Let’s be clear about how to communicate…

Clear communication can be the bane of working days if not carried out correctly. In this day and age we have so many means to communicate but all too often we find haste makes waste. So as to avoid making fundamental mistakes in getting your message across, consider the following tips to help you get the most out of your communications…

In times gone by, a letter dropping on our doormat used to be received with emotional attachment. It may be good news or bad but either way, someone had spent time to write to you. It would be read front to back and maybe re-read with the inevitable answer being drafted and posted.

Today’s supersonic highway of communication means we can send a message to Australia and the receiver will have it within milliseconds. Speed now takes over from accuracy or content and the content is what makes the message clear.

Do you find yourself receiving information or talking to people finding that it is unclear what they are trying to communicate? And what of yourself, are you finding the speed of life means your message is sometimes rushed. This being followed by elements of frustration as the recipient does not appear to grasp what you wish to relay.

It may not always be that they do not comprehend what is being said. It may simply be that we are not explaining ourselves clearly. With that in mind, here are our tips towards formulating your message(s):

Communicate clearly:

  • Make it clear, well-structured, polite and easy to understand (use straightforward terminology)
  • Two ears and one mouth, use in that order! Listen to what is being said and paraphrase your understanding
  • Utilise all channels insuring the message has been distributed accordingly (Verbal, Email, Message, Telephone, Presentation, Meetings)

Timely and Accurate:

  • Remove any ambiguity, accuracy is paramount
  • Emphasise levels of importance or urgency. Remove any doubt or misunderstanding
  • Keep concise but containing the correct level of detail
  • Consider the most effective time to deliver the communication
  • Assess when best to repeat/update

Approachability:

  • Openly share information
  • Be open to questions, ideas and approach
  • Allow others to express their views and show a genuine interest
  • Change manner and terminology of delivery if recipient doesn’t initially grasp it (speaking slower or louder doesn’t work – it is often the delivery that doesn’t resonate rather than information not being understood)

Negativity:

  • Refrain from use of inappropriate language, beratement or tone
  • Use positive affirmations over negative ones
  • Actively listen to what others have to say without dismissing before they begin
  • Do not portray yourself as too busy or unapproachable
  • Desist from over embellishing or dramatizing negative facts
  • Avoid giving bad news inappropriately (e.g. using email, social media or text to give negative feedback to an individual)

The key is to keep your message clear, simple, informative, timely and without any prejudice.

Having no clear guidance, people read into what is in front of them in their own way. It depends on their mood, what mind set they are in. Without clarity, ambiguity takes control and that can lead people down a dark path that may not have even been considered.

We help organisations and individuals such as yourself to insure the message being delivered remains focused with a positive outcome. Start the first step by contacting Neil on 07761 187238 or email neil@coachingtosuccess.co.uk where you’ll be assured a warm welcome to discuss how we can help. You’ll get a better understanding of Neil too by watching our interview video at https://youtu.be/RvCwOL4hPco