In today’s fast-moving world, it’s very hard to stay focused and clearly communicate and understand important information. One of the biggest components that leads to poor communication is the number of channels we use on a daily basis to discuss pretty much everything.
We’re having conversations over the phone between meetings trying to explain the details of a task to one of our employees. We’re using video conferencing to catch up with co-workers abroad. Not only do we write and receive emails constantly, but we instant message the person sitting two desks ahead of us and text our spouse during lunch breaks — and on top of that, we keep in touch with old and new friends over multiple social media platforms.
The number of channels we are confronted with on a daily basis is exhausting. It has the potential to lead to a lot of problems in life and certainly at work. How many times are people not hearing and understanding essentials, misinterpreting messages that make them angry or not executing right?
Confusion, misunderstandings and sometimes even arguments arise from using too many different channels. We live in a multicultural world with language and cultural challenges, which makes it even harder to get on the same page with a person or team, especially in the workplace.
If poor communication is the root of all evil, the question is: how we can change and communicate more efficiently? There are multiple ways to try to get a point across while avoiding misunderstandings:
First, choose the right form of communication for the right occasion. If the subject is important and sensitive, choose an in-person meeting or at least a phone call to discuss the matter. Additionally, always double-check that the other person understood everything, and leave space for questions.
Be aware, and don’t presume that your attempt of communicating was successful. Seek to gain perspective and know who the receiver or audience is, and then communicate in their language. Ask yourself how they might interpret certain information, based on their experience, language, religion or culture, and explain more detailed if needed.
When in the role of the receiver, reflect back, and don’t hesitate to ask for further clarification if something is not understood on your side.
Effective communication could be considered a long-lost art in the 21st century. But if we want to speed up processes in the office, be well understood and have people execute properly, it’s important to know the fundamental principles of communication.
This article has previously been featured on Forbes