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Effective Communication: How Not to Be Misunderstood

Effective Communication: How Not to Be Misunderstood

Communication is an important tool that plays a defining role in developing an understanding with everyone around us, on an everyday basis. Whether it is a simple task of writing an email or giving a presentation, communication adds on to the productivity and progress. Therefore it is important that when a message is delivered there is no miscommunication between the sender and the receiver. To avoid misunderstanding one has to make sure that the message is clear and simple.

Though we have access to the best of medium, yet many times we fail to deliver an error free, perfect message during verbal and written communication. As per a recent survey recruiters admitted that communication skills play an important role when choosing managers. It plays an important role in being successful in today’s world.

One of the most common reasons that leads to miscommunication or misinterpretation of a message is the use of complicated sentence structure. A message is easy to understand when the sentences are short and crisp. Use of unnecessary fillers like kind of, sort of, maybe, etc bring in vagueness to the message.

5 Killer Skills to Make Your Message Clear

When communicating via a written medium, make sure to read and re-read before finalizing the copy/email/text. Once you are done with the proofreading, see if there are other interpretations to the message and whether you would like to eliminate them or not. Here are few more points one should follow for effective communication.

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1. Make the complicated simple. Make the simple simpler.

Always try to simplify your message. Bring down your sentences to the simplest degree to avoid ambiguity in your messages. If the words and sentences are simple the probability of understanding the message is higher. There is no point in highfalutin sentences, if the receiver doesn’t decodes the message correctly.

2. Start as a good listener.

Listening is another important aspect of being a good communicator. You cannot deliver a perfect message until you are a good listener. Without listening you will not know what are you being asked for.

3. No jargons. They hinder understanding.

Make sure you do not include vocabulary that can be difficult for the receiver to understand. Using jargons and technical terms can create misunderstanding if the decoder is not familiar with those words.

4. Make it concise and precise.

Brevity is the soul of wit as well as communication. Whether you are delivering a speech or writing an application or forwarding a formal text, always keep it to-the-point. Avoid unnecessary words, phrases and sentences.

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5. Check your spelling.

Never underestimate the effectiveness of spell-check. What you write, says a lot about and spelling error is something you would not want to begin with. It never leads to a good impression if your email or letter has spelling errors.

7 C’s to Ensure You’re Nailing the Killer Skills

Moving ahead, there are 7 C’s that are essential if you want to avoid misunderstanding in communication. There are applicable to both written as well as verbal communication.

Clarity

Clarity makes the message understandable. The message should be focused to one point and should not be catering to multiple things at once. The kinds of words you use and the type of sentence structure you form decides if the message is clear or not. Use words that are most familiar, instead of “Domicile” use “Home”

Conciseness

Concise means short and brief. A concise message is the one which communicates with minimum words and is not redundant in nature. The advantage with conciseness is that it pays attention to what is important and eliminate everything that’s unnecessary. It saves the time of the sender as well as the receiver. Eg- instead of using “in due course” use the word “soon”.

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Concreteness

Concreteness stands for strength and if you want to deliver a strong message you have to provide it with a solid foundation. Concreteness is important if you do not want your message to sound vague. You can do that by supporting your message with facts and figures. This makes you message more meaningful and effective.

Correctness

Like we have already talked about, in order to avoid misunderstandings, a message should be free from grammatical and spelling errors. Along with that, one also has to make sure that the fact and stats mentioned in the message are accurate and should be misleading to the receiver. Correctness of language plays a key role in avoiding misunderstanding in communication.

Coherence

Misunderstanding occurs when there is no consistency to the message that is being delivered. The receiver should be able to easily understand the message and that happens when the message remains focused and does not go off-topic. Bad Example: Being an excellent Doctor, I am sure you can help us. Good Example: As you are an excellent Doctor, I am sure you can help us.

Completeness

It is important that the ongoing communication should be complete. Incomplete messages can easily be misunderstood. White communicating, always make sure you provide all the relevant information to the receiver. Completeness not only make the communication strong but also enhances it. All you have to do is, answer the Who, What, Where, When, What and How of the situation.

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Courtesy

The element of courtesy bring in positive to the message. If the receiver knows that the sender is being polite and courteous he would always try and understand the message with a positive mindset.

Take Care of Your Ideas And Their Delivery

When you successfully send your message across, you cover your ideas effectively. Taking care of minor things can help you in delivering a message without any misunderstanding.

To achieve effective communication, all you have to do is making sure there are no communication barriers hampering the effectiveness of the message. Along with this, it is important to understand your target audience. After all, communication, being a dynamic phenomenon cannot be restricted to fixed format and rules.

Featured photo credit: Romain V via unsplash.com

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Lisa smith

Writer, Author & Designer

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Last Updated on November 26, 2020

How Relationships Building Helps Achieve Career Success

How Relationships Building Helps Achieve Career Success

As playwright Wilson Mizner supposedly said all the way back in the 1930s,

“Be kind to everyone on the way up; you will meet the same people on the way down.”

The adage is the perfect prototype for relationship building in 2020, although we may want to expand Mizner’s definition of “kind” to include being helpful, respectful, grateful, and above all, crediting your colleagues along the way.

5 Ways to Switch on Your Relationship Building Magnetism

Relationship building does not come easily to all. Today’s computer culture makes us more insular and less likely to reach out—not to mention our new work-from-home situation in which we are only able to interact virtually. Still, relationship building remains an important part of career engagement and success, and it gets better with practice.

Here are five ways you can strengthen your relationships:

1. Advocate for Other’s Ideas

Take the initiative to speak up in support of other team members’ good ideas. Doing so lets others know that the team’s success takes precedence over your needs for personal success. Get behind any colleague’s innovative approach or clever solution and offer whatever help you can give to see it through. Teammates will value your vote of confidence and your support.

