It is very important to keep messages simple, as the scope for misinterpretation is extremely wide. You would think that communication was very easy as the process suggests – ‘imparting or exchanging of information by speaking, writing or using some other medium.’ – How could this possibly go wrong?
Well, firstly you need to consider the language you use – It’s so commonplace in business to use flowery terms, but it’s much better to keep things simple. Each industry has their own sets of acronyms to make internal communication quick and pointed, but newcomers or those you need to share information with will not have a clue what you are talking about. Drop these on any external communications or try not to use them wherever possible. They could cause confusion and confusion leads to errors.
If you are leaving a message whilst on the telephone, it’s important to keep this very simple. Remember to make sure you leave your name plus your company name and your telephone number and/or email address. At the very least the recipient will be able to return you call, but if you simply need to confirm some details or ask a question, be direct and to the point. Unless you have reached their voicemail and are leaving a message with a machine, you’ll be passing details onto a third person.
Consider the method you use for communicating. It’s so easy to sit at your desk sending emails, but some communications may be better delivered via telephone or face to face.