How To Handle Miscommunication

By Author: Protocol
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Have you ever encountered or been in a situation where an information that you conveyed was misunderstood by a person and it resulted in a huge chaos?
Have you wondered in such timings if there was anything that could have been done to avoid this?
The root cause of this lack of understanding is often the lack of communication, the lack of effective communication in particular. By ensuring that you have a good communication, and the listener understands the message in the sense you meant it will avoid a lot of confusion, chaos and conflict.
In this blog we will attempt to explain the ways in which miscommunication arises, the ways to avoid it, how to deal if a miscommunication happens and a few tips which can always help you steer clear of any mishap.

How does miscommunication arise?
Miscommunication may arise due to several factors like:
a) Lack of context:
When the context is not clearly explained, it provides the room for a lot of assumption and confusion which can lead to major misunderstanding.

b) Assumptions:
The ambiguity and vague description can lead to assumptions ...
... which when not cleared can give results which vary vastly from the expected result or outcome.

c) Poor listening skills:
It is often said that when listening to a person, assume an invisible cocoon around you so that you are able to pay attention. When an important information is being conveyed and you get distracted then you may miss out on crucial information which can lead to chaos.

d) Poor speaking skills:
Another common reason why miscommunication may arise is the speaker being unclear in their communication. If the speaker does not structure their sentences, streamlines the message or uses words that are not easily understood then a lot of confusion may arise.

How to handle miscommunication once it occurs:
1. Discuss the problems and ask questions:
Let both the misunderstood parties sit and discuss what happened in order for the miscommunication to arise.
You have to ask questions and really listen to the other person when they speak to understand how the situation looked from their point of view.
Be open in the discussion so that you do not have any pre conceived notion or biases.

2. Identify the source:
Through this you may reach the root cause of the problem. A sentence, a word, a gesture or something else that was misinterpreted or not communicated effectively must have been the reason the miscommunication happened. By identifying the source you realise in which way the communication has to be streamlined in the future to avoid such mistakes.

3. Deal with the emotions involved:
Chances are if the miscommunication has caused any major problems then there are lots of emotions involved and a blame game may also occur.
Deal with these emotions maturely by acknowledging each one’s emotions, cancelling out the need to blame someone and acknowledge that it was a group communication which failed.

4. Agree upon further communication:
To steer clear of such problems in the future, agree upon a common channel of communication and a way in which any misinterpretation can be checked and avoided.

Tips to avoid miscommunication:
Here a few sure ways to communicate effectively always:
1. Use the 7Cs of communication:
Namely the clear, concise, concrete, correct, coherent, complete, and courteous, the 7c’s of communication would ensure that you have communicated the message effectively without leaving out any crucial points.

2. Check for understanding:
If you are the speaker then ask the listener if they have understood what is being said. You could stop at certain moments and keep checking for understanding.

3. Paraphrase:
As a listener you can paraphrase what has been said to you so that the speaker can correct if there is any misunderstanding.

4. Address issues promptly:
At any point of time if you sense that there is a miscommunication or confusion, immediately check with the person and go over the conversation again. You can also clarify on crucial points.

Conclusion:
Miscommunication can lead to unnecessary conflicts, but with patience and empathy, we can build stronger connections and reduce misunderstandings. Remember, good communication is an ongoing practice—invest time in improving it, and you’ll find both personal and professional relationships becoming more fulfilling and resilient. With these tools in hand, you’re well-equipped to communicate with confidence and clarity.
To know more about communication skills. https://protocol.org.in/how-to-handle-miscommunication/