These days we are swamped with information that arrives in the form of letters, memos, proposals, and e-mails. The sending and receiving of this information does not guarantee that communication is taking place giving rise to the question, how can you train yourself and how can you train others to be sure you are communicating with the intended recipients instead of just sending information?
Sometimes it’s not what you say and it’s not how you say it, but how you connect with the other party that will ultimately determine the success of the message. If you know your recipient before tying to communicate you can tailor your message by including the right words and details. Determine in advance what the reader will need to do or what you want them to do with the information contained in the message.
If a message is being sent to more then one person, order the recipients in level of importance and write the message with a focus on the primary reader. Include all of the information they will need to act on what you r are trying to achieve.
Another way to ensure success is to read the message from the perspective of the person who receives it. Ask yourself why did I get this? Also ask yourself how much the intended audience already knows regarding the subject to be discussed. Craft a message that provides the right level of information for the given audience.
Remember to avoid using internal acronyms or lingo if the message is going to someone outside of the group that would understand them. Even internally not all recipients of your message might understand the meanings.
Finally, don’t forget to ask for the response you need. All too often readers of you r message are left without the direction they need to respond or act.
Given the volume of communications we all receive a little training can go a long way in improve not only the amount of communications we receive but also the quality. Allowing us to make faster, better, well informed decisions.
