Jobs & employment blog

Enhancing your communication skills is crucial for long-term career success. This is true at every stage of your career, but it’s especially beneficial if you’re aiming for a leadership position. By improving in this area, you will be able to:

• Relay information
• Motivate others
• Resolve conflict
• Conduct negotiations

WHICH METHODS OF COMMUNICATION NEED TO BE IMPROVED?

In my opinion, there are three primary branches of personal communication:

• Verbal communication
• Non-verbal communication (such as body language)
• Communication via a third party (such as technology).

1. Listen

It might sound like a cliché, but it’s true: workplace success hinges on collaboration. Achieving this is tough when colleagues don’t listen to each other’s perspectives. By listening, you open yourself up to new insights. Leaders, in particular, should ensure that discussions include equal contributions from everyone, which not only boosts the chances of a successful outcome but also earns respect along the way.

In Hong Kong, where business meetings can be fast-paced, it’s essential to listen actively. Pay attention to what others are saying without interrupting. This shows that you respect the speaker, while allowing you to better understand their perspectives.

 2. Check your body language

A highly regarded study found that 55% of all communication is actually non-verbal. Of course, it’s difficult to be so precise consistently, but the point stands that body language significantly impacts people’s perception of you.

How can you monitor and improve your communication? Start by avoiding defensive body language, like crossing your arms during conversations. Video meetings have made this easier – you can check your appearance to ensure you look engaged (don’t look too often, though, or it’ll have the opposite effect!)

This brings me to the next point…

3. Where possible, communicate in person

Let’s be clear, this doesn’t mean insisting that every meeting you have is face to face. In fact, every point on this list can be applied when working remotely or in a hybrid model.

What I’m referring to is the habit of sending an email or message to someone who is close enough to speak to in person. Why avoid this? Because these forms of communication can be easily misinterpreted – the recipient misses out on your tone of voice and body language cues. It might take more confidence, though, which leads me to…

4. Project confidence

This can be a tricky one to get right, but it goes a long way in improving your communication skills. Speaking with conviction – without coming across as arrogant or too overbearing – is one of the best ways to get your point across and build faith in your insights and ideas.

Don’t worry if this don’t come naturally to you. In fact, the very action of pretending that you’re confident will go a long way. In Hong Kong, projecting confidence can be as simple as maintaining eye contact during conversations and offering a firm handshake when appropriate.

5. Know your audience

There are many ways in which your audience will differ and it’s your challenge to cater for them in the way that you communicate. Think about:

• The person you’re communicating with: This is especially crucial for leaders. You’ll need to understand how to motivate each team member individually – and I can assure you, it won’t be the same for everyone. Get more advice on that here.
• How knowledgeable your audience is: Are you addressing subject-matter experts, or do you need to provide additional background information to bring them up to speed?
• The purpose of the communication: Is this an informal catch-up? Or are you presenting to senior stakeholders? Adapt your tone and style accordingly.
• The method of communication: When speaking in person, consider how much information your audience will retain. Similarly, avoid overloading an email with data. Instead, use slide decks to highlight key points and reserve detailed insights for reports.

6. Be sensitive to cultural differences

As I alluded to in the introduction, you must remain aware of what is regarded as improper etiquette in other cultures. It’s your obligation to do your research and conduct yourself in a way that doesn’t offend.

In the concept of ‘face’ applies in Hong Kong, governing social interactions between individuals in a way that conveys respect and sincerity. Understanding its dynamics and how its nuances are conveyed within Hong Kong society are key to navigating social and professional interactions in an effective manner.

7. Think about the when and how

To communicate effectively, it’s important to be completely focused and engaged. This may seem obvious but, in today’s working world where many communications are no longer in person, it can he harder to judge.

Is the recipient prepared? If so, what’s the most effective way to communicate? While in-person conversations or video calls are ideal, emails are useful for sharing important information that the recipient might need to retain or reference. In such cases, consider whether a follow-up call is necessary to provide additional context.

8. Stay cool

Stress is inevitable. Despite our best efforts, it can sometimes be overwhelming. However, it’s important to avoid addressing serious issues during these moments of frustration.

Why? It’s on occasions that you’re most likely to misinterpret the other person or say something regrettable. I’d advise standing back and taking time to consider the situation comprehensively before proceeding. Likewise, when writing a blunt email, save a draft first and return to it later before sending.

Of course, there are times when immediate action is necessary. My advice is to try to remove any emotion and focus on the actual message. It can be challenging to separate the person from the message, but maintaining professionalism is crucial for your own well-being.

9. Give and receive feedback

You can’t shy away from giving feedback in leadership. It’s also a valuable device in more junior or contractor roles, too. You can find advice on how to do this effectively here.

Similarly, you must be open to receiving feedback. While it may not always seem useful, it’s an important form of communication and should not be dismissed outright. Read more on being open to feedback here.

10. Use humour

My final point isn’t always applicable and, like acting confidently, won’t come naturally to everyone. However, humour remains an effective tool in improving your communication skills. Use it for:

• Brightening uneventful conversations
• Breaking the ice during a presentation
• Defusing tense situations
• Showing that you’re friendly and approachable

By following these tips, you’ll be well on your way to becoming a better communicator in Hong Kong. Remember, effective communication is an ongoing learning process, and adapting to the local context can greatly enhance your professional relationships and career growth.

Join us at Hays to be part of a team that values different viewpoints and promotes a culture of respect and collaboration. Apply now and be a part of our journey towards a more inclusive future!

Author