By Gloria Koss, ServeNow.com

Communication skills are something that come to us, as sociable beings, somewhat naturally. While communication can be easier for some than others, it is an important skill set to manage because those who can communicate well are in high demand in the workforce. Paralegals who have a firm grasp of these skills not only invite new employment opportunities for themselves, they can also further cement themselves in a position they currently hold and enjoy.

For those not as skilled as they would like to be in the art of communication, some very simple tips can immediately begin improving how you interact with attorneys, clients and other professionals around the office.

The importance of communication for paralegals
The National Associate of Colleges and Employers (NACE) recently released a study conducted to discover the most desirable skills that employers sought in potential employees. These same desires apply to existing employees, especially in the legal profession. What was at the very top of their list? Communication skills. That’s right, a good communicator is more desirable to employers than those with sharp analytical skills, good team players, those with sharp technical abilities, and even individuals with a solid work ethic. What types of skills fall into this most-wanted category, and why are they so important?

Obviously, communicating means the ability to effectively transfer information to other individuals. More specifically, there are three general types of communication skills: expressive, listening, and overall management. Body language, facial expression, and word choice all fall into the category of expression. Being able to absorb information through hearing falls into listening, and works in close conjunction with expressive skills. These skills work together to gather spoken information and then relay it to the area that interprets the information in conjunction with the speaker’s body language and facial expression. The overall management function then brings the entire experience into one melting pot, which allows the individual to interpret the encounter and react appropriately to it.

On the surface, these functions manifest themselves in individuals who are effective public speakers, those who can produce high-quality written presentations and communications, and those who conduct themselves with grace in the courtroom, in meetings, or with clients. Superficially, it seems like something we do naturally, almost unconsciously. However, as with every other aspect of life, there are always some who do it more effectively than others, and those individuals are more likely to get the coveted position you are competing for. Why is that?

Employers want to hire effective communicators because they want people who can present their firm as the most professional, educated, and capable to their clients. Clear and concise communication, whether written or verbal, does that. Employers also state that paralegals who are great communicators reduce confusion, stress, and errors in the workplace. Also, while this skill set is the most desired by employers, they also state that it is the rarest. With that said, how do we make sure we are showing top-notch communication skills in the office?

1) Be a contributor
Show your interest in your firm by contributing at meetings or other times when feedback is solicited. By taking an active role, not only do you ooze confidence, you show your co-workers and bosses that you are invested in your job. Weekly firm meetings can sometimes be tedious, but participating early on shows your bosses and co-workers that you take your position seriously and can contribute to the overall success of the firm. Speaking up in the first third of the meeting shows you are eager, but willing to let others speak first.

2) Radiate confidence
Many times when we are trying to be polite we actually undermine our credibility or emanate a lack of confidence. Look others in the eye when speaking to them or when they speak to you. Hold their gaze, as being the first to drop eye contact can sometimes be seen as submission.

Also, when speaking and writing, choose your words carefully. Avoid beginning sentences with words such as “I could be wrong …,” “I could be forgetting something …,” or other defensive signal phrases because they undermine you as an individual. Avoid ending statements with “OK?” or “don’t you agree?” because these words can make it appear that you are seeking the approval of others or are otherwise unsure of your decisions or statements. By making better word choices paralegals can project an air of confidence and professionalism to those around them in the workplace, instilling a reciprocal sense of worthiness in the eyes of those around them.

3) Look prepared, even when you’re not
When arriving for or sitting through meetings, avoid fidgeting, shifting your eyes frequently, and making other types of harried movements, as they make you appear unprepared. The fewer movements you make, the stronger the message you send others that you are cool, calm, collected, and in control. Numerous shifty or fidgety movements indicate exactly the opposite; you can appear nervous, uncertain, or otherwise project a negative image to your co-workers and clients, making them question your ability to manage the situation at hand.

4) Make the most of small talk
Being able to talk with co-workers, bosses, and clients comfortably projects respect, confidence, and professionalism in the workplace. Take an interest in those around you and use tidbits of information to your advantage. For instance, remembering that a client has a grandson in kindergarten and asking a question about him while you wait with that client in the hallway for your case to be called not only makes you appear more personable and caring, it can also help to calm nerves in otherwise unpleasant circumstances.

Gloria Koss is a former paralegal and a staff writer for ServeNow.com, a trusted network of local, pre-screened process servers. ServeNow.com also offers ServeManager - a web-based software to help legal professionals assign, track and manage service of process all in one place. Learn more at www.ServeNow.com or www.ServeManager.com.