Tuesday, May 31, 2011

Guidelines for Communication

 
1. There are many slips between the other person's ears and your lips.  The message you want to convey may be garbled, distorted, camouflaged or completely lost by more dominant messages.  This happens because the recipient interprets your message by his or her brain, not by your brain.  To avoid this, think about the possible ways in which your message can be misunderstood or distorted by a recipient who is not on the same wavelength or of the same orientation that you are.  



  1. People are not mind readers.  They can't read your mind.  They don't know what is really bothering you or what you really want from them.  Ask clearly and precisely what you want.



  1. Feel a genuinely liking for the people with whom you are communicating.  Remember the saying, "Nobody cares how much you know, unless they know how much you care."  When they feel you really like them, they make an extra effort to understand what you want. 



  1. The rule of listening.  There are two ears and one tongue, spend twice more time in listening than in speaking.  The more closely you listen to others, the more effective you would be in communicating your ideas to them according to their frame of reference.  It is by listening close to them, that you will know how they think, what their favorite expressions are and how you can arouse their interest.      



  1. The spoken word is but a small component of communication.  The spoken word constitutes of only 7 percent of the message, the other 93% is non-verbal.  If you say the words, "You are fine," but your face, body and your voice is conveying, "I can't stand you," which one do you think will get conveyed?  Match your body language, voice tone, and other non-verbal behavior with your words.



  1. Keep your communication pure and simple.  Do not contaminate it with sarcasm, witticisms, or put-downs.  When you do that, people stop listening to what you say and get flooded with emotions and thoughts regarding how you are treating them. 



  1. The rule of repetition.  Tell them first what you are going to tell them, then tell them, and then tell them what you just told them.



  1. Check.  Ensure the accuracy and comprehension of your message.  For example, when you leave a message for someone, ask the person who has taken your message to repeat it so you can check it for its accuracy and comprehension.    



  1. Review.  We will record what decisions have been taken so we could review what has been discussed and evaluate at our next meeting.



  1. Walk your talk.  Match your actions with your words.  If you say something and then do another, your action will be received as the real message and not your spoken words.



  1. We are discussing problems or challenges that has arisen from our thought process. Our decisions arise from knowledge and based on the current knowledge we make our decisions and these decisions can be right or wrong and they cause challenges. The effect is the challenge and the cause is the thought. We need to change our thinking by gathering more knowledge and information to solve the current challenge. Focus on the challenge and not the person and we will have a very good productive meeting.



  1. Remember to focus on the facts not on opinions or assumptions. Do take notes for clarity.



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