5 Common Issues with Business Communication |
Posted: July 25, 2017 |
One of the biggest struggles in a business is maintaining adequate communication. There’s problems of misunderstandings, hurt feelings or a lack of communication when it’s needed. While you can overcome these issues, you must be aware of what causes them first.
1. Misinformation
It’s all too common for an employee to do something only to have a supervisor tell them it was incorrect. They thought they were doing the right thing because that’s what they heard. However, the supervisor is sure they told them something different.
To avoid misinformation when giving directions, always follow up a verbal conversation with a written message. Whether it’s a handwritten note, an email or a more formal method, having something in writing allows you to clarify your instructions. For those times when it isn’t possible to write it down, have the other person repeat back to you what you said. This ensures they understood the instructions or gives you the opportunity to clarify.
2. Hurt Feelings
Even though it’s a professional environment, employees can get their feelings hurt by what others say, especially with managers and supervisors. It’s important to be as aware of how you say something as what you say. Make an effort to keep a neutral tone of voice or even be positive when sharing negative information.
Written communication is even more susceptible to causing hurt feelings because you can’t convey emotion. The recipient can take your words the wrong way in reading a memo or email. Try to use words that prevent this issue. For instance, instead of saying “you shouldn’t have shared that data with the other department,” you could phrase it another way, “it’s best if we keep our data within the department to prevent problems.” It gets the same message across without being confrontational.
3. Misunderstandings
In today’s global economy, misunderstandings are even more common. You may have customers or employees from around the world. Everyone has their own way of speaking even if they all use English. Accents and local slang make it more difficult to communicate effectively. You can do several things to avoid these issues.
First, avoid use of local phrases that will not be understood in another region. Be precise in what you say to everyone rather than using vague terms. To ensure your accent doesn’t cause others to misinterpret what you say, you can hire an accent reduction coach to help you enunciate more clearly around your accent.
No matter what type of communication you use, there’s always the potential for problems. However, you can avoid many issues if you are aware that they exist. Learn how to speak clearly, say what you mean and use positive language to ensure that those who are listening to you hear what you mean as much as what you say. Also, don’t be afraid to ask for feedback to ensure that you are communicating effectively with everyone from your co-workers to your customers. The result is a more cohesive, productive company.
Claudette Roche is a dialect coach in the Vero Beach, FL area. She teaches foreign and American accents to actors and business persons/executives. In 2010 she was named as one of The Top 5 Voice Coaches by Hollywood Weekly Magazine.
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