Somehow it is strange: we have been communicating since we were born, yet communication is an issue where many people still encounter problems. Although we communicate practically every day, we often have difficulties sending information or misinterpret it when we receive it.
Unclear or misunderstood communication is a cause of many of our daily social conflicts, and organizations also suffer from the problems that arise from miscommunication. There is hardly any other activity that we use so intensively but often know so little about.
It is almost impossible to establish efficient and target-oriented communication if the recipient’s perception type and perception filter are not known. For example: you talk in pictures while the recipient prefers sounds, and you talk about similarities while the recipient’s filter is set to differences.
If you have learned through the Masterminds Code and the Master Codes to identify the different types of perception and filters and to adapt to them in your communication, you will be able to avoid these problems. However, there are a number of small, often overlooked factors that could interfere with your communication.
1. Political correctness
This fashionable term is taken very seriously by some people. As a result, they immediately feel offended, disadvantaged or attacked if, for example, you do not address a particular group of people in your communication, or if you disregard religion, culture or social status in any way. There are a lot of pitfalls in this subject area, so it is important that you know your audience or prepare yourself, and that you take care to react correctly in unforeseen circumstances and always keep the political correctness factor in mind.
2. Communicative skills
Basically, all people are good communicators. However, they start at different levels. On the one hand, personal deficits, such as fear or a lack of self-confidence, can slow down communication skills. On the other hand, a lack of knowledge about a language or a poor vocabulary can disrupt communication.
If the sender of information is not able to describe the information with the right words, the probability that the receiver will understand the information – especially in the desired way – decreases.
The use of complicated words or technical jargon is also problematic. Even if some people believe that a highly sophisticated way of expressing oneself conveys intelligence, the reality is different. People feel irritated if they do not understand what is being communicated.
If you also use complex foreign words, you also give them the feeling that you are uneducated or that you are smarter yourself. In turn, the use of complex technical language often comes across as artificial and not very authentic. Both factors are not conducive to harmonious communication!
The fact is, it is always about the receiver understanding the information. So it and the communication must be adapted to the characteristics of the recipient, not those of the sender. Simple formulations, clear structures, as few foreign words and technical jargon as possible are always a good strategy.
Possible exception: speaking in front of a panel of experts!
3. Lack of knowledge
Talking about something you know little or nothing about is certainly one of the most tragic mistakes in communication. This makes it difficult to convey something to listeners or even convince them of something.
It doesn’t have to be comprehensive expert knowledge, but you should at least have some knowledge of the topic you are communicating about. Specialist knowledge is not necessarily as important as conveying practical experience, as this creates much more trust and authenticity.
For example, you can know everything about a car, but that doesn’t enable you to drive it!
It is therefore not important to shine with specialist knowledge and to be able to recite all the connections by heart. It is much more important to communicate credibly that you know what you are talking about because you have tried it yourself , done it, developed it , etc.
However, basic knowledge, e.g. of products, technologies or processes, should be available, especially with appropriate communication.
A golden way is to accumulate a lot of expertise, to express this expertise through your own experience or personal reference when communicating, and not to list dry facts.
4. Overloading
A common mistake that immediately creates a barrier in communication is information overload. In lectures, this can be completely overloaded presentations with an infinite number of facts, for which a vast amount of verbal information is presented at the same time. Even if it is understandable that you want to convey all available information and facts, too much information often has the opposite effect.
Overload also concerns speed: too much information, presented too quickly, makes it difficult for the recipient to process the information. Furthermore, overload also concerns attention to detail: if you present a product, for example, and explain every little detail, this can quickly become boring and appear overloaded.
To avoid these barriers to communication, it makes sense to present information in as reduced and condensed a form as possible. Important facts, useful features, interesting facts, etc. Small details can be conveyed if there is interest in the topic, otherwise you should not burden anyone with them. Appropriate speed and structured presentation or communication of the information also help to avoid this problem.
