We are constantly communicating whether we realize it or not. As you communicate it is important to send the intended message. Here are some communication tips to help:
Tips for Effective Verbal Communication
At work, home or out and about it is easy to send the wrong message. People often misunderstand the intent of a message and take it the wrong way. Minimize communication problems by doing the following:
- Present your message briefly and concisely.
- Clearly organize your message and present it without using jargon.
- Refrain from using critical or judgmental words.
- Make sure what you are saying matches your tone and body language.
Barriers to Effective Communication
- Muddled Messages
- Stereotyping
- Language
- Lack of Feedback
- Poor Listening Skills
- Interruptions
- Physical Distractions
- Start your message with a positive statement.
- Avoid using department slang words.
- Don’t use symbols in your message.
- Avoid clichés
- Ensure you are spelling the names of people correctly and using their correct titles.
- Express numbers that begin a sentence or are less than ten in words. Numbers ten or greater should be expressed as numerals.
- Keep your sentences short.
- When making a criticism use the word “we” rather than “you.”
- Don’t express anger, fear, frustration, irritation and aggression in written communication.
- Proof read before sending.
- Know who your audience is and assume your e-mail will be forwarded.
- Be kind in your e-mails.
- Remember, once you press “send” there is no taking it back. Don’t write anything you wouldn’t feel comfortable being read aloud in a court of law.
- Use a descriptive but short subject line which informs the receiver what the e-mail is about.
- Don’t get overly chatty in your e-mail.
- Be specific on the response you want and provide your contact information.
- Make one point per e-mail. By writing separate e-mails for different points you get a clearer response from the receiver.
- Write using complete sentences, avoid jargon and strive toward the correct tone.
- Review the email, print it if necessary and read it aloud.
- Don’t press the “send” button until you are truly ready and are comfortable with the message you are sending.
- Don’t use e-mail if you require an immediate response, pick up the phone.
- When making a call anticipate the possibility of having to leave a voice mail. Always plan ahead.
- Leave your contact information at the beginning of the message.
- Focus on one topic per voice mail.
- Provide enough details so the receiver has enough information to effectively respond.
- Speak clearly, slow down and pronounce words carefully.
- Keep your message simple and concise.
- State who the voice mail is for in case someone else checks them.
- Be courteous.
