Guidelines on How To Minimize Message Distortion

Guidelines on How To Minimize Message Distortion

Because information is the lifeblood of any organization, we want to keep message distortion at a minimum. Although we cannot eliminate distortion when we send messages in an organizational (or any other) setting, the following suggestions provide a number of ways we can reduce distortion. Think about these ideas in terms of things that you can do to make your messages clear and with a minimum of distortion.

As mentioned previously, when a message moves from one person to the next, it inevitably gets altered in some ways. When those changes are minor—such as a change in word choice—the effect is minimal. When meaning is substantively distorted, the message can be lost or misinterpreted, sometimes to devastating ends (as illustrated in the Vietnam example).

Here are several concrete steps you can take to minimize distortion.

Limit the Amount of Information Included in the Message: Complicated information or messages that are densely packed with information are more often subject to distortion. Keep the message succinct and to the point. Keep it short and simple. See also Information Overload

Avoid Using Abstract Words, Jargon and/or Slang: The more concrete your word choices; the less likely your meaning can be misconstrued or miscommunicated.

Get Feedback & Monitor the Links in the Communication Chain: Solicit feedback along the communication chain to ensure that your message was understood. Good quality feedback reduces distortion.

Receiver Orientation: Knowing the receiver well enough to be familiar with his or her perceptual filters, vocabulary level, knowledge of jargon, information needs, etc. can help you frame your message in a way that it will be best understood.