Communication - Competency
Definition: Communication skills encompass the ability to effectively convey ideas, emotions, and information through clarity, audience awareness, and responsiveness while maintaining professionalism and openness. Strong communicators use multiple methods to connect with others, adapting their approach to suit diverse audiences and ensuring messages are succinct, timely, and impactful. By being attentive, energetic, and persuasive, they excel in delivering presentations, coaching others, and fostering collaboration, empowering teams to achieve shared goals and organizational success.
Flexibility
Adaptability
Creativity
Accountability
Action
Bias for Action
Integrity
Self Management
Passion To Learn
Continual Learning
Continual Improvement
Creativity
Professional Development
Feedback
Punctuality
Attitude
Cultural Awareness
Emotional Intelligence
What are Communication Skills?
Core Components of Communication Skills
Why are Communication skills important?
How can I improve communication skills?
What are the benefits of good Communication skills?
360-Feedback questions that measure Communication:
Core Components of Communication Skills
Why are Communication skills important?
How can I improve communication skills?
What are the benefits of good Communication skills?
360-Feedback questions that measure Communication:
Self-Comments:
Do you have to complete a self-assessment or performance appraisal? If so, the
self-comments here may help.
Do you have to complete a self-assessment or performance appraisal? If so, the
self-comments here may help.
360-Feedback Questionnaires Measuring Communication:
Survey 1 (4-point scale; Competency Comments)
Survey 2 (4-point scale; Competency Comments)
Survey 3 (5-point scale; Competency Comments)
Survey 4 (5-point scale; radio buttons)
Survey 5 (4-point scale; words)
Survey 6 (4-point scale; words)
Survey 7 (5-point scale; competency comments; N/A)
Survey 8 (3-point scale; Agree/Disagree words; N/A)
Survey 9 (3-point scale; Strength/Development; N/A)
Survey 10 (Comment boxes only)
Survey 11 (Single rating per competency)
Survey 12 (Slide-bar scale)
Survey 13 (4-point scale; numbers; floating anchors)
Survey 14 (4-point scale; N/A)
Survey 1 (4-point scale; Competency Comments)
Survey 2 (4-point scale; Competency Comments)
Survey 3 (5-point scale; Competency Comments)
Survey 4 (5-point scale; radio buttons)
Survey 5 (4-point scale; words)
Survey 6 (4-point scale; words)
Survey 7 (5-point scale; competency comments; N/A)
Survey 8 (3-point scale; Agree/Disagree words; N/A)
Survey 9 (3-point scale; Strength/Development; N/A)
Survey 10 (Comment boxes only)
Survey 11 (Single rating per competency)
Survey 12 (Slide-bar scale)
Survey 13 (4-point scale; numbers; floating anchors)
Survey 14 (4-point scale; N/A)
Performance Assessments that include Communication:
Assessment 1 (5-point scale; IDP Comments)
Assessment 2 (3-point scale with Comments)
Assessment 3 (Manager Assessment; 360-Feedback)
Assessment 4 (3-point scale; Rating Limits)
Assessment 5 (3-point scale; Rating Limits)
Assessment 6 (5-point scale with Comments)
Assessment 7 (Comment Boxes Only; IDP)
Assessment 8 (Comment Boxes Only)
Assessment 9 (3-point scale with Letter Grade)
Assessment 10 (360-Feedback; Bonus/Merit Pay)
Assessment 11 (Core Values & Job Competencies)
Assessment 12 (4-point scale; 6 Comment Boxes)
Assessment 1 (5-point scale; IDP Comments)
Assessment 2 (3-point scale with Comments)
Assessment 3 (Manager Assessment; 360-Feedback)
Assessment 4 (3-point scale; Rating Limits)
Assessment 5 (3-point scale; Rating Limits)
Assessment 6 (5-point scale with Comments)
Assessment 7 (Comment Boxes Only; IDP)
Assessment 8 (Comment Boxes Only)
Assessment 9 (3-point scale with Letter Grade)
Assessment 10 (360-Feedback; Bonus/Merit Pay)
Assessment 11 (Core Values & Job Competencies)
Assessment 12 (4-point scale; 6 Comment Boxes)
What are Communication Skills?
