How to Constructively Communicate About Improving Communication Skills

When it comes to suggesting improvements in someone's communication skills, it's important to approach the conversation with care and consideration. It's easy to fall into the trap of being judgmental, which can hurt feelings and damage relationships. But effective communication is a crucial skill in both personal and professional settings. Here's how to navigate this delicate conversation in a tactful and constructive way.

1. Avoid Being Judgmental

It's important to avoid the trap of implying that someone 'needs' to improve their communication skills, as this can come across as a personal insult or criticism. Instead, focus on the tangible issues and how they can be improved. For instance, if you're dealing with a colleague who doesn't respond to messages in a timely manner, you can say, 'I would really appreciate it if you would respond to my texts in fewer than two days.' Instead of saying, 'You always take too long to respond,' frame it around your needs and expectations.

2. Be Specific and Direct

Instead of making broad, vague statements, be specific about the issues. If you need more detail when a project is assigned, say, 'I would really appreciate it if you would let me know I have a deadline when you assign a project.' This way, the focus is on the problem and the expected solution rather than a personal critique. Avoid being condescending or harsh; instead, provide a direct and clear path to improvement.

3. Explain the Consequences

Communicate the potential negative consequences of poor communication skills. For example, explain how being misunderstood or ignored can hinder career advancement or lead to fewer friendships. This helps to frame the issue in a broader context and underscores the importance of effective communication.

4. Recognize Their Awareness

If the person is already aware of their poor communication skills, avoid pointing it out. Instead, offer to help if you can. Constructive feedback is more helpful when it comes from a place of support and companionship rather than judgment.

5. Respect Boundaries

If you're not close to the person or regularly interact with them, it's not your place to point out their poor communication skills. Respect their personal and professional boundaries. Communication skills should be a concern within the context of a relationship or professional setting where regular interactions take place.

6. Allow for Clarification

When delivering feedback, allow the other person to clarify their message if they're not being clear. This can be done by repeating back what you think they're saying, such as, 'Look, have I got this right?' This shows that you're listening actively and can help to clarify any misunderstandings.

Conclusion

Improving communication skills is crucial for success in both personal and professional life. Adopting a tactful and constructive approach ensures that the recipient feels supported rather than criticized. By framing the conversation around mutual goals and needs, you can foster a more positive and productive environment.