How do you minimize communication risks?

1 Assess your audience

Before you communicate, you need to understand who your audience is, what they need, and how they prefer to receive information. This will help you tailor your message, tone, and channel to suit their expectations and needs. For example, if you are communicating with a senior executive, you might want to use a formal and concise email that highlights the main points and actions. If you are communicating with a team member, you might want to use a more casual and interactive chat tool that encourages feedback and collaboration.

2 Plan your message

Once you know your audience, you need to plan your message carefully. You need to define your purpose, goals, and key points. You also need to anticipate any questions, objections, or concerns that your audience might have and prepare your responses. You should also consider the timing, frequency, and length of your communication and avoid sending too much or too little information. A good way to plan your message is to use the SMART framework: Specific, Measurable, Achievable, Relevant, and Time-bound.

3 Choose your channel

Another factor that can affect your communication effectiveness is the channel you use. You need to choose the most appropriate and reliable channel for your message and audience. For example, if you need to communicate a complex or sensitive issue, you might want to use a face-to-face or video call that allows you to convey your emotions, body language, and tone. If you need to communicate a simple or routine update, you might want to use an email or a newsletter that can reach a large audience quickly and efficiently.

4 Check your quality

Before you send or deliver your communication, you need to check its quality and accuracy. You need to proofread your text, test your links, review your visuals, and rehearse your speech. You also need to ensure that your communication is consistent with your brand identity, values, and standards. You should also avoid using jargon, slang, or acronyms that might confuse or offend your audience. A good way to check your quality is to use the 7 Cs of communication: Clear, Concise, Concrete, Correct, Coherent, Complete, and Courteous.

5 Monitor your feedback

After you communicate, you need to monitor the feedback and results of your communication. You need to measure the impact, effectiveness, and satisfaction of your communication using various methods and tools. For example, you can use surveys, polls, analytics, or testimonials to collect quantitative and qualitative data. You can also ask for feedback directly from your audience or from a third-party observer. You should also be open to constructive criticism and suggestions for improvement. A good way to monitor your feedback is to use the PDCA cycle: Plan, Do, Check, Act.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?