5. Distortion through feelings
Even if you don’t realize it yourself, feelings that express fear, anger, hatred or resentment, for example, will resonate in the communication. Even if you think you have your own feelings under control and do not express them visibly, our communication partners will still notice this – even if it is only very subtle, but it will irritate them.
This will lead to our counterpart being more concerned with finding out what is irritating instead of concentrating on the information.
Apart from that, when experiencing such feelings, it is very difficult to sort out the thoughts and reproduce them accordingly. Therefore, in phases in which we experience a certain feeling strongly, e.g. phases of separation, loss or disappointment, we should first put ourselves in a neutral state before an important communication – the neutral point!
6. Distraction
Everyone knows the situation in which you want to explain something and a phone keeps ringing, or people come and go, etc. In short, distraction is the death of any communication as it interrupts concentration on the content. You are busy dealing with the distractions or shielding yourself from them.
Environments can also be very distracting, such as a noisy restaurant or a busy environment. Distractions should always be avoided. Always choose meeting places carefully and change them spontaneously if necessary. Efficient communication is based on the focus of the participants on the content of the communication.
7. Inappropriate communication media
In the past, you had to meet or write a letter to communicate. Today, there are endless communication media and it’s easy to choose the wrong one.
Even if, for example, it is completely inappropriate to end relationships via messenger services, the term inappropriate refers to the form of transmission rather than the content of the message. For example, it is inappropriate to explain something that consists of pictures or is explained with pictures over the phone.
A communication medium also becomes inappropriate if it is not adapted to the recipient’s type of perception. For example, it is better for a visually inclined person to draw something live or support it with sketches than to communicate it verbally over the phone.
However, the form can also be inappropriate if it possibly disregards standards of politeness and respect. Sending someone an unsolicited WhatsApp message directly on their private phone number may not always be perceived positively.
8. Communication chain
If too many people transmit the information in a communication, this can lead to interference. The information may be reproduced slightly differently, slightly distorted, by each party in the chain In the end, the actual recipient receives completely different information than intended. Therefore, keep communication chains as short as possible and always aim for 1:1 communication.
9. Feedback
A common problem with communication is a lack of feedback or a complete absence of feedback. For example, if a manager in a company communicates the weekly tasks in a very complex and overloaded way, the employees may not understand the tasks properly. However, if the manager receives no feedback on their communication, they will continue to repeat their approach week after week.
This is why many companies struggle with problems: there is no feedback culture. People are afraid that their feedback could put them at a disadvantage. Who wants to explain to the head of department that nobody understands their weekly presentations?
By knowing the types of perception and filters, you can observe how recipients perceive communication. By asking specific questions (feedback), you can obtain feedback and adapt to your counterpart. Basic knowledge of body language is also very helpful, as we can clearly read feedback from it.
10. Form of expression
In today’s world, where our language is becoming more and more degenerate, it is very important to use an appropriate form of expression. On the one hand, you should express yourself appropriately for the situation: not too formal for more private or social occasions, not too casual for business occasions. On the other hand, you should of course refrain from using swear words and exaggerated slang.
Form of expression is an indicator of self-respect and also a little bit of education. Above all, however, it is an indicator of respect, and communication should always express respect or, at best, an appreciation of the recipient.
Conclusion
Senders of information often complain that their audience does not listen or does not want to accept the information. The blame is placed on the receiver, but it lies with the sender. A credo of successful speakers is:
“If they didn’t understand it, then I didn’t explain it well enough!”.
It is worth taking a closer look at the topic of communication and thinking about your own communication instead of simply communicating at the drop of a hat. Success is also based on the ability to explain to people what you want or where you stand on an issue. The better you can do this and the more efficient your communication is, the greater the success of your communication will be.
Learn and use the techniques of communication and make it your mission to become a master of communication. The strategy is: continuous improvement and conscious application. This will be of great help to you in realizing your plans and achieving your wishes.
Also remember to formulate and program your beliefs accordingly!
