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HOW TO IMPROVE COMMUNICATION

Given the complexity of communication—even the simplest communication—it is small wonder meaning is sometimes lost.  How, then, can you improve the chances of getting your message across? Here are some suggestions.

Think Through Your Message
You will greatly increase your chances of getting your message across if you pause before you speak or write and make sure you can answer the following three questions:

1. What exactly do I want to communicate?
2. Who do I want to receive this message?
3. Why should they listen?

Deciding what you want to communicate means picking the critical elements of the message. What are the key points you want your listeners to remember? Also, what do you expect them to do with this message? Are you giving them information, requesting information, or giving direction? In our earlier story, Harvey Roberts meant to give Tommy Smith direction—“Deliver the West Manufacturing order today.” Instead, Roberts requested information—“What is the status of the order?”

Deciding who you want to receive the message is equally important, since the words, examples, how, and when you send the message should be determined largely by your intended audience.  You have to send a message audience members will understand and you have to send it via a medium they monitor. As the saying goes, “Don't send your message on AM if they only listen to FM.”

Finally, you have to be able to answer the question, “Why should they listen?” Most people are bombarded with messages. They can't listen to or read everything. Therefore, they are selective.  They listen to and read what is relevant to them—what addresses their needs and will help them solve their problems. If you want to get your message across, you have to demonstrate that your message is relevant to your audience. Ask yourself, “How can I present my message in a way that relates to a problem, need, or concern they have?”

Hints 2 – 7 to follow in future weeks

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