Mastering communication skills can make a significant difference in both personal and professional relationships. Learning how to communicate better—whether through active listening, clear expression or the right timing—can help you connect more effectively with others and convey your ideas with confidence.
This article offers practical steps for improving your communication skills so you can feel more assured and successful in all your interactions.
1. Provide A Valuable Takeaway to Strengthen Communication
Providing a key takeaway can help you communicate better, especially in group settings where clarity matters.
“Whether you’re giving a talk or participating in a group discussion, decide on one thing that will really deliver value—an actionable item that people can walk away with. This is especially important when we have to speak up to critique or correct an idea that’s going around because when you’re not adding value, it’s no longer constructive criticism; it’s just dissenting.”
—Nathalie Lussier, founder of AccessAlly
2. Practice Active Listening to Communicate Effectively
One of the best ways to communicate better is to practice active listening, which helps you understand others’ perspectives and respond more effectively.
“Being a good listener is key. Don’t go in with the sole objective to just speak. As the conversation goes on, listen and respond, incorporating your points into the response. People are more willing to listen if they believe they’re being listened to.”
—Alex Lorton, Cater2.me
3. Know When to Ask Open-Ended Questions
How you ask a question is an important communication skill, especially when addressing a group.
An open-ended question can be a valuable tool in communicating better, but not under all circumstances. If you are looking for someone’s opinion, an open-ended question will (hopefully) elicit a fuller response with more detail and nuance. But if you want a group to choose between options, an open-ended question isn’t the best way to go, as you might get responses outside the options you’ve provided, further complicating the matter.
4. Be A Unifying Voice In Group Discussions
One skill that good communicators have is knowing how to drive a discussion that has gone awry.
“Discussions can often drag on and turn circular. By stepping in and first unifying all the best thoughts, you get people to calm down. Once they’ve calmed down, you can insert your point, and it will resonate with people. The more influential people are, the more important this becomes.”
—Raoul Davis, Ascendant Group
5. Consider The Method Of Communication
Communicating effectively means properly conveying your message, which often relies on the delivery method.
In many circumstances, it can be easier to shoot off an email or a Slack message to someone at work or text a loved one. The negative is that it is hard to determine tone through these methods of communication, leaving messages up to a wide range of interpretations. Think about the most effective way to communicate your message. Also, consider how the person you are communicating with prefers to receive messages like this.
6. Choosing When to Speak Up Is As Important As What You Have to Say
Good communicators know when to speak up and when to let someone else talk.
“You’ll be respected more in a group if you have a reputation for kicking in only when you have something important to say. It’s easy to tune out the people who make some reflex comment on almost any situation, but someone who rarely talks usually catches attention when they have something to say.”
—Matt Doyle, Excel Builders
7. Active Listening Will Make Others Want to Listen To You
Others will be more willing to hear what you have to say if you pay attention to what they say.
Good communication skills aren’t limited to what you say out loud. Think about what you are communicating when someone else is speaking. Nodding your head, smiling and making eye contact will show you actively listening to the other person. This will make them more willing to listen to you when you speak.
8. Preparation Is The Key To Good Communication
Plan what you’ll say. This will reduce nerves and help you communicate better, as you will not be thinking on the fly.
“Public speaking is hard for anyone, and most of us don’t communicate on the fly as well as we’d like. You are much more likely to provide a strong and memorable contribution if you take the time to sort out your points and practice them first. The difference is noticeable. Think closely about what you’re trying to communicate and how that could best and most briefly be said.”
—Adam Steele, Loganix
9. Make Your Point And Stop Talking
One way to communicate better is to keep your comments short and concise.
“Keep it simple when responding in groups. This shows you have respect for others’ time. A long-drawn-out answer to a question is not only inconsiderate, but you lose their interest in what you have to say. Short, snappy answers that get right to the heart of the issue will help [you] get your point across—and be remembered in the process.”
—Nicole Munoz, Start Ranking Now
10. Paraphrase What The Other Person Is Saying to Show Understanding
People want to be heard; learning how to communicate better includes showing you are listening.
Effective communication is about being heard and understood. One way to show someone that you’ve understood them is to paraphrase what they’ve just said. It could be something like: “What I’m hearing you say is that Wednesdays aren’t a good day for this activity. Am I understanding you correctly?” This also provides an opportunity for them to clarify if you aren’t on the same page.
11. Choose The Right Moment to Make Your Point
Finding the right time to make your point will help you communicate better in group settings.
“The best way to ensure your voice is heard in a group is to pick your spots, meaning find a gap within the conversation to speak, no matter how many people are involved. By selecting the most opportune time to speak, you can ensure that you have the attention of the group and can get your entire message across without being interrupted.”
—Russell Kommer, eSoftware Associates Inc.
12. Be Aware Of Your Body Language
Effective communication goes beyond what you say out loud.
Whether in an in-person or online video meeting, it is important to be aware of your body language when trying to improve communication skills. Crossed arms typically convey that you are unapproachable and closed off. Eye contact goes a long way in showing you are interested. If you are using a webcam, make sure it is angled so it doesn’t look like you are looking off into space during a meeting.
13. Anticipate Questions And Objections
If you think through what issues people might have with your argument, you can address them proactively.
Part of communicating better is anticipating what issues people might have with your presentation. If you can address these as part of your presentation, you’ll show that your argument is thoroughly thought out. This will make you feel more confident, which will come across when you present.
14. Know When to Pause
Good communicators know that a resolution is not always possible.
Even good communicators can get bogged down in a discussion, eager to get people on their side. If a discussion is at an impasse, sometimes the best thing to do is take a break. This can be a short breather for everyone to get out of the room, or it can mean tabling the discussion for another day. This break in the momentum of the discussion can take some of the “heat” out of the room, leading to better communication between the parties when discussions resume.
Frequently Asked Questions About Effective Communication
Q: Why is it important to communicate better in relationships?
A: Effective communication builds trust, reduces misunderstandings and strengthens bonds, making relationships more fulfilling and harmonious.
Q: What are quick tips on how to communicate better at work?
A: Start with active listening, clarifying your points concisely and maintaining eye contact. These skills make your communication more effective and professional.
Q: Can I improve my listening skills to communicate better?
A: Yes! To enhance your listening abilities, practice focused attention, acknowledge what others are saying and avoid interrupting.
Q: Why do I struggle to communicate?
A: Some people have challenges with communication due to social anxiety, lack of confidence, language barriers, neurodivergence or cultural differences.
Q: What are the five Cs of communication?
A: Clear, concise, concrete, complete and cohesive.
Actionable Takeaways
- Listen actively: Give the speaker your full attention and avoid interruptions.
- Keep responses clear: Use straightforward language for concise replies.
- Pick the right moment to speak: Choose when your input will be impactful and respectful.
- Check your body language: You communicate so much more than just your words.
- Know when to end the discussion: If you are at an impasse, take a break and circle back.
Conclusion
For most people, effective communication is a skill that needs to be developed. If you follow the recommendations above, you’ll be more aware of your communication pitfalls and better able to address them in future work and personal relationships.
This article was published in September 2016 and was updated March 2025. Photo courtesy of SDI Productions/IStock