Having good communication skills means you are aware of the target audience and adjust your message appropriately. You are open to receive communication and are attentive to others. People with good communication skills are willing to express themselves and open to ideas from others. They are responsive when others are seeking information. It is important to be clear, concise and accurate in your communications.
Core Components of Communication Skills
- Audience Awareness: Understanding and adapting to the needs of the audience involves tailoring the language, style, and medium of communication to suit the preferences, understanding, and context of the recipients.
- Attentive: Actively listening and understanding to pay close attention to others' points of view, ask follow-up questions, and understand the core issues of a conversation.
- Open: A willingness to share, receive, and engage in honest communication through behaviors like articulating thoughts and emotions clearly, actively maintaining eye contact, and welcoming feedback or suggestions.
- Responsive: Engaging and acting upon information received to address questions or concerns accurately and promptly, overcome barriers to communication, and acknowledge understanding through active listening techniques.
- Succinct: A focus on clarity and brevity and the ability to distill complex ideas into simple, understandable components, deliver concise instructions, and communicate in a way that eliminates unnecessary details while retaining essential information.
- Communicates Goals/Vision: Strategic communication tied to organizational direction and objectives focusing on articulating corporate initiatives, project goals, and the vision of the organization in a way that aligns efforts and inspires teams.
- Sharing: Distributing information and fostering collaboration to inform others about changes, developments, or ideas, discuss concepts with peers, and explain the reasoning behind actions and decisions.
- Timely: Responsiveness and punctuality aided by acting quickly and efficiently, respecting deadlines, and addressing changes or concerns promptly.
- Persuasive: Influencing and motivating others to take specific actions or adopt ideas using logic, articulation, and motivational techniques to convince others effectively.
Why are Communication skills important?
- Increased Understanding: When you understand who your audience is, you can tailor your message to have the greatest impact.
- Open to Engagement: Being available, accessible and open to communication will facilitate the exchange of ideas and information. This allows information to flow between individuals.
- Clear and Succinct: Delivering messages that are clear and succinct will help ensure the messages are well received and understood.
- Up and Down the Chain of command: Being effective in communicating with superiors and subordinates is a skill that helps information to flow vertically in the organization.
- Timely and Accurate: Delivering messages that are timely and accurate will ensure relevance of the messages.
- Persuasive and Impactful: Your communication can influence and inspire others. You should try to maximize the impact of your communications.
How can I improve communication skills?
- Understand who you are communicating with.: Make sure that you are conveying information that is needed and will be understood by the audience.
- Be available and approachable: Maintaining an 'open-door' approach facilitates effective communication.
- Be open and attentive: Effective two-way communication involves actively listening and being receptive to others' input. Other individuals may have important ideas and information to share.
- Be clear in your messaging: Ensuring your communication is clear will help others understand your message. Articulate your ideas clearly. It may help to practice your message with another individual who would give you feedback.
- Be succinct: Focus only on the content that is necessary. Avoid rambling or deviating from the topic. It may help to prepare an agenda (or outline) in advance to keep the communication focused on topic.
- Confirm communication: Ensure the audience has grasped your points before moving forward with the discussion.
- Professionalism: Consistently communicate with respect and professionalism, steering clear of any disrespectful or mocking behavior.
What are the benefits of good Communication skills?
- Collaboration: All business organizations require collaboration between different individuals to get the work done. This collaboration is facilitated through good communication.
- Increased Productivity: Productivity is enhanced when information flows to where it is needed. Instructions and expectations are communicated to the employees. Errors and delays are reduced if the communication is clear and succinct.
- Stronger Working Relationships: Good communication builds trust and rapport among colleagues, clients, and stakeholders, leading to more positive and productive interactions.
- Effective Problem-Solving: Open communication allows for the free exchange of ideas and feedback leading to more innovative solutions and quicker resolution of issues.
- Improved Decision Making: The best decisions are made when all of the relevant information is available for consideration. Communication helps ensure this information is
- Better Employee Engagement: Encouraging open information sharing and actively listening to employees' ideas and concerns fosters greater engagement within the organization. Employees will feel they have more of a share in the success of the business.
