Effective Communications

Communicating effectively is essential for getting your ideas across, being understood, and being able to convey what you need or want. Effective communicators enjoy many benefits. They build trust, prevent or resolve problems, are clearly understood, have better interpersonal relationships, and have less frustration and stress. Poor communications result in distrust, misunderstandings, stress, people doing the wrong thing, anger, and bitterness.
Communication can take place in-person, over the phone, in a memo or letter, or via email or text. Communication is most effective in-person because both verbal and non-verbal cues are at work. When you are communicating face to face the other person hears what is being said, how it’s being said, and can see the body language which accompanies the message.
For your message to be best understood, what you say should match how you say it. Your words, tone, attitude, and body language should all be consistent and reinforce each other. When your verbal and non-verbal messages conflict, people tend to believe the non-verbal over the verbal.
Effective in-person communication requires you to be a good listener as well as being perceptive. Watch and listen to verify whether or not your message is being accurately received. Ask questions to make sure you are understood.
The next most effective form of communication is verbal only, such as a phone call. Although you don’t have the visual component, you do have verbal cues such as tone of voice and intonation. When on the phone, listen carefully without being distracted. Ask questions to verify that you have been understood.
The least effective form of communications is written. There is no immediate feedback as to how your message was received, if it was read in its entirety, or if it was accurately understood. Written communication should be your last choice, used only if in-person, or verbal communication is not an option.
Never communicate, in any form, when angry or upset. Your thinking is not clear or rational. You will say things you’ll later regret. When you are upset, always allow time to calm down before communicating
Regardless of the communication form there are several tenets you should follow to maximize the effectiveness of your message. First and foremost is think before you speak or write. Have a specific objective in mind. Avoid saying or writing anything which does not work toward your objective. Being polite, kind, and courteous typically gets the best results.
Choose you words wisely. Never be flippant. Your message once delivered, especially in writing, cannot be retracted. Any type of electronic communication should be considered permanent, and public.
Before speaking in-person or over the phone, make an outline of what you want to say. Go over it several times before communicating. Read, and reread, all written communication before sending. Whenever possible, allow time between your first and final drafts.
Clarity and brevity enhance effective communication. Be direct and to the point. Make your message as short as possible. Less is more when communicating. Long messages tend to be rambling and don’t keep the recipient’s attention. If you have a lot to communicate, consider using several, shorter communications. When writing, use short paragraphs or bullet points to convey your message.
Before responding to what someone has said or written make sure your understanding is accurate. If you are not sure about what’s being conveyed, ask questions for clarification. Problems are created or worsened when each person has a different understanding about what is being said or written.
Effective communication is always an ongoing pursuit. Following the guidelines mentioned above will help ensure your communication goals are achieved. Try for in-person communication whenever possible and use written communication only when there are no other options.