We are built to communicate; like the force in Star Wars, communication is the fabric that binds and influences our societies, routines and pretty much everything we do. But in the bustle of the modern workplace, it's easy for the communication choices we make to adversely affect the meaning of what we're trying to get across. By becoming more aware of the dynamics of some of these choices, we can improve the end results.
Steve Chad
Format has an obvious influence on message, from dictating ease of access to changing the meaning of the content itself, so let's look at some of the pros and cons of a couple of formats that most of us use every day.
The spoken word is a rich and highly flexible means of communication, allowing us to quickly adjust our message if we feel it is not being effective. It becomes even richer when face to face where we can include visual cues. But it is also quite a transient medium. For instance, in meetings, the effect of words said can quickly evaporate or be forgotten about once we leave the room and return to the dizzying den of distractions that is our daily work life.
So perhaps it makes sense to sometimes record, type, or write things down? Doing so not only makes the content easy to distribute to a wider audience, but also easier to reference after a given period of time. Just remember that we may have to work harder to convey our meaning through written media as it can lack many of the visual, tonal, and even temporal cues that face to face and oral communication can convey.
It's not uncommon for misinterpretation of a typed sentence to devolve into 'email war', where more text aimed at justifying or explaining a position simply pours fuel onto an already inflamed situation triggering yet more detailed and defensive explanations. This is usually a good time to pick up the phone or take a walk over to your colleague's desk and use those more adaptable communication methods to diffuse the situation.
And beyond pure format, we also have a duty of care to ensure that the message we send out is not just received, but also understood as we expected - or that we have understood any messages we are receiving as the sender intended. Don't just assume this has happened, or ignore the opportunity to confirm. If in doubt, it doesn't take long to ask if everything is clear or to restate what you currently understand with a quick, "let me make sure I've got this right." If necessary, prime your audience to feel safe by letting them know that you appreciate anyone wishing to clarify any points.
Simply put, taking a little time to consider whether the format fits and that any messages have been correctly understood will help you stand out as an effective, efficient communicator. Is everything clear?
About the Author:
Steve Chad is a marketing professional, parent and author of ' The Tao of Work Fu' (£14.99, Panoma Press). He has a post-graduate degree in Organisational Development and an accumulation of observations from over 20 years working with small, medium and global companies, which inspired him to publish The Tao of Work Fu.