5 Appropriate Medium and Expression
Choosing an appropriate medium in which to convey information is important if the message is to be understood. There is a greater likelihood of it being misunderstood if the language is difficult or figures are conveyed verbally. Many words of similar pronunciation have entirely different meanings, while others may be difficult to audibly understand. It might perhaps be more appropriate to present the message in writing or rephrase it shorter sentences with more simple wording. Visual aids or dissecting lengthy paragraphs into bullet points is equally effective. When communicating through a third party in particular, the choice of route and medium of communication is doubly important.
6 Choosing the Right Timing
The timing of communication is all important. Depending on the contents and urgency of the message, the needs of the recipient may dictate the best timing to convey it. If, for example, a member of staff reports a matter which is not urgent to a senior officer who happens to be inundated with work, they are unlikely to be listened to or have any interest shown in what they say. Providing information at a later stage is not necessarily the answer, however, as it may be impossible to take appropriate action if it is received too late. It is perhaps better to communicate the message at the earliest possible date and follow this up with reminders at every given opportunity.
7 Confirming that the Recipient Has Fully Understood
It is essential to confirm whether or not the message has been clearly understood. In dealing with junior staff, this may be achieved through having them repeat the information or by directly questioning their understanding of it.
8 Assuming that Other Party Is Relaxed Enough to Communicate
Junior staff may not have the confidence to communicate directly what it is they wish to convey. Senior staff must create an atmosphere that is conducive to open communication.