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2. Show Compassion

If you learn that someone whom you work with has encountered difficult times, reach out. If it’s not someone you know well, a hand-written card expressing your sympathy and hopes for better times ahead could be an initial gesture. If it’s someone with whom you interact regularly, the act could involve offering to take on some of the person’s work to provide a needed reprieve or even bringing in a home-cooked dish as a way to offer comfort. The show of compassion will not go unnoticed, and your relationship building will have found a foothold.

3. Communicate Regularly

Make an effort to share any information with team members that will help them do their jobs more effectively. Keeping people in the loop says a lot about your consideration for what others need to deliver their best results.

Try to discover the preferred mode of communication for each team member. Some people are fine relying on emails; others like to have a phone conversation. And once we can finally return to working together in offices, you may determine that face-to-face updates may be most advantageous for some members.

4. Ask for Feedback

Showing your willingness to reach out for advice and guidance will make a positive impression on your boss. When you make it clear that you welcome and can accept pointers, you display candor and trust in what opinions your superior has to offer. Your proclivity towards considering ways of improving your performance and strengthening any working interactions will signal your strong relationship skills.

If you are in a work environment where you are asked to give feedback, be generous and compassionate. That does not mean being wishy-washy. Try always to give the type of feedback that you wouldn’t mind receiving.

5. Give Credit Where It’s Due

Be the worker who remembers to credit staffers with their contributions. It’s a surprisingly rare talent to credit others, but when you do so, they will remember to credit you, and the collective credit your team will accrue will be well worth the effort.

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How Does Relationship Building Build Careers?

Once you have strengthened and deepened your relationships, here are some of the great benefits:

Work Doesn’t Feel So Much Like Work

According to a Gallup poll, when you have a best friend at work, you are more likely to feel engaged with your job. Work is more fun when you have positive, productive relationships with your colleagues. Instead of spending time and energy overcoming difficult personalities, you can spend time enjoying the camaraderie with colleagues as you work congenially on projects together. When your coworkers are your friends, time goes by quickly and challenges don’t weigh as heavily.

You Can Find Good Help

It’s easier to ask for assistance when you have a good working relationship with a colleague. And with office tasks changing at the speed of technology, chances are that you are going to need some help acclimating—especially now that work has gone remote due to the COVID-19 pandemic.

Much of relationship building rests on your genuine expressions of appreciation toward others. Showing gratitude for another’s help or for their willingness to put in the extra effort will let them know you value them.

Mentors Come Out of the Woodwork

Mentors are proven to advance your professional and career development. A mentor can help you navigate how to approach your work and keep you apprised of industry trends. They have a plethora of experience to draw from that can be invaluable when advising you on achieving career success and advancement.

Mentors flock to those who are skilled at relationship building. So, work on your relationships and keep your eyes peeled for a worthy mentor.

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You Pull Together as a Team

Great teamwork starts with having an “abundance mentality” rather than a scarcity mentality. Too often, workers view all projects through a scarcity mentality lens. This leads to office strife as coworkers compete for their piece of the pie. But in an abundance mentality mode, you focus on the strengths that others bring rather than the possibility that they are potential competitors.

Instead, you can commit relationship building efforts to ensure a positive work environment rather than an adversarial one. When you let others know that you intend to support their efforts and contribute to their success, they will respond in kind. Go, team!

Your Network Expands and So Does Your Paycheck

Expand your relationship building scope beyond your coworkers to include customers, suppliers, and other industry stakeholders. Your extra efforts can lead to extra sales, a more rewarding career, and even speedy professional advancement. And don’t overlook the importance of building warm relationships with assistants, receptionists, or even interns.

Take care to build bridges, not just to your boss and your boss’s boss but with those that work under you as well. You may find that someone who you wouldn’t expect will put in a good word for you with your supervisor.

Building and maintaining good working relationships with everyone you come in contact with can pay off in unforeseen ways. You never know when that underling will turn out to be the company’s “golden child.” Six years from now you may be turning to them for a job. If you have built up a good, trusting work relationship with others along your way, you will more likely be considered for positions that any of these people may be looking to fill.

Your Job Won’t Stress You Out

Study shows that some 83 percent of American workers experience work-related stress.[1] Granted, some of that stress is now likely caused by the new pandemic-triggered workplace adjustments, yet bosses and management, in general, are reportedly the predominant source of stress for more than one-third of workers.

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Having meaningful connections among coworkers is the best way to make work less stressful. Whether it is having others whom to commiserate with, bounce ideas off, or bring out your best performance, friendships strengthen the group’s esprit de corps and lower the stress level of your job.

Your Career Shines Bright

Who would you feel better about approaching to provide a recommendation or ask for promotion: a cold, aloof boss with whom you have only an impersonal relationship or one that knows you as a person and with whom you have built a warm, trusting relationship?

Your career advancement will always excel when you have a mutual bond of friendship and appreciation with those who can recommend you. Consider the plug you could receive from a supervisor who knows you as a friend versus one who remains detached and only notices you in terms of your ability to meet deadlines or attain goals.

When people fully know your skills, strengths, personality, and aspirations, you have promoters who will sing your praises with any opportunity for advancement.

Final Thoughts

At the end of the day, it is “who you know” not “what you know.” When you build relationships, you build a pipeline of colleagues, work partners, team members, current bosses, and former bosses who want to help you—who want to see you succeed.

At its core, every business is a people business. Making a point to take the small but meaningful actions that build the foundation of a good relationship can be instrumental in cultivating better relationships at work.

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Featured photo credit: Adam Winger via unsplash.com

Reference

[1] The American Institute of Stress: 42 Worrying Workplace Stress Statistics

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