ENTREPRENEURSHIP | Interpersonal Skills – The Assertive Entrepreneur : How to Be Heard in Business

By harry w on August 2, 2024

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1. Assertion vs. Aggression

Effective communication is an essential aspect of success in business and completing transactions in an efficient manner.

There are many ways to communicate in business, some better than others. By using passive techniques, we show that we come from a place of receptivity and agreement. Aggressive techniques demonstrate that we come from a place of dominance and demand. The preferred way to do business – one that has the strongest positive impact on getting our needs met – is through assertive techniques. Assertive techniques get the point across in a professional manner that is both easily received and understood.

There are several factors that must be considered before we can become more assertive in business.

2. Timing

We've all heard it said that timing is everything. This is never truer than in the business environment. Knowing what to say and when to say it is critical. With one wrong word, personal credibility can take a swan dive. Saying too much or too little can leave a negative impression on people who matter. Moreover, tactless timing can be incredibly destructive to one's business credibility.

How can we tell when the timing is right?

First, during group communication, make sure to allow for a pause before each person speaks. Doing so prevents people talking over one another; such interruptions are not only rude and unwelcome, but break down the barriers of effective communication.

The timing is also right when you receive an invitation to speak. When a speaker drifts into silence and makes eye contact with you, it's time to express your own views.

Knowing when to remain silent is equally important as knowing when to speak. Take notice of the mood in the room after you've said too much. Can you feel people tuning out? Are you bored by your own words? Has your conversation turned from business topics to water cooler gossip?

If unplanned, assertive business discussions should take no more than a few minutes. For planned talks or meetings, about an hour should be all that's needed to achieve an objective or come to agreement. If you find yourself in a business discussion that's gone past the hour mark, stop and consider its relevance and whether it needs to continue. Knowing when to stop chatting and taking the initiative to get back to work is another way to exercise assertive tactics.

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3. Word Choice

The language used to communicate assertively is also important. Assertive communication revolves around the self, as opposed to aggressive communication, which focuses on the other person. To appear assertive rather than self-involved, begin with an I-statement and then go on to involve those around you. Firmly state your position, then involve others or at least include a statement that acknowledges their perspective. Say, for example: "I think the meeting should start at 8 a.m. I hope that we can all come to agreement on that," or, "I think this report needs to be rewritten. Do you agree?"

Assertive language is succinct and to the point. Keep the adverbs and adjectives to a minimum, use shorter words in favor of longer ones, and don't let sentences go on for more than twenty words. Detailed descriptions typically aren't necessary unless specifically requested.

"Jimmy, I need your budget report by noon tomorrow" is an assertive statement.

Here is a less assertive version: "Jimmy, that long report with all of those complicated numbers and formulas that I asked you to prepare last week during the staff meeting is really important to me and the department. I am not sure if you have had time to work on it, but if you can, please have it on my desk by tomorrow at noon."

In the first statement, Jimmy receives only the facts he needs to accomplish the requested task. No time is wasted because the message is short and he understands it the first time.

4. Assertive Body Language

Body language is a major component of assertive communication. Almost 80 percent of our message is derived from what people observe with their eyes rather than their ears. Small adjustments in posture, stance, and facial expression can make a huge difference as to whether one is perceived as passive, aggressive or assertive.

Erect posture – shoulders back, head up – suggests assertiveness. Relaxed arms, open palms, smooth facial expressions, and calm, clear eyes indicate more than just an active listener; these are telltale signs of assertion. Remember, a hip-width stance is also ideal.

To execute body language properly, it's important to be aware of what your body is communicating. You may feel comfortable with your arms crossed over your chest, but you may appear aggressive and closed-off to those you'd like to impress.

Be aware that body language often conveys information without our knowing it. When we are angry the body will communicate that anger. To use body language to communicate assertiveness, we must exercise some level of control over both our outer and inner emotions.

5. Clarity

Without clarity, there can be little communication in a business environment.. When our message is correctly understood the first time, we save time and money, effectively reducing workload and redundancy.

A thorough understanding of any issue or hot topic will establish credibility and demonstrate professionalism. Being prepared with an array of potential solutions in the face of any problem shows we are reliable and trustworthy. To create a win-win solution, a negotiation should be approached with a list of pre-determined outcomes.

Telling an employee that they won't receive a pay raise is one situation in which clarity is essential. A manager who lacks assertiveness may resist delivering the bad news by postponing the conversation. This same manager may attempt to soften the message by adding excessive explanations.

Instead, deliver the message with clarity and assertiveness: "Bob, we are not giving you a raise this year."

Allow Bob to ask for the reasons behind the decision, and be prepared for his request for reconsideration. An assertive communicator will have a clear answer ready. A simple no could suffice, but a caring supervisor may want to share a list of objectives for Bob to accomplish before reapplying for a raise.

Show your newfound assertiveness to employees, clients and business partners through careful timing, proper word choice and conscientious body language. Clarity, a crucial factor in business communications, is best achieved by saying what needs to be said – no more, no less. By employing these strategies, you can affect a natural assertiveness – a simple yet powerful tool for effective business.

6. Key Points

Assertive communication tactics are those that best serve business dialogue. By communicating assertively, business leaders are able to be both well-received and understood. Timing, word choice, body language and levels of clarity all must be tweaked to ensure assertiveness.
Effective communication is not only about what to say; it's important to know when to say it – or when not to. Tactful timing strategies serve to enhance one's credibility.
Assertiveness depends on word choice: assertive sentences are short and to the point. Rather than making an aggressive attack, assertive language revolves around the self. For best results, firmly state your position and begin with an I-statement before going on to involve others: "I believe this memo should be rewritten before it's sent to all departments. What do you think?"
Again, we communication 80 percent of our meaning through body language, whether we mean to or not. Therefore, we must practice assertive body language – relaxed arms, open palms, smooth facial expressions, attentive eyes, a hip-width stance – in order to ensure our message is the one we intend.
Without clarity, much of our intended message may be lost. Communication is impossible without it. Speaking in such a manner as to allow our message to be understood the first time ensures we save time and money by reducing redundancy and workload.

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