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.
Definition: clear communication
In business, clear communication is a practice of sharing meaning that: uses exact, number-based words; adds pictures when words alone do not work; gives firm meanings for words or phrases that could be unclear; and checks shared understanding with direct questions. Remove any one of these four parts and the talk is no longer clear communication.
Show CG4D Definition
- Uses exact, number-based words
- Adds pictures when words alone do not work
- Gives firm meanings for words or phrases that could be unclear
- Checks shared understanding with direct questions
Article Summary
Clear words, firm facts and open questions stop most errors; speak with detail, show simple pictures, define hard terms and you guard time, money and trust.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
What is the first step to prevent misunderstandings in speech?
Why should I avoid vague words like "powerful"?
How can using numbers help me communicate specific plans?
When should I add a picture or diagram to my message?
What makes a phrase like "well prepared" risky at work?
Why assume whatever can be misunderstood will be?
How do I ask for clarification without annoying the speaker?
Thought of something that's not been answered? Ask Us Today!
Did You Know: Key Statistics
A Grammarly and Harris Poll study in 2024 found that weak messages cost firms about £12,000 for each worker every year. A 2023 study by the Project Management Institute said that 29% of failed projects fall over because of poor communication.About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
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Further Reading in Communication - Clear Communication
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Looking for Communication Skills Training?
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