- Improved Leadership: Leaders who communicate well can inspire and guide their teams more effectively, fostering a positive and productive work environment.
What questions could you consider for including on a 360-degree feedback assessment regarding Communication?
360-Feedback questions that measure Communication:
Audience Awareness
Audience Awareness is about how someone shapes and delivers their communication before and during an interaction. It reflects their ability to choose the right medium, adjust language and terminology, tailor tone and style, and present information in a way that fits the needs, preferences, and background of the audience. This skill is proactive and strategic: the communicator anticipates what the audience needs (clarity, simplicity, detail, confidentiality, urgency) and adapts accordingly. Audience Awareness is fundamentally about designing communication for maximum impact by meeting the audience where they are.
- Chooses the communication medium (ie. email, voice mail, memo, project document) that reflects the needs of the content. (ie. urgency, confidentiality, content scope)
- Adapts language and terminology to meet the needs of the audience.
- Understands and adjusts presentations to the needs of the audience.
- Considers the audience in how the communication is presented.
- Understands the preferences of the intended audience.
- Tailors the language, style, and medium of communication to meet the needs of the recipient.
- Understands and adjusts delivery of communications to maximize impact.
- Tailors writing to the intended audience.
- Able to use multiple methods of communication.
- Explains complex concepts clearly, using terms/style appropriate for the audience
- Tailors oral communications to the intended audience.
Available
Available refers to a person's presence, accessibility, and responsiveness. It captures how reachable and approachable someone is--whether they maintain an open-door policy, keep regular communication with the team, are visible and dependable, and make it easy for others to come to them with questions or issues. The emphasis is on being present and ready to assist, both physically and digitally, through consistent check-ins, clear availability signals, and a supportive, approachable demeanor. In essence, availability answers the question: "Can I reach you when I need you?"
- Communicates regularly with the department.
- Is approachable and accessible when needed.
- Visible and approachable; is there when you need them.
- Keeps open and regular communication with others.
- Frequently communicates with the team.
- Approachable, dependable, and ready to assist when needed.
- Marks their status as "available" to signal they are open for communication.
- Keeps an open-door policy to provide support and guidance.
- Sets their on-line status to "available" to indicate they are available for communication.
- Is someone I can go to when I have a problem or issue.
- Maintains an open-door policy to be available for answers and guidance when needed.
- Is visible and approachable.
- Keeps open and regular communication with team members.
Attentive
Attentive is the ability to listen carefully, stay present, avoid interrupting, ask clarifying questions, and demonstrate genuine interest in the other person's perspective. This skill is reactive and relational: the communicator focuses on understanding the speaker's ideas, emotions, and concerns, and responds thoughtfully to show that the conversation matters. Attentiveness is fundamentally about absorbing and engaging with what others say in a way that builds trust and understanding.
- Listens to others' points of view with an open mind
- Listens actively & speaks clearly and directly.
- Accurately attends to/understands ideas which are exchanged.
- Asks follow-up questions as needed.
- Listens attentively and without interrupting team members and customers
- Listens attentively and responds thoughtfully, showing they value the conversation.
- Listens carefully.
- Able to understand the core issues of the conversation.
- Takes the time to listen to your side in employer/employee disputes
- Listen and understand
- Takes time to listen to you
- Listens effectively.
- Listens well
Open
Open describes how a person communicates once that interaction begins. It reflects their willingness to articulate thoughts and emotions clearly, maintain eye contact, face the person they're speaking with, and engage in direct, honest dialogue. Openness also includes receptiveness (welcoming feedback, input, and concerns from others) and expressing their own concerns transparently. It's about emotional clarity, two-way communication, and genuine engagement. Openness answers the question: "When we talk, are you candid, receptive, and engaged?"
- Articulates ideas and emotions clearly to others.
- Willing to accept feedback from others.
- Maintains eye contact to foster direct communication.
- Welcomes input and suggestions from others.
- Willing to express their concerns to colleagues.
- Open to receiving feedback from others.
- Makes eye contact with the person they are speaking with.
- Faces the person when speaking or listening to engage in direct communication.
