6 Causes of Miscommunication - How To Use Plain Language Effectively

7/3/2018 6 Causes of Miscommunication - How to Use Plain Language Effectively
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The purpose of Cards –
communication is Reviews & Comparison
to convey
information from
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one person to Small
another. Through
the choice of
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written and Reviews & Comparison
spoken words,
ideas, concepts, emotions, thoughts, and opinions are
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exchanged. Unfortunately, miscommunication is common Travel
– the listener or reader fails to understand what is said or
written. Dale Carnegie, author of “How to Make Friends and
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problems are caused by miscommunication.”
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When you consider the tensions between men and women, 11 Best
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young and old, friends, and family members, it seems that Make
most people are guilty of poor communication. But it’s Money
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learning how to speak and write simply and clearly, using
plain language that’s easily understood by most people.
155 Common Miscommunications

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Extreme Couponing 101:
“If you have time, try to mow the lawn this a ernoon,” said How to Extreme Coupon
 Facebook the father as he walked out the door to go to his o ice. His and Save 84%+ on
Groceries
 Tweet teenage son, head down, concentrating on breakfast,
grunts in reply, “Uh-huh.” To the father’s dismay, the yard
 Pin
remained untouched when he returned home. The son,
 LinkedIn when confronted by his angry father, excused his lack of
action with the explanation, “You said ‘if I had time,’ and I
was at the mall all day.”
This scene is repeated every day in thousands of homes

across the country. The father was guilty of not saying what
he really meant: His intent was to instruct his son to cut the
grass that a ernoon, even if that meant he had to
rearrange his schedule or miss another activity. In an e ort
to avoid seeming controlling, the father added the false
condition “if you have time,” expecting his son to interpret
the underlying meaning of his statement. His son naturally
focused on the conditional “if you have time,” rather than
the direction “mow the lawn.” As a consequence, both
parties felt unfairly treated by the other.
Similar misunderstandings arise at work, in schools, on the

playground, and at home. Whether in speaking or writing,
misunderstandings arise due to poor word choice and the
failure to realize that communication includes two equally
critical components: the speaker and the listener, or the
writer and the reader. As the NBA Hall of Fame coach of the
Boston Celtics Red Auerbach said, “It’s not what you tell
them…it’s what they hear.”
The Test of E ective

Communications
Communications are e ective when the recipient of a
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thought, whether by listening or reading, understands the
meaning intended by the speaker or writer. Good
communication is simple and direct, sometimes intensified
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by emotion, but never confusing.
For example, when asking his son to mow the lawn, the
 Facebook
father from the previous scenario would have been more
 Tweet successful if he had taken the time to make sure his son
 Pin was listening, and had chosen his words more carefully:
 LinkedIn
“Mike,” said the father addressing his son as he

walked out the door to work. The father paused,
waiting for the teenager to raise his eyes from the
cereal he was gulping down. “We are going out of
town this weekend, so you need to mow the lawn
today. Any problem with that?”
“No, sir. I was going to the mall with Ted and Jim,
but I can get it done before I leave.”
“Great. I appreciate it. See you tonight,” said the

father, heading out the door. The lawn was
mowed and edged, and the family had a non-
eventful evening.
The speaker and listener agreed on the message “mow the

lawn today.” The father did not add a false choice, and the
son repeated his understanding of the message, confirming
the communication.
Whether a policeman talking to a criminal, a parent talking

to a child, a manager to his or her sta , or a preacher to his
or her flock, plain language combined with other
communication skills increases understanding and rapport

between parties.
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 Facebook
 Tweet
Causes of Miscommunication
 Pin
According to scientists, humans began speaking about
 LinkedIn 100,000 years ago, and writing began around 4000 B.C.
Prior to written language, humans used pictures (cave
drawings), which evolved to word symbols. The evolution
of language, what some have called the “human system of
communication,” proves false the old adage “a picture is
worth a thousand words,” since it’s almost impossible to
convey conditional, complex, or complicated ideas with a
simple image.
While some linguists suggest that an accurate accounting of

