In formal settings, such as the workforce, school, or any type of public services, effective communication is very important. It allows for people to be able to work together efficiently, helps solve problems, and keep things running smoothly. It takes patient, practice, and effort for communication to be effective. It also requires a lot of listening. A study at the University of Missouri states that 45 percent of communication involves listening. Presentations, emails, texts, and phone calls are a few examples of how people communicate.
Meetings and presentations are great for when talking about a broad subject with a group of people. When having a meeting you want to make sure that everyone can follow along and can put his or her inputs in as well. To keep listeners’ focus, keep it simple and recap any major points. For a presentation, keep your power points ,whiteboard, display boards, etc. organized and legible. This will make it easier to follow along and keep your audience attention.
For both presentation and meeting you want to look at your audience when your speaking. If you don’t, then it makes it hard for the audiences to hear you.
Emails and are best for informing, making decisions, sharing ideas and documents, and to make request. An email should be formal when addressing any kind of business situations. Make sure to be specific in what you want to say; this will help prevent any miscommunication. Don’t forget to add any necessary details. Such as deadlines, attaching documents, request, etc.
Texts can also be used for the same purpose, but it’s more when you need to get a hold with someone fast. For example, if you are supposed to meet up with someone in a short period and don’t know where the location is, you can send a quick text. No matter what writing format you are using, always “check your grammar and spelling” so it looks more professional, and it reflects positively on you.
When you cannot talk to someone face to face, making phone call acts as an alternative. While you are on the phone, make sure to speak clearly and at a steady pace. Whether if it’s a voicemail, returned call, and or outgoing call, remember to always identify who you are and the purpose for why you’re calling. Towards the end of each call, go over briefly all the main points and actions that need to be done, summarize the conversation, ask any questions, thank them for their time, and or whatever ever would be appropriate for your situation.
Many things can prevent you from communicating effectively in a formal setting. Such as stress and uncontrollable emotions, deficiency of focus, and your body language. Being ¨emotionally overwhelmed¨ makes it hard to understand and listen to what someone is saying; since your mind is overwhelmed and your thoughts are going all over the place. Focusing is another great example. It is quite easy to get side track; making it difficult to take in important information. Last but not least, your body language. If your body is slagging than it portrays a negative attitude; like you don’t care. Or even when your simply just tapping your feet. This can portray that your inpatient and you just want the conversation to be over. So when addressing someone or listening to someone, keep in mind how your body language is, your level of focus, and your emotions.