Effectively Communicating Your Message

Make sure you are communicating the verbal message you want to be received. Here are some guidelines to help you.

Make you messages specific.

When communicating a message give the necessary details so the listener understands what you are talking about, and what you intend them to understand about the topic.

Make it clear that you take ownership of your messages.

Use “I” and “my” rather than “everyone”, “most people”, “the staff.”

Make your body language, para verbal message (pitch, tone, speed of your voice) and your verbal message (the actual words) all communicate the same message.

Contradictions are confusing.

We are “programmed” in such a way that if the verbal message contradicts either the body language and or the para verbal message, we disbelieve the words.

* When we see and hear someone speaking, we understand 55% from their body language, 38% from their para verbal language, and only 7% from their actual words, or verbal message.

Communicate your message effectively by repeating it in a variety of ways.

Anyone in the education field knows that there are different types of learners. Some learn more from visual aids, some are more auditory so hearing is their main learning method, and some learn by doing – kinesthetic.

So when you want to get your message across most effectively, use all three methods. If the setting is not suitable for visual aids such as charts and handouts, body language is also a visual aid, so make the most of that.

Check your listeners are “hearing” what you are really saying.

Ask questions like “Do you follow me?” “Any questions?” or even just a short “OK?”

If you are answering a question, you can finish with “Does that answer your question?” or during your answer you can ask “Am I answering your question?” (A great technique when answering interview questions!)

Make your message appropriate to your audience.

You would present the same piece of information differently to your 3 year old, your 17 year old, your spouse, your co-worker, your boss, or your doctor. Make sure you offer the appropriate version.

Describe how you feel about the situation … again, appropriate to your audience.

Use words like “I feel upset”, “I am almost in tears”, “I am angry” in personal situations. In a workplace situation feelings are not always the appropriate way to express yourself. “I find it difficult to stay calm in this situation” might be more appropriate than “I am angry.”

When describing others behaviour, do not be judgmental. State only the facts.

“You were late” rather than “You have no respect for this company – you never get here on time.”

Watch the eyes of your listener for clues.

When someone is not sure what you are telling them, or when they feel negatively about what they are hearing, you can always see it in their eyes.

Watch for telltale signals and adapt what you are saying accordingly – continue to be clear and to give the message you want them to receive, but temper it to what their eyes and body language are telling you.