Content

• To step
• Part 1 of 3: Communicate clearly
• Part 2 of 3: Be a good listener
• Part 3 of 3: Communicating electronically
• Tips

Miscommunication can be both funny and frustrating. If you want to reduce miscommunications, speak clearly and don't make any assumptions. Check with the person to make sure you are understood. When communicating electronically, be clear, concise and informative. Being a good listener can also help avoid miscommunication. If you keep your attention on your conversations, you can reduce the risk of miscommunication.

To step

Part 1 of 3: Communicate clearly

1. Think before you speak. Thinking about what to say first can help you organize your thoughts and prepare to say something meaningful. Especially if you're about to have an important conversation, make sure your words are organized so you can say what you mean.
   • Remember that your attitude and tone can convey a lot. Limit your attention to the subject and try not to stray from it.
   • If you have trouble saying what you want to say, write down a few points to make sure you don't forget anything you want to say.
   • Take a conscious break before speaking. We often have a tendency to plunge headlong into a conversation, but by deliberately pausing and taking a moment to organize our thoughts before speaking, it is more likely that our communication will be clear and bystanders are willing to listen.
2. Draw attention. Having a person's attention means making sure he or she listens and understands what you are saying. Make eye contact and make sure the person is listening. If the other person is distracted or busy with something else, ask for their attention or try another time. If the other person seems distracted by something else, ask for attention by saying, "I want to make sure you understand," or, "I would appreciate your full attention."
   • If the person seems distracted, tell them you will talk later when he or she is more available.
   • For example, if you need to talk to someone but they are doing something else, let them know that you need to talk and that you want their attention.
   • Don't yell or call out to someone for attention - go to that person and address them personally when possible.
3. Check your assumptions. You can assume that everyone understands what you say or what you ask them to do, but just to be on the safe side, clarify anything that the person might not be sure about. For example, if you are giving directions, explain what else the person needs to do to prepare. You can overestimate or underestimate someone's knowledge or skills, so you better ask.
   • This is especially true when talking to someone from a different culture than yours. You may assume they understand jargon or other language, but it doesn't hurt to ask. If someone looks confused, try to explain it better.
4. Be polite. To be polite in communicating means to be open, honest, and kind. You don't say anything that could be passive-aggressive, sarcastic, or hurtful to or about the person you're talking to. Focus on being kind and saying what you mean in a way that is easy to understand. If you interrupt, be rude, or disrespectful to other people, you will not communicate effectively.
   • Sarcasm can be easily misunderstood. While it may be funny, it can still lead to misunderstandings if you say the opposite of what you really mean. People can get confused about what you actually mean. Sarcasm can also be unintentionally mean.
5. Check for understanding. Make sure the person understood you. You do this by simply asking, "Is that clear?" Or, "Do you have any questions?" This gives the person an opportunity to voice any doubts or concerns they may have.
   • This can help people feel comfortable asking questions or asking for clarification.
   • When giving directions, ask the person to repeat them so you know he or she understands.
   • In some cases, it is appropriate to provide a brief summary.
     • For example: "So, to be clear, we're going to tackle the Ramaker account first, and then we'll have a quick meeting on how to fix the communication issues. Understood?'
6. Follow up. Reach out to the person you're communicating with to make sure you've communicated clearly. For example, if you sent an email, send another asking, "How are you?" Do you have any questions? "If you've spoken to someone, ask them a few days later," Please check. Everything good?'
   • If you think you may have communicated incorrectly, use this moment to convey everything clearly and clarify what could be confusing.

Part 2 of 3: Be a good listener

1. Understand body language. Much of the communication is non-verbal. Pay attention to it; it can be very important. Maintain eye contact and watch for any changes in your own eye contact or the other person's eye contact. Pay attention to a person's posture and facial expressions and see if there are any inconsistencies. If you notice any differences, ask again or ask for clarification.
2. Listen carefully. Give your full attention when someone is speaking. Many people try to think of what to say next, but remain involved with the person speaking. People appreciate it when they feel heard and understood, and one of the best ways to do this is by actively listening. Turn your body towards them and lean towards them. Don't get distracted (such as by cell phones) and stay present with the person.
   • Don't just listen to the words the person says, but also listen to the information and the way he or she communicates. For example, the person's voice can change when he or she is talking about something emotional or feeling uncomfortable.
3. Don't interrupt the other. If someone else is speaking, do your best not to interrupt them. Let the person finish their thoughts before adding or saying anything else. In this way you show that you are listening and that you attach importance to what the person is saying. If you tend to interrupt people often, they may feel frustrated and not say everything they want to say.
   • Letting someone finish their thoughts means that you listen completely and are not concerned with your own words. That way, the person will feel more comfortable sharing everything and not forget something he or she wanted to say because the conversation got sidetracked.
4. Ask questions. If something is unclear or if you don't quite understand something, be sure to ask a question about it. Try saying something like, "Would you like to clarify what you mean by ___?" Or "I'm not sure I understand ___." Can you explain that?'
   • If the person is still talking and you don't want to interrupt them, write down the question so you don't forget to ask.

Part 3 of 3: Communicating electronically

1. Organize the information. If you are trying to convey information, you must ensure that the information reaches the person effectively. For example, if you're planning an event, you need to provide important details: place, time, and what people should bring. Provide clear directions or steps for people to take and make sure the information is clear.
   • Before sending the information or invitation, make sure it contains all the necessary information.
2. Use fewer words. When you communicate via text messages or email, get to the point. A long email can confuse what you want to convey. For example, if you make a request, get straight to the point and make your request. You can say why the request should be made, but don't go on indefinitely. Just say what you need and end the email shortly after.
   • If you tend to write long emails or texts, people will likely flick through them instead of reading them thoroughly. If you can't get away from your long letters, consider putting the most important things at the top.
   • Keep in mind that emails don't send social signals like facial expressions and tone of voice. Therefore, use clear language and avoid sarcasm.
     • Emojis are useful in social emails, but not in most business emails.
3. Focus on one topic. Keep the message as simple as possible. Don't rattle on or go into a lot of extra details, and don't deal with multiple subjects in one email. It's better to focus on one item or topic at a time than many things in a single email. If you have several things to discuss, discuss one at a time by email. That way, the person can delete every email when he or she is done with each topic, and not forget to do something or deal with something.
   • If you absolutely want to cover several topics at the same time, give a clear demarcation. Use bullets or rearrange it to help clarify the content.
4. Get straight to the point. While it's okay to start your emails with, "How are you?" Or some other kind of fun, don't spend too much time talking about something that has nothing to do with what you want to convey. Focus on your request or the information you want to share with the person. Don't beat around the bush or give a long introduction. Instead, get to the heart of what you want or need to say.

Tips

• Avoid using sarcasm in chats, instant messaging, or emails without emojis. Sarcasm is often not communicated properly via text, so it is better to do it personally.