they said the way you interpret it. This will demonstrate to the speaker that they were heard.
Overcoming a Fear of Public Speaking
According to author Derek Borthwick, in his book “Public Speaking: How to Speak Effectively without Fear,” public speaking is a common fear among many. Your fear is controlled by a belief you have. If you feel self-conscious, follow this first step: Remind yourself that the content is usually why someone is attending, not because of the person speaking. (Unless the speaker is a celebrity, then that’s a different story.) In your mind, remove yourself from the equation as the first step. If you are concerned about who is attending your training session, remember that audiences are typically divided into three groups, the author says: 1. People who want to be there, 2. People who don’t want to be there. 3. People who have been told that they must be there. As training professionals, many of us have experienced all three audience types.
The second tip to be a better speaker is to follow the golden rule of “practice makes perfect,” which adds to your arsenal of presentation improvements. This tip will benefit individuals who fear forgetting the presentation/training material. Reviewing the material several times and/or rehearsing a presentation or training session will increase your confidence, and your tone of voice will naturally sound confident, too. You can also record a practice session and replay it several times while driving, walking or doing a household chore. This will plant the content into your memory.
On a lighter note, most people will remember very little of the presentation. So, there is no need to worry about every presentation detail.
Elevating Nonverbal Communication
Eye contact also shows that you are paying attention. If you attend an online meeting, look into the camera, or if in person, look into your audience’s eyes. Eye contact is one piece of the body language puzzle. The other components, posture and hand gestures, are equally important.
Author Carol Kinsey Goman stated in her book, “The Silent Language of Leaders,” that a beautifully written speech is not enough. A person can sabotage a great speech if they do not practice their body language. Practice your presentation by looking in the mirror or recording yourself. Ask yourself this question: What is my body language saying? Study your posture. Is your appearance confident? Are your hands-free to move, or are they in your pockets? Are you looking at the audience, or are you looking elsewhere? These elements are essential in improving your body language for more effective communication.
Conclusion
It’s never too late to build your communication skills. Start by auditing your listening skills to ensure you are an active listener. Active listening allows the other person to speak and the receiver of the information to be fully present. Practice “actively hearing” the other person. This can be done anywhere, even on a plane, when the flight attendants give their instructions.
Now that you have a regimen to fine-tune your listening skills use the other parroting technique to strengthen them. Remember, when parroting, keep it in your own words. If you still encounter some anxiety about speaking in front of a group, analyze your fear and work on changing your views about public speaking. Consistent practice can help you overcome your fears and alter your viewpoint.
Lastly, be sure to check your body language. Stand tall and be confident. Be persistent with the “communication workout” and your skills will naturally improve.
