Most organizations agree that their success depends largely on the communication skills of all their employees. One study, for instance, asked 170 corporations about their primary reasons for rejecting job applicants. Most frequently, the companies said they didn’t hire applicants because of their “inability to communicate” or because they had “poor communication skills.” So it’s not surprising that people who truly understand how to communicate — both in person and on paper — are the ones who get hired first and who get promoted more often.

If you’re like many employees, however, you may be overwhelmed by the thought of working on your communication skills. If so, take heart. Just remember that these skills are learned and, with practice, you can improve and even perfect them.

Let’s start by defining communication. Simply, it’s the process of sharing your thoughts, ideas and feelings with other people in commonly understood ways, such as speaking, listening, reading, writing, facial expressions and body language.

Understanding Gender and Communication Differences
Although females and males are born with the same capacity to communicate — from a newborn’s primal cry to a baby’s coos and babbles’ somewhere along the line society instills distinct differences between them.

When little boys act and talk tough, even swear, their behavior is tolerated and accepted as “normal.” In contrast, little s don’t get the same latitude — they’re expected to show more restraint when expressing themselves. As a result, boys are allowed to develop a more direct, forceful communication style, while s use a more tentative, questioning approach. These differences carry over into hood.

Because women generally aren’t taught to communicate powerfully, they often find themselves at a disadvantage in the business world. Their “underdeveloped” communication skills often create unfair perceptions of women as being uncertain, hesitant, indecisive, and subservient. For example, instead of letting a strong, declarative statement stand on its own, many women finish it with a tag question. So a statement such as, “This client proposal looks ready to go,” becomes “This client proposal looks ready to go, doesn’t it?”

To overcome this communication trap, learn to use language efficiently. You can increase the power of your communication by making each word count, by making sure each one contributes to your message. This forces you to eliminate unnecessary words. Say what you mean and mean what you say. By keeping all your communications simple, direct, and straightforward, you’ll be more effective on the job and earn your coworkers’ respect along the way.

The Importance of Listening
Most people take listening for granted, even though it’s our most frequently used communication skill. On average, 80 percent of our waking hours are spent listening to other people or things, such as the radio or television. Because we invest so much time in listening, it makes sense to learn how to do it well.

A good listener listens with his or her whole body. For instance, leaning slightly forward towards a speaker shows interest in what’s being said. Maintaining eye contact and looking face-to-face or directly at the speaker indicates you want to be actively involved in the conversation.

Keeping your arms and legs uncrossed means you’re open and receptive to the speaker’s words. And although you should avoid distracting movements and gestures while listening, don’t sit too still. Feel free to move your body in response to the speaker.

Asking questions is another essential part of effective listening. Avoid questions that simply require a “yes” or “no” answer; instead stick to open-ended questions that give the speaker a chance to fully explore ideas and express opinions.

Here’s an example. Don’t ask, “Did you like the client proposal we sent out for review this afternoon?” A one-word answer doesn’t tell you much. By asking an open-ended question — “What did you think about the client proposal we sent out for review this afternoon?” — you get a lot more information.

Public Speaking
Does the thought of speaking in front of a group of people make your knees knock, your heart pound, your palms sweat and your mouth go dry? If so, you’re not alone. Studies show that Americans’ No. 1 fear is public speaking. However, some basic guidelines about preparing a speech and then practicing it can help you overcome your fear.

Say you’ve just accepted an invitation to give a report about your company’s customer service program to a large group of important clients. Before you begin thinking about what you’ll say and how you’ll say it, answer these three questions:

• Who is my audience? Since your audience consists mostly of clients, don’t assume they know anything about your company’s customer service policies. Give them basic information about the program without going into minute details.
• What does the audience want to know? As clients, audience members will want to know how the customer service program affects and benefits them.
• How can I provide them with the information they want? You might begin by telling them why your company launched a customer service program and then explain step by step how your company resolves a customer service problem.