In the world of everyday interactions, it’s commonplace to have misunderstandings in communication. Lacking the social and facial cues that could be gleaned from face-to-face dialogue, emails and texts can be misconstrued depending upon the recipient’s frame of mind while reading the correspondence. The written word can easily be taken out of context.
People are complex and each one of us has a unique way of processing written and verbal communications. When we read or listen to written and verbal communications, we tend to process that information through our internal perspective filters. Perspective filters are how we interpret our world according to our views on religion, political ideals, world views, etc. That perspective filter can also be affected by our emotions. Reading a correspondence while we’re in a positive mood does not always have the same meanings if we’re in a negative mood. The content is the same but the context becomes skewed.
How do we limit communication breakdowns?
I believe we can become more effective in our communications if we start from a common ground. We’ll never eliminate all the variables that contribute to poor communications but we can try to minimize them. Using the correct mode of communication is very important. While it isn’t required in most situations, follow up verbal conversations with an email to reiterate what was discussed. This is especially true in business environments.
I’ve found in my personal and professional life, that it helps if you keep texts and emails brief. Use clear language and simplify the content. Focus on words that promote unity instead of division. Avoid information overload. Try to read received content in a neutral emotional state. If you’re not quite sure about what is being communicated, ask for clarification. Don’t assume. When sending emails, review what you’ve written for grammatical errors and words that could be taken out of context.
Let’s face it. Most of us say things without putting much thought into the words we use or how it may be received. This can cause hurt feelings and negative reactions which limit the effectiveness of further communications. People shut down emotionally when they’re offended and it becomes much harder to then communicate.
Verbal communication, done face-to-face, can give your intended audience subtle cues about your intentions when sharing information. The words you use, the tone of your voice, the cadence of your speech, can all be received either negatively or positively. It’s important to understand perceptual and language differences that could cause miscommunication. When speaking, actively ‘listen’ to the verbal and non-verbal cues of your audience. Do not to assume your words are understood by others.
I’ve found that when you initiate a conversation in which you’re seeking to sway the other party, it’s helpful to engage them on friendly ground. How do you achieve this? Ask them about their day. Compliment something about them. Promote an atmosphere of friendship. People are much more receptive when they feel a sense of appreciation or gratitude from another. Adversely, if you are confrontational when speaking to someone, they’re likely to emotionally ‘shut down’ and not be at all receptive to anything you have to say… no matter how correct your points may be. In the attempt to sway someone, you’ve lost before you began.