Even if you are not planning to get a communications degree, at some point in your life you will want to ask your professor a question, be interviewed for a job, or work on a team. In situations like these, you will often need to
communicate professionally. Professional communication is an essential part of the human experience, no matter what one’s major or profession.
4 Ways to Communicate Professionally
You can communicate professionally in four ways: by
keeping organized, being clear and concise, using good grammar and spelling, and being respectful.
Organize Your Thoughts
Casual conversation with friends or family can look like an art collage of random thoughts. But when you communicate professionally, you must communicate with order.
The three-paragraph structure is a popular way to organize an essay. You start with an introduction (
including a hook,
background info, and
a thesis), add a body, and then end with the conclusion. While communicating professionally in non-essay contexts, such as in speeches, PowerPoint presentations, and emails, you can use the same ingredients.
Picture this scenario: you are confused about an assignment’s instructions, and you need to contact the professor for clarification. How do you write the email?
Begin with the introduction. Start with a
greeting: “Dear Professor [Name],” “Hi Professor [Name],” etc.
Then, write your thesis (or
body—the point of your email. Because you are asking a simple question, treat your thesis and body as one in the same. Include any necessary background/contextual information: “The essay assignment instructions say that we may choose any topic to write on. But on the first day of class, you said that we would need to choose from a list of topics. Does that list rule still apply?”
Finally, add a conclusion. This includes a closing and signature. I like to conclude my emails with something along the lines of a “thank you”:
Thank you,
[Your Name]
Sometimes, organization is visual, too. In essays, presentations, and emails, divide points into different paragraphs or pages to make your work less cluttered. Do this when you can but follow any assignment rules and style guides—if applicable!
In verbal-only communication, such as when you are
talking to a professor or giving a speech, avoid rambling to respect the listener’s time and pause when necessary; do not talk too fast, but give your audience ample time to process.
Be Clear and Concise
Mary Sharp Emerson in a
Havard blog post writes, “The key to powerful and persuasive communication — whether written or spoken — is clarity and, when possible, brevity.” The same is true for professional communication.
Most of the time you want to keep your communication simple. Cut out unnecessary information to avoid rambling.
According to the authors of
Writing that Works, “[s]hort sentences and short paragraphs are easier to read than long ones. And easier to understand.”
In speaking, particularly when giving a speech, avoid “ums” and other filler words. Practicing your speech beforehand will help you do this well.
Conciseness is a balancing act. You need to recognize what is important in what you say and what is not. Just remember that every word and every sentence counts.
Use Proper Grammar and Spelling (in Writing)
How you write sets the tone for how readers read your work. Proper grammar and spelling set an academic and intelligent “tone” for your reader—in other words, a professional tone. Meanwhile, writing carelessly can curb credibility. It may even bump down a paper’s grade.
The best way to use proper grammar and spelling is to first learn the rules for yourself—or at least, learn as you go. Books like,
The Blue Book of Grammar and Punctuation, are helpful to keep at your desk for study or a quick reference. You can also use online sites such as
Purdue University’s Writing Lab. This site has an entire section dedicated to grammar. Likewise, online dictionaries such as
Merriam-Webster and
Dictionary.com will have reliable answers to many of your specific grammar questions. And, when in doubt, just Google it!
College students now use computers, tablets, or phones to create their work, which means they have access to spelling and grammar checkers. Take advantage of the generic checkers found in Microsoft Word, Apple Pages, or Google Docs. (Trust me—my checker saved me from typing “spelling” out as “spellingg”). There are also more advanced checkers like
Grammarly and
ProWritingAid. They can take your writing up a notch.
Do Unto Others: Be Respectful (and Respectable)
No one likes to be treated rudely, so a great way to communicate professionally is to speak or write with respect. Below are two practical ways of doing this.
First, listen well. Communicating respectfully begins with listening well. If you do not understand an essay prompt, you will not write a good essay. Similarly, if you ignore the point of your professor’s train of thought or a peer’s question, you will not give a good response and you will waste their time and take their words out of context.
The
Harvard post, as mentioned above, offers a few ways we can actively listen to others in-person. Some of these tips include: “Giving the speaker your full and undivided attention,” “Avoiding the temptation to interrupt with your own thoughts,” and “Rephras[ing] what you’ve heard when making your reply.”
Listening well in writing looks like reading and re-reading to make sure you understand what is being said. Some ways to do this include taking notes and paraphrasing (out loud or in your mind) key concepts.
Second, keep a proper tone. Typically,
avoid slang and contractions in written communication, and sometimes verbal communication, depending on the situation. Be congenial. Be kind. Say “please” and “thank you.” Avoid sarcasm and personal attacks but be firm and stand your ground when you need to.
Although there is a general “professional tone,” different situations may call for nuances. If you are unsure how to communicate in your specific situation, ask someone you trust, like a parent or professor, for advice.
Whatever the case, balance being respectful to others while speaking in such a way so that others will respect you and your boundaries.
Final Thoughts on Effective Communication
Whether you are in high school or college,
pursuing chemistry or marketing, knowing how to communicate professionally will help you work with others in the right way.