11.
To be an effective communicator and to get your
point across without misunderstanding and
confusion, your goal should be to lessen the
frequency of problems at each stage of this process,
with clear, concise, accurate, well-planned
communications.
12.
13.
As the source of the message, you need to be
clear about why you're communicating, and
what you want to communicate.
You also need to be confident that the
information you're communicating is useful and
accurate.
14. The message is the information that you want to
communicate.
15. This is the process of transferring the
information you want to communicate into a
form that can be sent and correctly decoded at
the other end. Your success in encoding depends
partly on your ability to convey information
clearly and simply, but also on your ability to
anticipate and eliminate sources of confusion
(for example, cultural issues, mistaken
assumptions, and missing information.)
16. A key part of this is knowing your audience:
Failure to understand who you are
communicating with will result in delivering
messages that are misunderstood.
17. Messages are conveyed through channels,
with verbal channels including
face-to-face meetings,
telephone
videoconferencing
letters,
emails,
memos
reports.
18. Different channels have different strengths
and weaknesses. For example, it's not
particularly effective to give a long list of
directions verbally, while you'll quickly
cause problems if you give someone negative
feedback using email.
19. Just as successful encoding is a skill, so is
successful decoding (involving, for example,
taking the time to read a message carefully, or
listen actively to it.) Just as confusion can arise
from errors in encoding, it can also arise from
decoding errors. This is particularly the case if
the decoder doesn't have enough knowledge to
understand the message.
20. Your message is delivered to individual
members of your audience. No doubt, you have
in mind the actions or reactions you hope your
message will get from this audience. Keep in
mind, though, that each of these individuals
enters into the communication process with
ideas and feelings that will undoubtedly
influence their understanding of your message,
and their response. To be a successful
communicator, you should consider these before
delivering your message, and act appropriately.
21. Your audience will provide you with feedback,
as verbal and nonverbal reactions to your
communicated message. Pay close attention to
this feedback, as it is the only thing that can
give you confidence that your audience has
understood your message. If you find that there
has been a misunderstanding, at least you have
the opportunity to send the message a second
time.
22. The situation in which your message is
delivered is the context. This may include the
surrounding environment or broader culture
(corporate culture, international cultures, and
so on).
Removing Barriers at All These Stages
23. To deliver your messages effectively, you
must commit to breaking down the barriers
that exist within each of these stages of the
communication process.
24. Let’s begin with the message itself. If your
message is too lengthy, disorganized, or
contains errors, you can expect the message
to be misunderstood and misinterpreted.
Use of poor verbal and body language can
also confuse the message.
25. Barriers in context tend to stem from senders
offering too much information too fast. When in
doubt here, less is oftentimes more. It is best to
be mindful of the demands on other people’s
time, especially in today’s ultra-busy society.
26. Once you understand this, you need to work to
understand your audience’s culture, making
sure you can converse and deliver your message
to people of different backgrounds and cultures
within your own organization, in your country
and even abroad.
28. Everyone stereotypes everyone on first
impression, even if we are reluctant to do it.
We all get a first impression of a new person
that creates a mental image of his or her
personality in our minds.
29. Another thing is that we often play different
roles in relationships. With our parents we
play one role, with friends another, with
someone we are interested in/in love with a
third, when shopping for clothes in a store a
fourth. And so on.
30. A good or great first impression can create a
positive role in the minds of the new people we
meet. When we meet them again, we are often
drawn back into this role. Sometimes it happens
almost unconsciously until you after a few
minutes notice that you have fallen into your old
role – like when you meet friends you haven´t
seen in years – in that dynamic once again. You
may not always be drawn into that role. But if
you do it sure is better to have a positive than a
negative role saved for you.
31. Here are some of the things I’ve learned about
improving first impressions. Of course, different
environments like business meetings with suits
and ties or parties with umbrella-drinks come
with different goals and expectations so figure
out what´s appropriate and useful in each
meeting.
32. If you just imagine that the person you have
just met and are talking to is one of your
best friends you’ll probably adjust
unconsciously and start to smile, open up
your body-language to a very friendly and
warm position and reduce any nervousness or
weirdness in your tone of voice and body-
language. Don´t overdo it though, you
might not want to hug and kiss right away.
33. The nice thing about this is that you may also
start to feel positive feelings towards this
new person, just as you do with your friend
when you meet him/her. This is a pretty good
starting-point for getting them to reciprocate
and for developing a good relationship.
