Whether the message you send is verbal or written, it must be understood correctly. As a communicator, your goal should be to create clear and accurate messages for your audience.
To create clear and accurate messages, you need to recognize the communication cycle and identify the barriers to successful messages. The following process can help.
1. Establish an objective.
Before you begin creating your message, state your objective. Is it to inform, persuade, or request something from your audience? What precisely do you want, why should your audience listen, and how do you want them to respond? These questions should be defined and answered in your objective.
2. Decide on a communication channel.
What is the most effective and reasonable communication channel for communicating your message? Is a radio broadcast, television announcement or YouTube video more appropriate than a small meeting or social media post? What does your budget allow? Consider your budget, your audience and any other background information you have.
3. Chose an encoding technique.
The style of language to use must be determined. Should the message be formal or informal? Should it contain joyous, angry, conciliatory, severe, soft or courteous language? Consider the purpose of your message and your relationship with your audience to set the tone.
4. Identify communication barriers.
Identify any communication barriers that may impede or prevent your message from being properly communicated. Consider interviewing prospective audience members to pinpoint barriers that will interfere with your audience’s understanding. If language is a problem, hire a translation services company and offer your message in different languages. Try to eliminate true jargon, unfamiliar terminology, idioms and clichés that may be foreign to your audience.
5. Send the message.
Once you feel comfortable that you have considered all aspects that can influence the success of your message, go ahead and send it.
6. Follow up.
After your recipients have received your message, follow up with them to ensure correct understanding and capture valuable feedback. Was your message effective? If not, where did you go wrong? Try to determine where you can make improvements.