How can you overcome communication barriers when collaborating on contingency planning?

2 Establish clear and common goals

One of the main sources of communication barriers is the lack of alignment on the goals and objectives of the contingency planning. To avoid this, you need to establish clear and common goals that are SMART (specific, measurable, achievable, relevant, and time-bound). You also need to communicate these goals to all the stakeholders and ensure that they understand and agree on them. You can use tools such as logic models, action plans, and indicators to define and monitor the goals.

3 Build trust and rapport

Another key factor for successful collaboration is trust and rapport among the stakeholders. Trust and rapport can enhance communication by reducing misunderstandings, conflicts, and resistance. To build trust and rapport, you need to show respect, empathy, and openness to the diverse perspectives and experiences of the stakeholders. You also need to communicate regularly, transparently, and consistently, and provide feedback and recognition. You can use tools such as icebreakers, team-building activities, and surveys to foster trust and rapport.

4 Use simple and accessible language

A common communication barrier is the use of jargon, acronyms, or technical terms that are not familiar or understood by all the stakeholders. This can lead to confusion, frustration, and errors. To avoid this, you need to use simple and accessible language that is appropriate for the audience and the context. You also need to avoid assumptions, ambiguities, and generalizations, and provide clarifications and examples when needed. You can use tools such as plain language guidelines, glossaries, and translations to ensure clarity and comprehension.

5 Leverage technology and media

Technology and media can be powerful tools to enhance communication and collaboration on contingency planning. They can help to overcome physical, temporal, or logistical barriers, and to reach a wider and more diverse audience. However, technology and media also pose challenges, such as accessibility, reliability, security, and compatibility. To leverage technology and media effectively, you need to select the most suitable and available options, such as email, phone, video conference, social media, or web platforms. You also need to follow the best practices, such as using clear and concise messages, checking the quality and accuracy of the information, and respecting the privacy and confidentiality of the stakeholders.

6 Evaluate and improve communication

Communication is not a one-time event, but an ongoing process that requires constant evaluation and improvement. You need to monitor and measure the communication outcomes and impacts, such as the level of awareness, engagement, satisfaction, and feedback of the stakeholders. You also need to identify and address the communication gaps, challenges, and lessons learned, and to adapt and adjust the communication strategies and tactics accordingly. You can use tools such as surveys, interviews, focus groups, and analytics to evaluate and improve communication.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?