- Willing to communicate issues and concerns to colleagues.
- Effective in communicating thoughts and feelings to others.
Responsive
Responsiveness emphasizes engaging and acting upon information received. It includes addressing questions or concerns accurately and promptly, overcoming barriers to communication, and acknowledging understanding through active listening techniques. This dimension is about not only listening effectively but also providing meaningful and timely answers or solutions that reflect the needs of the speaker.
- An effective listener who is responsive to information needs.
- Addresses issues of key importance to stakeholders.
- Responds to questions with accurate and complete answers
- Listens effectively and responds to new information.
- Overcomes barriers that prevent effective communication.
- Takes on challenging questions and provides instant answers.
- Responds to critical concerns of stakeholders.
- Receives and answers questions - on the spot. S/he has a willingness to address the tough questions.
- Acknowledges an understanding of what the other person is saying.
- Uses active listening techniques (e.g., paraphrasing, reflecting, open-ended questions) to ensure successful communication
Clarity
Clarity focuses on organizing ideas logically, explaining concepts in a straightforward way, and ensuring the listener or reader grasps the message without confusion. Someone demonstrating clarity structures information well, articulates ideas fluently, simplifies complex topics into digestible parts, and uses language that is accurate, appropriate, and comprehensible for the audience. The emphasis is on intelligibility--the message is complete, coherent, and logically presented so the audience fully understands what is being communicated.
- Articulates ideas clearly and assertively.
- Speaks clearly, fluently, and in a compelling manner to both individuals and groups.
- Delivers information in a clear, concise, and logical manner.
- Communicates clearly and get to the point without unnecessary details.
- Clarifies problems logically, simplifying complex matters into digestible parts.
- Delivers information in a straightforward and comprehensible manner.
- Presents information in a clear and logical format.
- Reports are clear and persuasive.
- Organizes ideas for better clarity.
- Communicates a clear understanding of the subject at hand.
- Demonstrates clear verbal and written communication skills
- Able to clarify complex or technical information.
- Writes in a clear and concise manner, using appropriate grammar, style, and language for the reader.
- Clarifies words or statements to gain better understanding of the message.
- Communicates clearly and concisely in writing (e.g., professional correspondence is well-organized, to the point, and uses correct spelling, punctuation, and grammar)
- Consistently speaks clearly.
- Communicates project information accurately and clearly.
Succinct
Succinct is about communicating efficiently through brevity, focus, and the elimination of unnecessary detail. Someone who is succinct distills complex ideas into their essential components, highlights only the key issues, and delivers instructions or explanations in a brief, streamlined manner. The emphasis is on economy of words--the message is tight, focused, and free of extraneous information, allowing the audience to grasp the core point quickly without wading through excess content.
- Able to communicate ideas effectively and succinctly to both individuals and groups, in any setting.
- Distills complex ideas into simple, understandable components.
- Transforms complicated ideas into simple ones.
- Makes the complex simple.
- Conveys ideas confidently and succinctly.
- Deconstructs complex issues into understandable segments.
- Eliminates unnecessary details when giving instructions.
- Presents issues, ideas, and strategy concisely and clearly.
- Delivers clear and concise instructions.
- Produces written content that is both succinct and orderly.
- Communicates with clarity and brevity.
- Provides straightforward and brief directions.
- Explains issues logically, breaking down complex issues into manageable pieces of information
- Focuses communications on the relevant key issues.
- Expresses ideas clearly and concisely to individuals and groups, in both formal and informal settings
- Writes in a concise and organized manner.
Effective
Effective emphasizes impact and comprehensiveness. It encompasses broader elements of successful communication, including preparing influential presentations, addressing critical issues, and using non-verbal cues effectively to complement verbal exchanges. This dimension reflects the ability to adapt communication styles to different audiences and situations, ensuring the message resonates and achieves its intended purpose.
- Communicates effectively with colleagues and customers
- Communicates effectively with all levels of the organization.
- Is an effective communicator
- Effectively and regularly communicates regarding issues that are critical to the team
- Able to effectively prepare and deliver presentations influentially.
- Communicates effectively with colleagues.
