Communication is one of the most fundamental aspects to focus on when it comes to recruitment, regardless of the positions in question. Whether we are referring to communication with candidates, or with our managers and colleagues, or with clients. We’ve all heard countless techniques that promise to turn us into communication experts. We’re probably also familiar with various popular terms, such asnon-violent communication“, „active listening“, etc. There is high-quality literature on the topic that provides excellent, concrete steps and processes to follow. However, when our work requires daily interaction with people, it can be much more challenging to adhere to all these processes step by step.
It’s impossible to be constantly on guard over every single word we say. What we can do, however, is establish principles for effective communication that we strive not to violate. Here’s what that means:
Characteristics of effective communication
We can view communication as a powerful tool that not only opens doors but also helps us genuinely connect with people. At the heart of communication is the sending and understanding of various messages. For communication to be considered successful, we must be able to convey our own message while also listening to and understanding the other person’s. If, every time we interact with someone, we strive to learn more about them and understand them, they are likely to respond in kind. This is the key to building trust in communication—mutual understanding
Here are some of the most important characteristics of communication that can help us understand both others and ourselves:
Clarity
Our messages should be as brief and clear as possible. We should be able to explain what we want to share in simple words and be prepared to answer questions when they arise. There’s no need to be overly wordy—sometimes, in our effort to explain something in detail, we make it harder to understand. Just as it’s important for our message to be conveyed correctly, it’s equally important to ensure it’s understood accurately. That’s why it’s always helpful to check if we’ve been understood—we can paraphrase what we’ve said. It’s also crucial to be sure we understand our conversation partner. If we’re unsure, it’s always good to ask follow-up questions.
Awareness
It’s very important to know exactly what message we want to convey and why. If we ourselves aren’t clear about the reason for sharing something or asking a question, we cannot be sure what message will actually be communicated. It’s also crucial to be mindful of the timing and manner in which we deliver our message—for example, it’s not appropriate to start a long conversation when the other person clearly doesn’t have time or isn’t in the right frame of mind.
It’s essential to be mindful of how we react to the different messages from our conversation partner—what angers us and why, what triggers a response in us, and whether we can manage that reaction. For example, when we hear something we don’t like, are we able to contain our anger, disappointment, or frustration, or do these emotions come across to the other person? What is it about them or their message that has triggered these feelings in us?
Non-verbal signals
Everyone knows that when we communicate, we should make eye contact. However, there are many other nonverbal cues that are often overlooked—if we’re interacting in person, we need to pay attention to body language: whether our posture is upright, whether we stand in an “open” position or with crossed arms, whether we invade the other person’s personal space, or maintain a comfortable distance.
If the communication takes place online, it’s important to avoid distractions and ensure that our facial expressions clearly show we are fully engaged in the conversation. When communicating by phone—or in any other format—we must pay attention to our tone of voice: whether we speak too softly or too loudly, what intonation we use, whether we sound calm and confident, and if we allow enough pauses between words.
It’s important to work on each of these components, because no matter what position we take or how appropriate our words are, the other person can easily sense if what we’re saying doesn’t match our tone. This immediately creates distrust. In most cases, however, no matter how much we focus on nonverbal communication, a large portion of the signals we send and perceive are unconscious. For this reason, it’s essential to avoid letting a negative mindset influence our communication. So, what’s the key to achieving this?
Curiosity
Being curious—this means showing genuine interest in the other person, trying to understand their perspective, way of thinking, and the reasons behind their behavior. When we approach communication with curiosity, we become intrigued by what we’ll hear—we ask questions, seek to understand deeply, listen attentively, and pay close attention to the details.
If we want our communication to “open doors,” it’s important to let go of the idea that our perspective is the only valid one. Even if we don’t agree with someone else’s arguments, it’s still valuable to understand how they arrived at them and what significance they hold for them. It’s also crucial not to jump to conclusions. Even if we think we know or understand something about someone, we may very often be mistaken. It’s essential to remind ourselves that when we don’t understand something, we can always ask follow-up questions.
Care
This is where empathy comes into play. We can relate to the other person’s sharing and situation in different ways—both by mentally putting ourselves in their shoes and by sensing their emotions. The key, however, is truly being able to understand their perspective.
It’s important to show that we have heard and understood what has been shared with us. Our conversation partner needs to feel that their message is valuable to us and that we genuinely care about them. If we don’t show true concern, this will quickly be noticed. We should also not overlook active presence in the conversation. Being actively present means dedicating our full attention to what is happening in the moment and not being distracted by external factors.
If we know what message we want to convey, are aware of our emotions and can manage them, and approach others with genuine interest and care, it’s hard to go wrong in communication. By keeping these principles in mind and paying attention to these characteristics, we can build lasting and meaningful connections.