the number of words in the English language is impossible,
the Global Language Monitor claimed that there
were 1,013,913 words on January 1, 2012, with a new word
created every 98 minutes. Due to the sheer number of
words available to choose from, the opportunity for
muddled communication is high, even when two people
have similarly sized vocabularies. The specific words
known to each person, as well as the understood meaning
of each word, can vary significantly due to di erent
environments, cultures, and experiences.
1. Misaligned Vocabularies
“Plain language” refers to the preference for words that are
in everyone’s vocabulary – what linguists term the “core
vocabulary” – consisting of about 200 to 300 words. These
words are mostly verbs, pronouns, and demonstratives,

such as “his” and “that,” which help distinguish the subject
the speaker or writer is referring to. These words are used
frequently and across many contexts to express meaning
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and intent, usually without misunderstanding.
As the initiator of communication, the speaker or writer

must choose words that are easily understood by the
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understand the meaning of “plethora,” so “plenty” or “a
 Facebook lot” would be better choices. A communicator should
 Tweet always consider his or her audience when communicating.
 Pin
2. Messy Thinking
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Messy thinking results in messy speaking, which usually
occurs when someone begins speaking before completing
his or her thought process. As a consequence, listeners are
taken on long, convoluted journeys filled with
contradictions, extraneous information, and premature
conclusions.
Messy thinking usually happens during periods of stress or

high emotion. Remember Plato’s observation: Wise men
speak because they have something to say, while fools
speak because they have to say something. In other words,
think about the intent of your message before speaking,
and when speaking, choose language that is precise, clear,
and easily understood.
3. Faulty Definitions
Homophones are words that sound alike or nearly alike,
but have di erent definitions. For example, “discreet”
means careful and circumspect, while “discrete” means
distinct or separate.
Other examples include:
abhorrent – aberrant
alternate – alternative
disassemble – dissemble
emigrate – immigrate
flounder – founder
horde – hoard
91K
VIEWS Your choice of words is important because the wrong word
can confuse the listener or reader. When in doubt, consult a
dictionary – or simply don’t use the word.
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4. False Civility
 Facebook
While civility is a desirable trait in all societies, it’s o en
 Tweet
misunderstood and misinterpreted. Civility is a matter of
 Pin context – what might be considered rude or thoughtless in
one situation could be proper in another. A parent warning
 LinkedIn
a child to get out of the street shouldn’t value the child’s
feelings over his or her safety; a supervisor disciplining a
subordinate for poor results shouldn’t dilute or confuse the
message in the hopes of being perceived as “nice.” Civility
means being conscious and considerate of how actions and
words a ect others, but it does not mean beating around
the bush or faking emotions.
5. Sloppy Language Habits

Unconscious patterns of thinking, speaking, and interacting
are developed over time. These habits a ect your daily
activities and your relationship with your environment.
They surface in speaking and writing, and they o en lead to
miscommunication.
Be careful when you use the following:
Acronyms. Acronyms are abbreviated versions of

phrases or organization names that are formed by
combining alphabetical characters to create a new
word, such as OSHA – shorthand for the Occupational
Safety and Health Administration of the Federal
Government. Acronyms save time and may improve
recall of the underlying meaning. Unfortunately,
acronyms are so ubiquitous in speech and print that
their meanings are o en misinterpreted. For

