When we mentally picture the term “communication” our own biases may have us simply envisioning two or more people talking, which is simply just one form of communication. However, when we look at the description of communication, we come to understand that it encompasses many forms but is analogous to the technical details of Email. Whereas a person (sender) sends an encoded message and another person(s) (receiver) receives the message and decodes it into plain text. In more simplistic terms an “idea” is generated by one person, shaped into a message, and sent by the person to another person, who then receives the message, interprets it, and then generates their own idea.” (PSU WC, 2021)
Communication errors are common even if communication itself feels like an easy thing to do. In my own organization we are multicultural across several time zones so communication can come with complications. In this way I believe some organizational communication issues that I’ve experienced in the workplace are an interesting combination of egocentrism and differences in culture. Egocentrism is described as the “inability to take on other’s perspectives”. (PSU WC, 2021) This inability can be exacerbated by differing cultural views that are outside of the internal organizational structure. This is why it is increasingly important to have a diverse workforce so that we can exchange those cultural social cues that may impact communication and work to resolve them.
Another communication error experienced on my own day to day is the use of jargon or words that mean specific things to a specific set of things to a specific set of people. The use of unfamiliar acronyms or jargon to those outside of my organization can become incredibly confusing especially (which is often) if those acronyms or jargon is used to mean something else entirely in other organizations within my company. This means that the decoder of the message sent can easily misinterpret the message. “Too much of this can make content or messaging incomprehensible.” (Duncan, 2017)
In order to reduce these communication errors in my day to day, I try to always hold space for multiple perspectives. This is important as a Product Manager because my entire job relies on me communicating regularly to several different teams. I also shy away from jargon or acronyms in speech or written communication because it allows me to have to explain myself less. Keeping things as clear and concise as possible helps me to send a message that has a higher probability of the receiver being able to decode that message properly.
References :
OLEAD 410, Lesson 04: Global CommunicationErrors in Communication. (n.d.). Retrieved from https://psu.instructure.com/courses/2146712/modules/items/32847667
Duncan, C. (n.d.). 8 common Workplace communication mistakes. Retrieved from https://www.alert-software.com/blog/8-common-workplace-communication-mistakes
OLEAD 410: Lesson 04: Global CommunicationDefining Communication. (n.d.). Retrieved September 20, 2021, from https://psu.instructure.com/courses/2146712/modules/items/32847666
Hi,
To answer your question about when to be concise, how often do you find yourself being on a call and thinking “This could’ve been an email.” or being on an email thread and declaring “We need to hop on a call!”. In my day to day I get tons of emails and the longer they are the less likely I am to fully read them because I simply don’t have the time. I have to do the work of skimming through the email to find out what the question/meat of the email is about so I can answer appropriately. In a large or where schedules are already jam packed, being concise is key. The higher up or more visible you are in your organization, the less time you seem to have so clear and concise digital communication is important. The long drawn out stuff is best for calls where we have time to respond in depth and better gauge social cues. Being concise also shouldn’t be confused with not being thoughtful. I think this is where most people have an apprehension to the term, as there is this idea of being concise not being “friendly”. I also recognize as I type this that this is also not just part of the cultural organization I am in but extends outward to my state, as we are considered to be “Kind, but not nice”. As in We don’t like uneccessary small talk because we are always on the go, but we will help you in any way we can.
Hi there! I’m glad I had the opportunity to read this post about communication. You brought up a good point about jargon. We are so used to using it that sometimes we don’t realize we included it in our communication and it can create a lot of confusion especially if English is not someone’s first language. I agree that omitting jargon in emails will definitely help with communication errors. I do disagree about being concise. Somtimes it is necessary but other times I feel you need to be specific especially if you are asking someone to do something or giving instructions. I’m sure you agree, but what are your thoughts on the right time to be concise/specific?
I’m very glad you brought up acronyms and the difficulties surrounding them because it is a prevalent problem I have noticed in many different organizations I have been in. I won’t advocate for never using them, because thinking they will go away is silly, but the way you use acronyms or treat the people in your organization when they are new can have lasting impacts that far outweigh any benefit that acronyms might offer. The trouble with acronyms is, they’re easy to use, and let’s face it, we enjoy using them and other lingo because it can be a source of pride in your expertise or experience in a certain field. But ignoring the lack of understanding of a newcomer or mocking them for not somehow already knowing the acronyms and lingo of a workplace can have a dramatic and lasting impact on their sense of belonging and willingness to ask questions in the future about other pertinent facets of a workplace. In other words, you can lose a lot more than you gain by either not instructing newcomers in the lingo of the workplace or shaming them for daring to ask for explanations of the lingo. I have seen this happen firsthand and even been that newcomer unsure of the lingo, and I can attest that the social consequences of the exclusivity of some types of lingo and acronym use can be dramatic.