Failure to Communicate

Failure to Communicate

Communication fails on many different levels from language, grammar, to tone of voice and more. In the article 8 Ways to Improve Your Communication Right Now I see some general suggestions that when applied can help. Before we move on to the article’s list I would like to point out that communication should have and or follow a format. This article being written as a professional piece of journalism should have been edited as such. The title does not follow the Associated Press standards so it loses some credibility for me due to the less than professional edited content. Numbers in the single digits should be spelled out! The title should read Eight Ways to Improve Your Communication Right Now!

Eight Ways to Improve Your Communication Right Now!

In this article we see the general list written by Kevin Daum. “No one is a perfect communicator. Throughout our lives we develop little habits and patters,” (Daum, 2013). As a Communications Major I take pride in my work and try to apply Associated Press rules to the professional content we assess and or that I personally dictate. I would tend to agree that in general, “No one is perfect,” however there are those of us who go out of our way to come as close as we can to being perfect by clarifying when necessary for those who do not understand the language used, are confused by the general format, or are simply wondering about tone of voice due to their own mood and how they choose to perceive the content they read. Unless communication is in person, there can be NO perfect communication. Even then this all depends on those individuals communicating with one another.

The list of general rules can aid someone with their communication skills. Each of the eight rules holds a clear explanation as to the purpose and how it can help. The first rule, “Have one conversation at a time,” is very important for a number of reasons. The article points out that being a good at multitasking is a good talent to have but during communication those being spoken to want your undivided attention for focus and respect. “You’ll make them feel important and worthy,” (Daum, 2013).

“Look people in the eye,” is the second rule suggested. Personal feelings aside, this is a professional guideline that should be followed to show respect and that you are paying attention and not looking elsewhere which could show that you are distracted. Now, if you are in a foreign culture this should be fact-checked to prevent conflict. In business however, this should be a code of conduct.

“Ask two questions,” (Daum, 2013).The point of asking questions is to gather information needed as well as to show that you are paying attention. Why ask only two questions? I think it is safe to assume that the author of this article used this number not for an exact number but a general guideline to show you should as a minimum of two questions. Kevin Daum says, “Make it a point in every meaningful conversation to identify a couple of provocative, relevant questions and ask them before you finish talking. The process will make you think harder about what is being said and will ensure both parties were fully engaged.” In other words, make your conversation eventful and insightful by asking all the questions necessary without overwhelming the other conversationalist.

“Write things down; Read and respond to the entire email; Create a response schedule; Assume best intentions; and Close the loop.” These are the final rules Kevin Daum writes about in his article. Each holds water in my opinion and his eight simple rules can indeed aid a conversation in person or mail.

My Eight Ways to Improve Your Communication

I feel that the number one issue in communication is the mood of the individual listening to the conversation or reading the media. As with any sales or political agendas we need to appeal to our audience. We need an “Ice Breaker” or “Opening Statement” of sorts to sway their interest> For the lack of a better example we must alter the attitudes of our audience much like a player character would in Dungeon’s and Dragons from “hostile, unfriendly, or indifferent to friendly or helpful” (Wizards of the Coast, 2003).

Rule One- Appeal to your audience: Use a writing tone (voice) that would be difficult to take as offensive. Begin the conversation with an “Ice Breaker” to appeal to the audience and set the mood and tone.

Rule Two- Utilize professional language: To keep professional consistencies utilize a standardized format such as APA writing rules and apply Associated Press rules for content as well.

Rule Three- Elaborate on difficult to understand terminology: Any language and terms that may be classified as technical or difficult to understand, clarify and elaborate in a clear language that can be understood by those not in that field of study without making them feel as though they are being condescending to the audience.

Rule Four- Format and structure your mail accordingly: Adopting a standardized format creates a consistency and familiarity that the audience can become use to over time. It shows a brand of professionalism that companies should already have for good communication practices.

Rule Five- Assume Nothing, but Remain Confident and Professional- It sounds unprofessional but when we assume anything, we can make ourselves look foolish and unprofessional. Assume nothing, but rather fact-check the necessary information needed about the audience that falls under professional appeal.

Rule Six-Schedule Responses to Keep Professionalism and Credibility Intact: Kevin Daum states to create a Response Schedule. I would agree with this rule but elaborate as to why. It shows professionalism, consistency, and helps to establish and maintain credibility.

Rule Seven- Keep the conversation going as long as it takes: Most conversations are considered finalized after they are sent out in a professional email. If responses are sent back, reply to all of them in one “Reply to All” email to prevent redundancies.

Rule Eight- Only close the conversation when you are certain all questions have been answered and there is clear closure: Be sure to answer all questions and never assume that the conversation is over until the project has been finalized.

References

Daum, K. (2013). 8 Ways to Improve Your Communication Right Now. Retrieved September 25, 2016, from http://www.inc.com/kevin-daum/8-ways-to-improve-your-communication-right-now.html

Cook, M., Tweet, J., & Williams, S. (2003). Dungeons & dragons player's handbook: Core rulebook I v.3.5. Renton, WA: Wizards of the Coast.