34. Smile. Don’t cross your arms or legs. Turn
your body towards the people you’re are
shaking hands with or talking to so that your
body language is friendly and open. Make
relaxed eye contact – don´t stare – when
talking or listening. Don´t look the person
in the eye all the time. When you break eye-
contact try to do it kinda slow, don´t let
your eyes just dart away. Making eye-contact
can be a bit hard or scary but if you work at
it you´ll get used to it.
35. Keeping a good posture certainly improves on
the impression one makes. Don´t slouch. Sit
or stand up straight.
36. Sometimes you can go in all positive in a first
meeting. Sometimes it may not be the best
approach to go in too positive as it can be
seen as bit abrasive or inappropriate. A
better way to convey a positive attitude in a
first meeting can then be to read the mood
of person(s) before you start talking – by just
watching them – and then match it for a
short while. Then – when you have an
emotional connection and the other person
feels you are similar to him/her – you can let
your positivity arise a bit more.
37. Regardless if you start out positive from the
get-go or a short, short while into the
meeting, be sure to positive. If you, for
instance, start a first meeting by
complaining, there´s a big chance the
people you meet will mentally label you as a
complainer or a negative person.
38. Try, as much as possible, to stay outside of
your head and focus on the people you are
talking to rather than focusing on yourself.
Mentally rehearse before you even enter the
room
39. Visualize how great the events will unfold –
see and hear it – and also how great will you
feel at this meeting.
40. See yourself smiling, being positive, open
and having a great time. See the excellent
outcome in your mind. Then release by
visualizing that it has already happened, that
the meeting is over with the desired result.
This is surprisingly effective and will get you
into a great and relaxed mood before even
stepping into the first, second or twentieth
meeting.
41. You may also want to check out the ever-
popular Do you make these 10 mistakes in
conversation? for more information on stuff
like listening, hogging the spot-light, what to
talk about (and not to talk about) and the
very common need to be right.
42. I´d say that mental rehearsal followed by
acting as if you´re meeting a friend are the
most important parts of all of this.
They often solve the rest of pointers in this
article unconsciously and automatically and
keeps your thoughts focused outwards
instead of inwards.
43. The problem with an inward-focused meeting
– where you focus on what you just said, how
you look and what the other person thinks of
you right now – can reduce anyone to a
bumbling, second-guessing, fidgeting shadow
of their former self as the self-consciousness
becomes almost paralyzing.
44. Also, as long as you try to use the first and
the last point it doesn’t really matter too
much what word or phrase you use to start
the conversation. The words are only 7
percent of your communication. 93 percent
is in your tone of voice and your body-
language.
45.
46. by Henrik Edberg. Print
Continuing from the previous post 6 reasons
to improve your body language, here is just a
few of many pointers on how to improve your
body language. Improving your body language
can make a big difference in your people
skills, attractiveness and general mood.
47. There is no specific advice on how to use
your body language. What you do might be
interpreted in several ways, depending on
the setting and who you are talking to. You’ll
probably want to use your body language
differently when talking to your boss
compared to when you talk to a girl/guy
you’re interested in. These are some
common interpretations of body language
and often more effective ways to
communicate with your body.
48. First, to change your body language you must
be aware of your body language. Notice how
you sit, how you stand, how you use you
hands and legs, what you do while talking to
someone.
49. You might want to practice in front of a
mirror. Yeah, it might seem silly but no one is
watching you. This will give you good
feedback on how you look to other people
and give you an opportunity to practise a bit
before going out into the world.
Another tip is to close your eyes and
visualize how you would stand and sit to feel
confident, open and relaxed or whatever you
want to communicate. See yourself move
like that version of yourself. Then try it out.
50. You might also want observe friends, role
models, movie stars or other people you
think has good body language. Observe what
they do and you don’t. Take bits and pieces
you like from different people. Try using
what you can learn from them.
51. Some of these tips might seem like you are
faking something. But fake it til you make it
is a useful way to learn something new. And
remember, feelings work backwards too. If
you smile a bit more you will feel happier. If
you sit up straight you will feel more
energetic and in control. If you slow down
your movements you’ll feel calmer. Your
feelings will actually reinforce your new
behaviours and feelings of weirdness will
dissipate.
52. In the beginning easy it’s to exaggerate your
body language. You might sit with your legs
almost ridiculously far apart or sit up straight
in a tense pose all the time. That’s ok. And
people aren’t looking as much as you think,
they are worrying about their own problems.
