We live in a world that offers a plethora of opportunities to communicate - in person conversations, teleconferences, emails, texts, social media, videochats- the options are endless. However, very rarely do we place much focus beyond what we are saying. We do not often consider how we are saying things or even what we are not saying. Communication is all about the message we deliver and every way in which we do (or don’t) deliver it. Here are key areas of consideration when attempting to communicate effectively.

What are you saying?

The message you deliver consists of the words you use, the images you use, the way in which they are used and the platform on which you choose to deliver your message. For example, many people are familiar with proper etiquette for professional emails, but what about social media? Social media communication tends to be more relaxed and informal; however, when promoting yourself or your business a certain level of professionalism should be maintained. The way in which you respond to a review or inquiry, your marketing efforts, and even possibly your personal statuses and posts are all public on social media and all play a part in the message your audience is being delivered. Make sure the way you communicate on every platform is a positive reflection of the overall message you want your professional brand to deliver.

What you are saying is also important when it comes to imagery. The digital world is a visual world. Videos, photos, and other advertisements must also deliver the proper message. They should be viewed both as an individual element and as a part of a messaging package. Each piece must be able to emphasize your desired message on its own as well as when compared to other messaging efforts. Low quality images in ads, inappropriate memes, or re-posting or sharing content that may amuse but is not consistent with your brand are all ways in which imagery can effect communication.

What are you not saying?

A common culprit in communication is literally what isn’t being said. The purpose of the message or the request gets lost in translation when we focus more upon saying a lot than ensuring we’re saying what matters. From detailed lengthy emails to vibrant marketing pieces to long meetings, when you fail to focus upon the purpose of your message then you fail to communicate effectively. Imagine receiving a pretty, elaborately wrapped package that is empty once you open it. You easily move from excitement to disappointment and quite possibly confusion. This is what happens with ineffective communication. You can provide a ton of information but still fail at delivering the appropriate messaging. When putting together communication pieces stop and review both what you did and did not say. If what you are saying is not helping you properly communicate your intended message, you are not saying the right things and should reconsider what it is you are trying to convey to your audience.

What are you actually hearing?

Many people assume they are good listeners, but later discover they have room for improvement. The major downfall to the listening component of communication is the tendency to assume. Creating marketing pieces, composing emails, or holding meetings where you assume you know exactly how the other party is going to respond is opening the door to ineffective communication. We see this a lot in coaching sessions. Someone goes to their boss/mentor for advice. The boss/mentor assumes they know what the person’s concerns are and has already come up with a bevy of solutions. Unfortunately, not one of them addresses the actual issue at hand. The person seeking advice leaves feeling defeated. However, it is the boss/mentor who is at fault here. They are the ones who failed to communicate effectively. The same habit of assumption exists when giving direction to a team, answering client questions, or deciding how you think your target market should respond to the marketing you put in place. Not paying attention to and responding to what you actually hear tends to create roadblocks and eats away at the effectiveness of communication efforts. A great way to ensure you are actively listening is to repeat what you are hearing and then address it. This way, you are not only re-affirming that you are listening but you are also offering the other opportunity to provide clarification.

Communication Check

Adjusting how you communicate can be a bit overwhelming. However, there are questions you can ask yourself to ensure you are communicating effectively. Is your message clear and concise? If you message is a response and if so are you fully addressing any questions or requests? If you were your audience, how would your messaging effect your perception of the company or brand delivering the message? Is there information missing? Is there a better way to deliver this message? How effective has similar messaging been in the past?

Asking yourself these questions can improve your communication skills and ensure you are delivering effective messaging consistently.

Obviously checking your communication requires you to slow down, which goes against most people’s instincts. However, an effective response that takes a little longer to receive is far more valuable than a hurried response that does more harm than good.