- Uses effective non-verbal communication (e.g., eye contact, nodding, gestures, etc.)
- Takes steps to prevent interruptions when important issues are being discussed
- Communicates effectively.
- Communicates well
- Communicates effectively with colleagues and partners.
Communicates With Superiors
Communicates With Superiors focuses on engaging with higher-level leadership effectively and confidently. This dimension emphasizes clear and professional communication with management, providing updates on progress, achievements, and goals, and maintaining seamless communication across all organizational levels, including external stakeholders. It reflects the ability to ensure that leadership is well-informed and aligned with team efforts, fostering trust and collaboration at the executive level.
- Communicates with department leadership
- Reports progress on goals to the supervisor.
- Facilitates seamless communication across all management levels.
- Informs supervisor about progress made on goals and objectives.
- Keeps the supervisor informed about achievements and milestones.
- Confidently interacts with all tiers of the organization.
- Effectively engages with everyone from the CEO to external partners.
- Engages in clear communication with both senior and junior management.
- Confidently communicates across all organizational levels, including external stakeholders.
- Has the confidence to communicate effectively to all levels (from CEO down) of the organization, external customers, suppliers, as well as the senior counsel of other companies.
- Communicates effectively with management, both upward and downward.
- Communications with college leadership
- Has the confidence to communicate effectively to all levels (from CEO down) of the organization.
Coaches Others
Coaches Others centers on mentoring and developing team members through feedback and guidance. This dimension emphasizes providing constructive feedback, enhancing communication skills, and delivering impactful training to help others grow and succeed in their roles. It highlights the role of a leader or mentor in empowering employees by showing how their work aligns with organizational goals and fostering a culture of continuous improvement.
- Coaches others and provides feedback on the use of different oral communication styles for different audiences
- Is willing to give feedback to others even if that feedback is critical of their approach.
- Mentors others on enhancing their written communication.
- Coaches others on their written communication skills
- Conducts impactful training sessions.
- Ready to offer feedback, even if it involves tough critiques.
- Communicates to employees how their jobs/ works/ goals relate to organizational goals.
- Delivers influential training.
- Shows employees how their work contributes to the success of the organization.
Confirms Communication
Confirms Communication is about the quality of the exchange--verifying comprehension, summarizing key points, paraphrasing questions, recapping action items, and checking throughout a conversation that everyone is aligned. This skill prevents misunderstandings by actively confirming what was said, what was meant, and what needs to happen next. Someone strong in this area closes the loop during discussions, making sure clarity, shared understanding, and execution are all secured before the conversation ends.
- Checks for understanding throughout conversations or group presentations/discussions
- Recaps action steps from meetings to ensure clarity and execution.
- Provides follow-up information and seeks to avoid misunderstandings.
- Ensures comprehension during conversations or group presentations.
- Verifies understanding throughout discussions.
- Summarizes the question to verify comprehension.
- Summarizes or paraphrases the current question to confirm understanding.
- Reviews any "action steps" resulting from meetings or conversations before concluding to ensure clarity and that plans will be executed
- Checks for understanding throughout conversations or group discussions
Communicates Goals/Vision
Communicates Goals/Vision emphasizes strategic communication tied to organizational direction and objectives. It focuses on articulating corporate initiatives, project goals, and the vision of the organization in a way that aligns efforts and inspires teams. This dimension highlights the leader's ability to set expectations, communicate progress on business goals, and ensure clarity regarding resources and organizational priorities.
- Communicates the vision of the organization to all employees.
- Communicates goals of project, resources required, resources available, etc. to the team
- Communicates Corporate initiatives in a relevant and actionable manner to employees within his/her organization.
- Writes appropriately within organizational guidelines and values.
- Communicates progress on business goals to team and upper management
- Lets people know what is expected of them.
Sharing
Sharing centers on distributing information and fostering collaboration. It involves informing others about changes, developments, or ideas, discussing concepts with peers, and explaining the reasoning behind actions and decisions. This dimension emphasizes openness and the flow of information to enhance mutual understanding and teamwork.
- Updates others on changes or progress in plans and goals.
- Communicates concepts and ideas to others.
