common communication mistakes- online communication should be as errror free as possible
DESCRIPTION
We do reach out to a wide range of audience distributed in large geographical area over the world now, with great ease thanks to the developments in the field of information and computer technology. We have to ensure these communication is done in an error free manner all the time. We will not be able to meet them personaly, sometimes, to correct an error happened in communicating to them. It's not additionally bettered with body language. So we have to play well with the language we use.TRANSCRIPT
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Avoid These CommonCommunication Mistakes
http://communicativescience.wordpress.com/2013/07/27/english-for-engineers/
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Technology allows us to contact people on the other side of the world at the click of a mouse
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But it also makes it easy to embarrass ourselves in front of
very many people.
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In this session, we look at 10 common communication mistakes, and we outline
some simple steps you can take to avoid them.
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We then offer a communication checklist that you can use to
ensure that your emails and other documents are clear and concise.
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And we look at how to write effective emails -
ones that people read and act upon
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10 Common Communication Mistakes
Avoiding Communication Blunders and Misunderstandings
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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.
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But other communication mistakes can have more serious consequences.
They can tarnish your reputation, upset clients, or even lead to lost revenue
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In this session, we'll look at 10 common communication mistakes, and we'll discuss what you can do to avoid
them.
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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.
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Mistake 1: Not Editing Your Work
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 doubtful about.
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Mistake 1: Not Editing Your Work
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.
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Mistake 1: Not Editing Your Work
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.
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Mistake 1: Not Editing Your Work
Alternatively, read your work aloud - this makes it easier to catch typos
and tone errors.
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Mistake 1: Not Editing Your Work
Then, give yourself time to reflect on your document, and to make any final
changes.
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Tip # 1:
If you want to become a better communicator, take some
How Good Are Your Communication Skills? quiz to find out where you shine, and where you need to improve.
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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!
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Mistake 2: Delivering Bad News by Email
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.
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Mistake 2: Delivering Bad News by Email
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.
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Mistake 2: Delivering Bad News by Email
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.
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Mistake 2: Delivering Bad News by Email
You can then take steps to clarify your message, and help people deal with
the difficult news.
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Mistake 3: Avoiding Difficult Conversations
At some point, you will need to give negative feedback.
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Mistake 3: Avoiding Difficult Conversations
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
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Mistake 3: Avoiding Difficult Conversations
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 behaviour
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Mistake 3: Avoiding Difficult Conversations
You may also want to role-play your conversation first, so that you feel confident in both your words
and your body language
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Mistake 4: Not Being Assertive
Assertiveness is about stating what you need,
while considering the wants and needs of others
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Mistake 4: Not Being Assertive
You may not always get your way when you're assertive, but you stand a better
chance of getting it, or of reaching a compromise, because you've been clear
about your needs.
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Mistake 4: Not Being Assertive
Assertiveness also means saying "no" when you need to
Assertiveness explains how to turn down requests gently but assertively, while
maintaining good relationships.
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Note:
Assertiveness is not the same as aggression. When you're aggressive, you push to get your own way without thinking
about other people's rights, wants, and needs
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Mistake 5: Reacting, not Responding
Have you ever shouted at a colleague in frustration, or sent a terse reply to an
email, without thinking your point through?
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Mistake 5: Reacting, not Responding
If so, you're likely to have reacted emotionally, instead of responding calmly
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Mistake 5: Reacting, not Responding
This kind of emotional reaction can damage your reputation.
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Mistake 5: Reacting, not Responding
You may upset people with your strong emotions, and give the impression that
you lack self-control and emotional intelligence
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Mistake 6: Not Preparing Thoroughly
Poorly-prepared presentations, reports, or emails frustrate your
audience and, over time, damage your reputation.
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Mistake 6: Not Preparing Thoroughly
This is why it's essential to prepare and plan your communications
carefully
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Mistake 6: Not Preparing Thoroughly
First, set aside time to plan your communication thoroughly.
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Mistake 6: Not Preparing Thoroughly
Leave time to proofread, to find images, and to check that documents are
compatible with your audience's software. Then, if you are delivering a speech or a
presentation, rehearse thoroughly, so that you are fluent and inspiring.
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Mistake 7: Using a "One-Size-Fits-All" Approach to Communication
If you use a "one-size-fits-all" approach to communication, you may overlook
people's different personalities, needs, and expectations.
