Avoiding Communication Blunders and Misunderstandings

It can be embarrassing to make mistakes with communication. For
example, if you send an email without checking it, and later realize
that it contained an error, you can end up looking sloppy and
unprofessional.
But other communication mistakes can have more serious consequences.
They can tarnish your reputation, upset clients, or even lead to lost
revenue.
In this article, we'll look at 10 common communication mistakes, and we'll discuss what you can do to avoid them.
Mistake 1: Not Editing Your Work
Mistakes with spelling, tone, and grammar make you look careless.
That's why it's essential to check all of your communications before you
send them.
Don't rely on spell-checkers: they won't pick up words that are used
incorrectly. Instead, proofread your work, and use a dictionary to look
up any words that you're unsure about.
You may find it helpful to make a list of words and phrases that you
find it hard to get right (such as "your/you're," "its/it's," or
"affect/effect"). Store this close to hand.
It can be difficult to see errors in your own work, so consider
asking a colleague to look over key documents before you distribute
them. Alternatively, read your work aloud – this makes it easier to
catch typos and tone errors. Then, give yourself time to reflect on your
document, and to make any final changes.
Mistake 2: Delivering Bad News by Email
Would you announce layoffs to your team by email or IM? If you did, you could upset everyone!
Written communication channels don't allow you to soften difficult messages with nonverbal cues (such as body language
), and they don't allow you to deal immediately with intense emotions.
If you need to deliver bad news, do this in person, and think
carefully about how you can do it sensitively, so that you can convey
your message but minimize long-term upset at the same time.
When you deliver a difficult message personally, you can pick up on
signs that people may have misunderstood key parts of your message, or
may have taken the information particularly badly. You can then take
steps to clarify your message, or help people deal with the difficult
news.
Mistake 3: Avoiding Difficult Conversations
At some point, you will need to give negative feedback. It's tempting
to try to avoid these conversations, but this can cause further
problems – in particular, you may let small problems grow into big ones.
Preparation is the key to handling difficult conversations. Learn to give clear, actionable feedback, and use tools such as the Situation – Behavior – Impact
technique to encourage your people to reflect on their behavior.
You may also want to role-play
your conversation first, so that you feel confident in both your words and your body language.