How to Prevent Misunderstandings
How to prevent misunderstandings
Tips to prevent misunderstandings based upon poor communication:
- Avoid the use of vague, ambiguous or overgeneralised words or phrases.
- Use words that are specific, numerical and defined.
- Consider reinforcing your message with a visual image, when applicable.
- Give concrete definitions for any phrase that can be misunderstood.
- Assume that, "whatever CAN be misunderstood, WILL be misunderstood".
- If you are unsure of the meaning of the message, ASK for a clarification.
- Never guess their intended meaning.
1. Avoid the use of vague, ambiguous or overgeneralised words or phrases.
Most words have more than one possible meaning. For example, if I said, "I think he is very powerful" how many ways could you interpret that message?
- Does it mean, he is very physically strong and can lift heavy weights?
- Does it mean, he is a very articulate and impressive speaker?
- Does it mean, he has a lot of authority in the organisation? or
- Does it mean something else entirely?
The vast majority of words and phrases have more than one possible meaning, and therefore you have two distinct goals, as a communicator.
If you are transmitting a message you must be clear on your exact intended meaning and if you are the listener, you must discover the exact intended meaning.
2. Use words that are more specific, numerical and defined.
Identify all the key words and phrases that are central to your message and ensure that you choose the most specific words to express your exact meaning.
- Use specific verbs.
- Use numerical descriptions.
- Use definitions.
For example, rather than say, "We are travelling to London to meet the clients tomorrow".
Say instead, "At 10.30 tomorrow morning, Lindsey Gordon and I are taking the train to Paddington, London, to meet with representatives of Corporate Coach Group to discuss communication skills training."
3. Consider reinforcing your message with a visual image, when applicable.
Have you heard the phrase, "A picture is worth a thousand words"?
It is often true that you can convey more information in the form of an image, or diagram, than you could by using word descriptions.
Therefore, if you think it would help, draw a picture.
4. Give concrete definitions for any phrase that can be misunderstood.
Many phrases require definition. For example, if you write, "Come to the meeting and ensure you are well prepared and appropriately dressed". Can you see that you are setting the conditions for a disappointment?
5. Assume that, "whatever CAN be misunderstood, WILL be misunderstood".
"If you can't explain it simply, you don't understand it well enough." Albert Einstein
This doesn't mean you have to dumb down your message, but instead you should ensure you communicate clearly to facilitate your goal of getting your message across.
6. If you are unsure of the meaning of the message, ASK for a clarification.
Asking for clarification is not a failure to listen. It ensures that your understanding of what the speaker is saying is correct and reassures the speaker that you are interested in what they are saying.
7. Never guess their intended meaning.
If in doubt, check it out.
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Further Reading in Communication - Clear Communication
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The Secrets of Effective Communication
Words have great power. They can conjure up images in the minds of your listener. Think about the language you use in order to avoid any misunderstanding. In business, using the correct words can make or break a sale.
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Communication Mistakes
We are all aware of the importance of good communication in business, between colleagues as well as with clients. Take a look as these common communication mistakes and see if you need to correct any that you make.
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How to be an Effective Communicator
Effective communication ensures clear understanding. Misunderstandings, confusion, and errors arise when we fail to convey our message accurately. We look at the ways to make ourselves more clearly understood.
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What are the Factors of Effective Communication?
Being able to communicate effectively is vital to achieving your goals, as well as fostering good working relationships with colleagues. Great communication at work will benefit the sharing of creative ideas and problem solving.
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Finding a Common Frame of Reference
Instead of categorising people based on differences like gender, race, age, and personality traits. Finding a common frame of reference suggests focusing on similarities, rather than differences, to foster understanding and connection among people.
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