Hello and welcome back to the Skills 360 podcast. I’m your host, Tim Simmons, and today I want look to give you more great tips for ramping up your business English skills.
You’ve probably heard that one of the traits of a great business leader is the ability to communicate. So, what does it mean to be a good communicator? What does a good communicator actually do? Well, there are a few things that every good communicator does. In our last lesson I covered a few of these simple techniques, and today I want to add to that list.
When you think of being a good communicator, you probably think about speaking skills. But my first bit of advice is all about listening. Nobody likes it if you drone on and never give anyone else a chance to speak. You’ve got to learn to keep your mouth closed and your ears open. And you’ve got to listen actively to actually show people you’re listening. That starts with smiling and nodding, which are simple habits that let the speaker know you’re tuned in.
But that’s not all. You can throw in the occasional “yes,” or “I see.” Or you can echo what the other person is saying, like “a 30% increase? Impressive.” If you do this, people know you’re engaged. And that’s especially important when you can’t actually see the other person, like when you’re talking on the phone or in a teleconference.
All right, so we’ve covered listening. Now I want to give you some speaking techniques. First off, have you ever found yourself at a loss for words when you have to criticize someone or their work? Because you know that it’s not just what you say that is important, it’s how you say it, right? If you just come out and say “your report was lousy,” you’re going to put the person on the defensive. Instead, you need to be a bit more indirect. Try something like “well, I think there are some things you could work on.” Better yet, combine the criticism with some praise, like this: “I think you captured the main ideas, but you might want to make the summary a little clearer.” Wouldn’t you rather hear feedback like that?
This kind of indirect criticism is wrapped up in something bigger that every great communicator has a special knack for: being diplomatic. Diplomatic language is careful language. And I’m not just talking about criticizing or disagreeing. Careful language is also necessary when you make suggestions or pitch an idea.
One of the tricks to being diplomatic is using words that soften what you’re saying. We can do that with modal verbs, like “can” and “could” and “might.” For example, think about the difference between “that is too expensive” and “that might be too expensive.” Sure they have the same meaning, but one is softer. And a bit of indirect language will make it even more diplomatic, like “I’m wondering if that idea might be a bit on the expensive side.” That’s certainly not going to get anyone’s back up, is it?
Another way to soften a statement is to use words of possibility, such as “maybe” or “perhaps.” Imagine you want to suggest buying new computers. You might say “we need to buy new computers,” but that might sound too forceful. Instead, how about something like “perhaps we could buy some new computers?”
So, a diplomatic approach can make people more receptive. But you also want your ideas to stick in people’s memory, and a great way to do that is with repetition. You can try repeating an important word or idea so people don’t forget it. Or you can try repeating a certain structure or way of saying something. For example, think about a sentence like “we’ve got to get costs down and get our revenue up.” Using “get down” and “get up” in this way makes it more impactful, and more memorable.
So there we have it: some quick and easy ways to improve your business English… Oh wait, there’s one more killer technique that beats all the rest: preparation. If you have difficulty speaking on the fly or phrasing things the way you want them, then plan ahead. Find out who you’re going to be talking to, and adapt what you say for that audience. Make sure you know what talking points are so you can do well in that negotiation. Before that big interview, rehearse your answers. Whatever you do, don’t go in blind.
So there you have it: surefire ways to be a great communicator. Remember to be an active listener, careful with criticism, diplomatic, and use repetition. And finally, don’t forget there’s no substitute for good preparation.
That’s all for today. So long. And see you again soon.