Strong
Communication Skills Lead to Career Success
By
Kathleen Call
Knowing how to communicate effectively, both verbally
and in writing, has become a critical aspect of success
not only in the legal field but the overall business
world as well. In fact, what you say and how you say
it can make or break your image in the workplace. In
a survey commissioned by our company, nearly half (49
percent) of those asked said a person’s communication
style has the greatest impact on his or her professional
reputation.
The
information age has resulted in an unprecedented number
of daily exchanges through everything from voice mail
and e-mail to cell phones, videoconferencing and corporate
intranets. While technology is more sophisticated than
ever, people using these advanced tools must themselves
be skilled communicators or the message is lost.
Legal
professionals with strong interpersonal abilities are
able to build rapport with colleagues, which can help
move projects along more efficiently. They know whose
expertise to tap when they need assistance and are adept
at resolving conflicts and building consensus among team
members. As a result, these individuals are in high demand
within law firms and corporate legal departments. Here
are some ways to hone your communication skills:Listen
well. Perhaps the most important and the most frequently
overlooked communication skill is listening. Paying close
attention to what the other person is saying requires
discipline. It takes practice to avoid interrupting others
and to welcome differing perspectives.Clarify your objectives
and focus. Know why you are talking with or writing to
someone. What do you want to accomplish with your communication?
Brevity is always appreciated in the fast-paced legal
field. Before you dial the phone or write an e-mail,
take a moment to organize your thoughts. Are you asking
for information? Passing on a message from a third party?
Following up on a request for data? Make your questions
or statements clear and concise.Brush up on your writing.
Today’s employers are searching for workers who
write well. Consider enrolling in a course in business
writing. Make sure your documents flow, with transitions
between paragraphs. Don’t stray from your main
points.Proofread all written communications. Spelling
and grammar checkers are helpful tools but are no substitute
for your own eyes. Review everything you write. Consider
starting with the end of the document and reading paragraphs
in reverse order. This will help you focus more on mechanics
versus content. Choose your words carefully when e-mailing,
since written messages often appear more severe than
intended. If you’re requesting action, make sure
it’s clear what is needed.Know your audience. To
whom are you directing the message -- your manager? An
attorney? A client? The reason for the call or message,
as well as the identity of the recipient, will help determine
its content and style.Match delivery to message. Oftentimes,
how you say something is as important as what you say.
Use a tone befitting the message. Be clear and straightforward.
If the content is urgent, sensitive or confidential,
a face-to-face meeting will be preferable to a letter,
whenever possible. By all means, avoid using a fax, voice
mail or e-mail to convey private or sensitive communications.
Ask your associates how they prefer to receive routine
messages.Repeat important information. In voice mail
messages, always repeat your name and phone number as
you conclude. At meetings, restate objectives, priorities
and deadlines. When you’re receiving instructions
or complex information, reiterate what the other person
said to prevent misunderstandings.Rehearse presentations.
Whenever you have to make an important presentation,
whether addressing meeting attendees or proposing an
idea to your legal administrator, rehearse it in advance.
You’ll learn how long it takes and be able to improve
the way you convey your key points.
If
you practice these skills on a continual basis, you will
likely discover where your thinking and communication
style may be enhanced for more professionalism, clarity
and effectiveness.
Kathleen
Call is executive director of The Affiliates®,
a leading staffing service specializing in the placement
of legal professionals with law firms and corporate
legal departments. Based in Menlo Park, Calif., The
Affiliates has offices in major cities throughout the
United States and Canada.
