How do you avoid communication barriers in your role?

1 Know your purpose

Before you communicate, you should have a clear idea of what you want to achieve and why. Do you want to inform, persuade, request, or resolve something? How does your message align with your goals and values? What are the main points you want to convey? Having a clear purpose will help you structure your message, choose the appropriate tone and channel, and avoid irrelevant or confusing information.

2 Know your audience

You should also consider who you are communicating with and what they need to know. How much do they already know about the topic? What are their expectations, preferences, and concerns? How do they like to receive information? How can you build rapport and trust with them? Knowing your audience will help you tailor your message, use the right language and style, and anticipate and address any questions or objections.

3 Choose the right channel

Depending on your purpose and audience, you may need to communicate via different channels, such as email, phone, video call, or face-to-face meeting. Each channel has its advantages and disadvantages, and you should choose the one that best suits your situation. For example, email is good for sending formal, detailed, and written information, but it can also be impersonal, delayed, and misinterpreted. Phone or video call is good for having a quick, interactive, and verbal conversation, but it can also be affected by technical issues, background noise, and non-verbal cues. Face-to-face meeting is good for building relationships, resolving conflicts, and expressing emotions, but it can also be time-consuming, costly, and inconvenient.

4 Use clear and concise language

One of the most common communication barriers is unclear or ambiguous language. To avoid this, you should use simple, direct, and precise words that convey your meaning and intention. You should also avoid jargon, slang, acronyms, or technical terms that your audience may not understand. If you have to use them, make sure you explain them clearly. You should also avoid long, complex, or vague sentences that may confuse or bore your audience. Instead, use short, simple, and active sentences that express your main points.

5 Listen actively and empathetically

Communication is not only about sending messages, but also about receiving and understanding them. To avoid communication barriers, you need to listen actively and empathetically to your audience. This means paying attention to what they say, how they say it, and what they don't say. It also means showing interest, respect, and curiosity by asking questions, paraphrasing, summarizing, and giving feedback. Listening actively and empathetically will help you clarify any doubts, identify any problems, and acknowledge any feelings.

6 Check for understanding and feedback

Finally, you need to make sure that your communication is effective and successful. To do this, you need to check for understanding and feedback from your audience. You can do this by asking them to repeat, confirm, or explain what you have said, or by asking them for their opinions, suggestions, or concerns. You can also ask them to rate your communication skills, or to give you constructive criticism or praise. Checking for understanding and feedback will help you avoid misunderstandings, errors, and conflicts, and improve your communication skills and relationships.

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?