- Informs others about changes or developments in plans and goals.
- Provides the reasoning behind choices and actions.
- Discusses ideas and concepts with peers.
- Shares important information with others.
- Communicates crucial information to others.
- Notifies others about developments in plans and goals.
- Shares concepts and ideas with others.
- Explains reasons behind decisions and actions.
Professionalism
Professionalism focuses on conduct and demeanor in communication. It involves maintaining a respectful tone, using polite language, and exercising self-control, ensuring interactions are always appropriate and considerate. This dimension emphasizes creating a positive impression, fostering mutual respect, and avoiding behaviors that undermine others or the conversation.
- Maintains a formal and respectful tone, avoiding use of slang or overly casual language.
- Uses polite language and shows respect for others' opinions and time.
- Presents their message with professionalism.
- Is professional at all times--never ridiculing, mocking or undermining peers or subordinates.
- Maintains self-control in conversations.
- Maintains good contact with others when speaking.
Timely
Timely is about when communication happens reflecting a person's ability to respond promptly, meet communication-related deadlines, and share updates or changes quickly enough for others to act on them. Timeliness is about respecting others' schedules, ensuring information arrives when it's needed, and preventing delays that could disrupt work. Timely focuses on speed and responsiveness--getting the right information to the right people at the right moment.
- Responds in a timely manner, respecting deadlines and others' schedules.
- Communicates changes to team members in a timely manner
- Communicates company/market changes to appropriate team members in a timely manner
Expertise/Competence
Expertise/Competence highlights technical skill and proficiency in delivering communication. It includes using tools like software and graphics to clarify complex ideas, handling difficult messages appropriately, and preparing communications that meet legal or technical standards. This dimension focuses on the accuracy, effectiveness, and capability required to convey information clearly and professionally.
- Uses software, graphics, or other aids to clarify complex or technical reports.
- Deals with difficult situations calmly and confidently.
- Delivers difficult messages to co-workers in an appropriate manner
- Supports communication systems recently implemented.
- Delivers difficult/sensitive messages to co-workers in an appropriate manner
- Prepares effective external communications, using basic familiarity of legal requirements and limitations
- Uses correct spelling, grammar and punctuation.
Energetic
Energetic focuses on delivering messages with enthusiasm and vibrancy. It emphasizes the speaker's ability to convey excitement, passion, and a sense of urgency, which captures the audience's attention and conveys the importance of the message. This dimension highlights the tone, conviction, and energy with which communication is presented, often serving to inspire engagement and positivity.
- Delivers messages with energy, enthusiasm, and conviction.
- Delivers messages with personal energy, enthusiasm, and conviction.
- Conveys important reports with a sense of excitement, passion, and urgency.
- Conveys priorities with right sense of urgency and importance.
Persuasive
Persuasive centers on influencing and motivating others to take specific actions or adopt ideas. It involves using logic, articulation, and motivational techniques to convince others effectively. This dimension emphasizes the content and strategy behind communication, ensuring that the message resonates and leads to desired outcomes.
- Persuasive and articulate when communicating.
- Uses ideas and perspectives to persuade others.
- Is an effective and motivating communicator.
- Able to demonstrate persuasiveness in pursuit of objectives.
- Inspires others to take action based on his/her communications
- Demonstrates persuasiveness in pursuit of objectives.
Presentations
- Able to deliver presentations.
- Effectively delivers presentations to teams, large groups, and diverse audiences
- Comes across as comfortable and effective as a public speaker
- Delivers effective presentations.
- Can effectively deliver presentations.
- Delivers well-prepared, informed, poised and succinct presentations.
- Delivers influential presentations.
- Delivers effective public presentations.
- Prepares and delivers presentations.
- Gives clear and convincing presentations.
- Presents clear and persuasive information in reports.
- Prepares and delivers effective presentations that are influential.
Performance Feedback
- Conducts regular performance feedback discussions with individuals and teams
- Writes complete and developmentally-oriented performance appraisals with clear goals, using SMART criteria
- Implements performance appraisals focused on employee development using SMART criteria
- Provides feedback in a helpful and respectful way, focusing on improvement.