Clear Communication: 5 Tips to Avoid Confusion

by Nancy Hamilton March 8, 2022

My boss was not a good communicator and never responded to me promptly. My office was located in a different location than his, so it took some effort to reach our weekly one-on-1 meeting. Not only did his cancel almost all of our meetings but he did so without warning. When we did finally meet, he gave little or no explanation. He answered most of my questions with “I will have to get back to your on that.” It was maddening.

Most under-communication occurs by accident. It is simply that people are unaware of the disconnect between their minds and yours. In the Journal of Political Economy, a group of researchers called this phenomenon “the curse of information.” This means that it’s difficult for people to remember things you know. The solution is simple. Here are five tips to help you step up and assume responsibility for all communication sent to you.

1. DETERMINE TO BE A SOLUTION

Most of us don’t know our role in this communication mess. Others may assume that we will do all the work in transmitting information. To communicate clearly, you must first decide that the solution is the best. Are you ready to encourage clear communication within your workplace?

2. EXTERNALIZE YOU THINKING

Everyone is subject to the curse known as knowledge. Know the difference between your understanding of things and that of your team. You shouldn’t assume other people understand what’s important. Move your thoughts from your head to where others can hear and read them.

3. PUSH TO CLARITY

Before writing a message ask yourself How can you set the other person up to succeed? Before hitting send, read the communication again to ensure it is clear. Clarity is crucial for communication. Sometimes that means asking others for clarity. You should also remember that they can be cursed with knowledge. Gently ask them to clarify their meaning.

4. CONFIRM UNDERSTANDING

Communication doesn’t happen until the other person receives your words and also understands them. A “read receipt” can be requested when you send a text message. However, an “understand reception” can also be requested. This is done by asking questions like “Is there any confusion?” or “What do we understand based on what you’ve heard?”

5. OVERCOMMUNICATE

You cannot overcommunicate. It’s difficult, or at least not possible. People are always busy and distracted. They forget the important things that they should be remembering, as well as the important things that they wish to remember. Communication isn’t something that happens once and for all. Communicate again. Keep communicating.