Just play around a bit, practice and monitor
yourself to find a comfortable balance.
53. You have probably already heard you
shouldn’t cross your arms as it might make
you seem defensive or guarded. This goes for
your legs too. Keep your arms and legs open.
54. If there are several people you are talking
to, give them all some eye contact to create
a better connection and see if they are
listening. Keeping too much eye-contact
might creep people out. Giving no eye-
contact might make you seem insecure. If
you are not used to keeping eye-contact it
might feel a little hard or scary in the
beginning but keep working on it and you’ll
get used to it.
55. Taking up space by for example sitting or
standing with your legs apart a bit signals
self-confidence and that you are comfortable
in your own skin.
56. When you feel tense it’s easily winds up as
tension in your shoulders. They might move
up and forward a bit. Try to relax. Try to
loosen up by shaking the shoulders a bit and
move them back slightly.
57. nod once in a while to signal that you are
listening. But don’t overdo it and peck like
Woody Woodpecker.
58. but in a relaxed way, not in a too tense
manner.
59. If you want to show that you are interested
in what someone is saying, lean toward the
person talking. If you want to show that
you’re confident in yourself and relaxed lean
back a bit. But don’t lean in too much or you
might seem needy and desperate for some
approval. Or lean back too much or you
might seem arrogant and distant.
60. lighten up, don’t take yourself too seriously.
Relax a bit, smile and laugh when someone
says something funny. People will be a lot
more inclined to listen to you if you seem to
be a positive person. But don’t be the first to
laugh at your own jokes, it makes you seem
nervous and needy. Smile when you are
introduced to someone but don’t keep a
smile plastered on your face, you’ll seem
insincere.
61. it might make you seem nervous and can be
distracting for the listeners or the people in
the conversation.
62. Don’t keep your eyes on the ground, it
might make you seem insecure and a bit lost.
Keep your head up straight and your eyes
towards the horizon.
63. this goes for many things. Walking slower not
only makes you seem more calm and
confident, it will also make you feel less
stressed. If someone addresses you, don’t
snap you’re neck in their direction, turn it a
bit more slowly instead.
64. try to avoid, phase out or transform fidgety
movement and nervous ticks such as shaking
your leg or tapping your fingers against the
table rapidly. You’ll seem nervous and
fidgeting can be a distracting when you try
to get something across. Declutter your
movements if you are all over the place. Try
to relax, slow down and focus your
movements.
65. instead of fidgeting with your hands and
scratching your face use them to
communicate what you are trying to say. Use
your hands to describe something or to add
weight to a point you are trying to make. But
don’t use them to much or it might become
distracting. And don’t let your hands flail
around, use them with some control.
66. don’t hold your drink in front of your chest.
In fact, don’t hold anything in front of your
heart as it will make you seem guarded and
distant. Lower it and hold it beside your leg
instead.
67. many people (including me until recently)
might sit or stand with a straight back in a
good posture. However, they might think that
the spine ends where the neck begins and
therefore crane the neck forward in a
Montgomery Burns-pose. Your spine ends in
the back of your head. Keep you whole spine
straight and aligned for better posture.
68. one of the things we learned from Seinfeld is
that everybody gets weirded out by a close-
talker. Let people have their personal space,
don’t invade it.
69. Often when you get along with a person,
when the two of you get a good connection,
you will start to mirror each other
unconsciously. That means that you mirror
the other person’s body language a bit. To
make the connection better you can try a bit
of proactive mirroring. If he leans forward,
you might lean forward. If she holds her
hands on her thighs, you might do the same.
But don’t react instantly and don’t mirror
every change in body language. Then
weirdness will ensue.
70. last but not least, keep a positive, open and
relaxed attitude. How you feel will come
through in your body language and can make
a major difference. For information on how
make yourself feel better read 10 ways to
change how you feel and for relaxation try A
very simple way to feel relaxed for 24 hours.
71. You can change your body language but as all
new habits it takes a while. Especially things
like keeping you head up might take time to
correct if you have spent thousands of days
looking at your feet. And if you try and
change to many things at once it might
become confusing and feel overwhelming.
72. Take a couple of these body language bits to
work on every day for three to four weeks.
By then they should have developed into new
habits and something you’ll do without even
thinking about it. If not, keep on until it
sticks. Then take another couple of things
you’d like to change and work on them.
