The language and channel chosen for the transmission of any message should be most suited to the receiver(s). In any given situation one medium may work better than another. Similarly, simple language is sometimes more suitable than complex or academic language.
Language
Words are the most frequently used communication tool. They facilitate communication, but if they are used carelessly or improperly, they can create a significant communication barrier. Words can have different meanings across different countries or even regions within the same country. They can sometimes derive new meanings as a result of the development of new technology or industry and become professional jargon.
Language is not reality. Language is a system of signals, symbols, sounds or gestures belonging to a specific culture or group of people. The meaning of words as communicated by the sender depends upon the perception of those words by the receiver. This in turn depends upon the experience and attitude of the receiver. For example, sometimes the language used can be academic or complicated, which may be easily understood by someone with a high level of education, but will not be grasped by someone with a lower linguistic ability. If this is the case, the language has automatically created a barrier to communication.
In addition, the tone of the language used can add to, or detract from, the message. The pitch, intonation and volume of the voice can influence how receivers understand the message. However, those nuances are not generally available in writing, so the words must be chosen carefully in order to get the whole message across.
Effective use of language depends on: what is being communicated; who it is directed at; who is sending it; the relationship between the communicators; and how it is being communicated, i.e. what communication channel is being used.
Communication channels
A communication channel is the means by which communication takes place. There are numerous channels of communication – verbal, non-verbal and written. A skilled communicator will select and maximise the use of the channel most appropriate to the message. Some examples of these channels are:
face-to-face
formal or informal meetings
lectures and presentations
telephone
email
letters, memos, faxes
reports
newsletters or leaflets
diagrams, pictures and graphs
radio and television
websites
social media
Communication channels can be external or internal, formal or informal. The communication channel should be most appropriate to the situation. It should ensure the flow of information to all who need to receive it. If the message is unclear or is lacking a coherent structure, it can be hard to understand it. In both written and oral communication, if the sender is being vague, evasive or lengthy, this can confuse, mislead or distract the receiver.
Overcoming barriers to language and media
Think about who the message is directed at and how formal or informal it needs to be.
Ensure the language chosen meets the needs and level of the audience.
Think about how much information is being communicated. If there is a lot of information, break it down and provide a summary.
Avoid jargon or slang.
Think about whether documentation or proof is needed. If it is, then use a written channel.
If the communication is confidential, use sealed/private written channels.
If an instant response to communication is required, use face-to-face or verbal communication, e.g. a telephone call.
Consider how many people need to receive the message. If it is a great number, use a written format which can be copied, or call a meeting, or use a combination of channels.
Think about how urgent the message is. If speed is not a consideration, written communication channels may be adequate. If an urgent response is required, a phone call or email may be most appropriate.
To communicate effectively, the language and channel must be selected to match the situation. In any situation, the more effective and frequent the flow of information, the fewer problems will exist. The more open the communication channels are, the fewer barriers there are to communication. The simpler and more direct the language used, the greater chance there is that the message will be completely understood by the receiver. The fundamental rule is: write what needs to be written and say what needs to be said. Reinforce what has been spoken by direct, simple written communication. By evaluating the strengths and limitations of language and media, a well-chosen combination can be a powerful communication tool.
Reference: https://app.goodpractice.net/
Comments