This system has helped people for decades
If you can’t get away from writing long emails, try to put the most important information first, since people tend to skim rather than read long texts in detail.
Get to your point quickly, although politely. Pleasantries, for example, are not strictly necessary, although they are acceptable if brief.
Sources: (WikiHow)
And, finally, don’t dance around the subject by talking about something unrelated to the topic at hand.
If you absolutely cannot avoid addressing multiple topics in a single email, be sure to delineate them clearly, for example by using bullet points.
It is best to focus on a single topic or question in an email, rather than getting sidetracked or trying to sort out multiple things at once.
As a general rule, when it comes to emails, the fewer words the better. A very long or wordy email can often confuse people as to what you’re trying to say.
For example, if you’re sending an email invitation, you should draft it and then review the draft before sending to check that all necessary information and instructions are included.
Written communication has the advantage of being able to be reviewed. If you want to send an email, for example, you can draft it first and then review it as many times as necessary to make sure it’s clear.
If you have a tendency to interrupt people often, they may not communicate all they wish to say, out of mere frustration.
If a question springs to mind while the person is talking, jot it down so you remember to ask it when they’re done.
If, when the person has finished speaking, there is anything you’re unsure about, be sure to ask some questions.
Do your best to ignore any distractions and to avoid preempting what the other person is going to say. This is a common but quite destructive listening habit.
It is also best to avoid interrupting the other person while they are talking. This shows that you’re listening properly and are interested in what they’re saying.
It is also important to listen carefully and give your full attention to the person who is speaking. This sort of active listening makes people feel fully heard and understood.
This step is particularly important if you fear there may have been a miscommunication. Take the opportunity to correct anything that wasn’t communicated clearly the first time.
Do your best to maintain eye contact and make note of the person’s posture and facial expressions, to see if there are any inconsistencies.
Take the time to follow up with the person you’re communicating with. For example, if you sent an email, you might send another asking how things are going and whether the person has any questions.
It is also a good idea to add a quick summary at the end of the conversation. At that point, the other person can also voice any concerns they might have.
If they seem distracted or in the middle of doing something else, consider trying to have the conversation at another, more convenient time.
It is a good idea to check in with the other person now and again to confirm they have understood what you said. This makes people feel comfortable to ask questions.
Sometimes there are things that may be obvious to you, but which aren’t obvious to someone else. Bear this in mind and try to clarify anything the other person might be unsure about.
It is very important to communicate in an open, honest, and kind way. Focus on being friendly and saying things in a way that's easily understood.
Try and avoid using sarcasm if you can. Although meant to be funny, sarcasm is often misunderstood and doesn’t belong in a candid and respectful conversation.
Unless you have the full attention of the person you are speaking to, miscommunication is inevitable. Take a moment to make sure the other person is listening and understanding.
If you struggle to stay on topic, consider noting down some bullet points to keep you on track. Remember that a lot of meaning is also carried in attitude and tone.
This is particularly true if you’re talking to a non-native speaker. If someone looks confused by what you’re saying, try to explain it in a different way.
An age-old piece of advice, but one that people often ignore. Before entering a conversation, take a moment to organize your thoughts and prepare what you’re going to say.
Ever come away from a conversation and had the feeling the person you were talking to didn't fully understand what you said? It would be very surprising if not; we've all been there. But while miscommunications may not always be disastrous, they can be frustrating, particularly in the workplace.
With this in mind, check out this gallery for some tips on how to avoid miscommunication.
How to avoid miscommunication
Get your point across quickly and clearly
LIFESTYLE Conversation
Ever come away from a conversation and had the feeling the person you were talking to didn't fully understand what you said? It would be very surprising if not; we've all been there. But while miscommunications may not always be disastrous, they can be frustrating, particularly in the workplace.
With this in mind, check out this gallery for some tips on how to avoid miscommunication.