We’ve all been there. A memo gone awry and people’s feelings are hurt. A three-hour meeting in which nothing is accomplished and the time is wasted. A seminar that doesn’t make sense to your employees or managers and confuses them more than anything. It happens. What are you going to do about it?
First, don’t panic.
Remember that communication is a time-honored tradition among our species. We all have our issues with it. If it was you that caused the communication breakdown, try to find out what didn’t work. Was it the delivery? The presentation? The timing? The food? If it was the audience that didn’t respond well, was the information presented in a way that was confusing? Did it apply to them? Did they already know what you were talking about?
Second, interact, rather than shut down.
Talking to the party affected is the best approach. Be respectful and polite. Ask questions that require them to give you specifics. “How could I have improved that speech?” “What part of my memo was offensive?” “Is there any way I can improve how I communicate with your team?” Once you find out the answers, do something with them. Don’t just file them away and forget about it.
Third, figure out action steps on the feedback and implement it immediately.
If you need to make amends, that comes first. If you have problems looking people in the eye in one-on-one meetings, work on it. If you mumble when you give instructions, don’t do it anymore. If you’re writing is riddled with malapropisms and rhetoric, rewrite it. The best way to rectify a bad communication scenario is to take steps so that it is never repeated and to let the other party know you are doing so.
Fourth, try and try again.
Communication doesn’t happen on one try. You have to try and try again and again. It’s an ongoing process and doesn’t just go away because you want it to. Continually working on your communication processes will help you to become a better communicator, believe it or not. Not doing anything will help you become a better bad communicator. It’s true.
Most business owners find that communication success is not static in their offices. It’s a continual process that moves and turns with a rapid pace. Accepting that is a good solid first step. Then, you can move on to making sure that every time you write or speak, people understand you. It’s an honorable goal.
