Improving Communication Effectiveness

There are a few barriers of organizational life and behavior that will never be fully eliminated. Perceptual and role differences should be recognized as barriers but are not easily corrected. However, most barriers to effective communication can easily be overcome.

Think before you speak! This cliché can be expanded to include all forms of communication. Questions to ask before speaking are: What message am I trying to convey? How shall I present and organize my message so that I will achieve the desired outcome? The formal process of writing encourage thinking through what we want to say and how best to say it. To present your message in a logical and organized fashion so it will be clear and understood we must relay our communication as to working on a draft, as we can edit and revise. Then present your message in a logical and organized fashion so it will be clear and understood by the receiver.

Emotions play a crucial part in communication. We know that emotions can severely cloud and distort the transference of meaning. If you are emotionally upset over an issue you are more likely to misconstrue incoming messages and fail to clearly and accurately express your outgoing messages. If we are at this point our best scenario is to discontinue further communication until we have regained composure.

We must consider tailoring the language we speak to the audience or person to whom we are speaking. Always remember, effective communication is achieved when a message is both received and understood. Understanding is improved by simplifying the language used in relation to the person or group you are speaking. A good example of this is a physician communicating to his or her staff in clear and easily understood terms. At the same time, the language used in a message to a patient should be purposely different from that used by medical staff. Jargon can facilitate understanding when used with those who know what it means, but it can cause innumerable problems when used outside that group.

It is important to watch your actions to make sure they align with and reinforce the words that go along with them. If your verbal comments are backed up by your actions, you will gain credibility and trust. If, on the other hand, you say one thing and do another your listener will ignore what you say and model his or herself on what you do. At the extreme, people stop listening because they no longer believe that your words have credibility.

Many communication problems can be directly attributed to misunderstandings and inaccuracies. This is less likely to occur if you use feedback. Feedback may include asking questions or summarizing the message. General comment can give you a sense of the receiver's reaction to a message.

Assertive behavior is key when communicating. These behaviors include direct and unambiguous language; the use of, I, statements and cooperative, we, statements; a strong, steady, audible voice; good eye contact; facial expressions matched to the message; an appropriately serious tone; and a comfortable but firm posture.

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