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Mistake 7: Using a "One-Size-Fits-All" Approach to Communication
In fact, your communications need to address those differences as much as
possible.
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Mistake 7: Using a "One-Size-Fits-All" Approach to Communication
If you're preparing a presentation, make sure that you appreciate that people have different learning styles, and that you cater
for these.
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Mistake 7: Using a "One-Size-Fits-All" Approach to Communication
This means that everyone - from those who learn best by reading to those who prefer a more hands-on approach - can
benefit from your session.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
Today's workplace is a melting pot of ethnicities, religions, ages, sexual
orientations, and viewpoints.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
These differences create a rich tapestry of experiences and opinions that greatly
enhance our lives.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
However, it can be tempting to stereotype new colleagues or clients, or to make assumptions about them
based on just a few pieces of information.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
This is especially true if you haven't had much time to get to know them
well
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Mistake 8: Not Keeping an Open Mind When Meeting New People
This is especially true if you haven't had much time to get to know them
well
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Mistake 8: Not Keeping an Open Mind When Meeting New People
Assumptions inhibit open communication, because you don't
consider the other person's own unique background, personality, and
experience.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
Over time, this can jeopardize your relationship with them.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
So, set time aside to listen when you meet someone new.
Give them space to talk about their viewpoints, and take time to absorb
these.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
Then, learn how to manage cultural differences, so that you take each
person's needs and expectations into consideration.
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Mistake 8: Not Keeping an Open Mind When Meeting New People
If you often work with people from overseas, explore the idea of cultural intelligence, so that you can start to adapt your behavior when you come across people from different cultures
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Tip:
If you're new to working or managing internationally, read our managing around the world read articles to learn about working in
different countries.
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Mistake 9: Assuming That Your Message has Been Understood
Always take time to check that people have understood your message.
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Mistake 9: Assuming That Your Message has Been Understood
For example, when you send out an email, you could encourage people to respond with questions, or to reply if they haven't understood part of your
message.
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Mistake 9: Assuming That Your Message has Been Understood
Or, if you've given a presentation, build in time for people to discuss your main points, or leave time for
questions at the end
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To check that you've been understood correctly, use open questions that start
with "how," "why," or "what."
Tip:
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These encourage reflection, and will help your audience members to explain what they, personally, have taken from your
communication
Tip:
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Mistake 10: Accidentally Violating Others' Privacy
Have you ever forwarded a sensitive email to the wrong person, or sent an
incorrect attachment?
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Mistake 10: Accidentally Violating Others' Privacy
These kinds of errors can cause serious commercial problems, violate
people's privacy, and lead to embarrassment and confusion
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Mistake 10: Accidentally Violating Others' Privacy
To avoid these problems, write sensitive messages before you select the recipient, and then double check
their email address.
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Mistake 10: Accidentally Violating Others' Privacy
If your email program automatically fills in email addresses, you could
switch this feature off, so that you must consciously choose the right recipient
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Mistake 10: Accidentally Violating Others' Privacy
You may find it helpful to draft these emails in a word processing document or blank email, and then to paste the
text into a new message.
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Mistake 10: Accidentally Violating Others' Privacy
This way, you won't accidentally include any information from previous
messages
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Mistake 10: Accidentally Violating Others' Privacy
And, if you're sending a sensitive or confidential attachment, check that no "tracked changes" or comments can be found, and make sure that you're
sending the right version
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Everyone makes communication mistakes from time to time.
Key Points
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However, you'll protect your reputation if you avoid the most common errors, which include not editing your work, accidentally violating people's privacy when forwarding
emails, and not being assertive
Key Points
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The key to good communication is to think about your audience's needs. Prepare each email, document, and
presentation carefully, and give yourself time to check it
Key Points
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Above all, remember that communication is a two-way process.
Be ready for questions, and listen to what your audience has to say
Key Points
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Over time, you'll find that good communication can greatly enhance
your working relationships, and your job satisfactiony
Key Points
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When you plan carefully, communicate clearly, provide accurate information, and take the time to make sure that everyone has understood your message, you show
respect for other people's time
A Final Note
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That's a great way to build trust and, over time, enhance your professional
reputation
A Special Note
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So Learn to Communicate
Effectively
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