example, the meaning of the acronym “ACA” could be
correctly interpreted as “A ordable Care Act,”
“American Correctional Association,” “American
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Camp Association,” or “American Chiropractic
Association.” If you use an acronym, be sure to
provide its meaning so your audience is not
confused.
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Jargon and Colloquialisms. Many social, business,
or professional groups develop special vocabularies
 Facebook to describe concepts and activities specific to their
 Tweet
group (“jargon”). Examples include “baluster” in
architecture, “arabesque” in ballet, and “all in” in
 Pin poker. Colloquialisms are phrases and words from
 LinkedIn specific geographic regions typically used in
conversation, but not formal writing. The meaning of
“pot liquor,” a term used to describe the juices le in
a pot a er cooking peas or collard greens, would be
readily understood in the South, but less so above
the Mason-Dixon line. Jargon and colloquialisms can
add color to speech and writing, even enhancing
understanding where their meanings are understood,
but the possibility of misunderstanding remains high.
Assumptions, Stereotypes, and Allusions. It’s well
known that the use of assumptions – taking
something for granted or without proof – can make
you look bad. Stereotypes (inaccurate simplistic
generalizations) and allusions (indirect, o en
incorrect references) can have the same result:
muddying your intended message and confusing
listeners or readers. There is little to gain from their
use and much to lose, so avoid them whenever
possible.
Buzzwords. Words that sound impressive but convey
no special meaning are in a special class by
themselves. They have no place in intelligent speech
or writing. Use of buzzwords is so flagrant that
drinking games are built on their use in political
speeches. However, politicians are not the only guilty
parties – some corporate cultures are infamous for
their use. Scott Adams, the creator of The Dilbert

Principle, even suggests that employees learn to use
big, vague words as they progress up through
management, preferring a sentence such as “I
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utilized my multi-tined tool to process a starch
resource” to “I used my fork to eat a potato.”
6. Government-Speak and Legalese

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Legal and regulatory documents are especially open to
 Facebook confusion due to both their use of technical terms and a
culture that o en rewards quantity of words over quality
 Tweet
and intent. According to Slate writer Matthew Yglesias,
 Pin “Hard-to-understand rules are a lawyer’s best friend, and
the need for companies to lawyer up is a huge
 LinkedIn
[competitive] advantage to large or established entities.”
Poorly written government documents ultimately led to the

passage of the Plain Writing Act of 2010, and the
establishment of a public plain language website,
PlainLanguage.gov, to “promote the use of plain language
for all government communications.” As you might expect,
the need for improved written communication extends
beyond the American borders and even the English
language. There are organizations around the world that
are dedicated to improving government document
understanding through the use of plain language: Plain
Language Association International in Canada, COSLA in
France, and CHIARO! in Italy.
Final Word
Plain language, when combined with other good

communication skills, helps to increase accurate
communication of pertinent information. By incorporating
an iterative “feedback loop” into important or critical
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communications, you can dramatically improve
understanding and retention of spoken and written word.
Simply ask the listener or reader to repeat back his or her
understanding of the communication in his or her own
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words to ensure that the correct information has been
received and remembered. And when in doubt, recall the
 Facebook words of Academy Award winning screen writer Charlie
 Tweet
Kaufman: “Constantly talking isn’t necessarily
communicating.”
 Pin
 LinkedIn How do you make sure you’re communicating e ectively?
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Categories: Careers, Family & Home, Relationships
Michael Lewis
Michael R. Lewis is a retired

corporate executive and
entrepreneur. During his 40+
year career, Lewis created and
sold ten di erent companies
ranging from oil exploration to
healthcare so ware. He has
also been a Registered
Investment Adviser with the
SEC, a Principal of one of the
larger management
consulting firms in the
country, and a Senior Vice
President of the largest not-
for-profit health insurer in the
United States. Mike's articles
on personal investments,
business management, and
the economy are available on
several online publications.
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He's a father and grandfather,
who also writes non-fiction
and biographical pieces about
growing up in the plains of
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7/3/2018 6 Causes of Miscommunication - How to Use Plain Language Effectively

How to Use Plain

Language E ectively Account Promotions &

155 Common Miscommunications

This scene is repeated every day in thousands of homes

Similar misunderstandings arise at work, in schools, on the

The Test of E ective

“Mike,” said the father addressing his son as he

“Great. I appreciate it. See you tonight,” said the

The speaker and listener agreed on the message “mow the

Whether a policeman talking to a criminal, a parent talking

communication skills increases understanding and rapport

While some linguists suggest that an accurate accounting of

words are mostly verbs, pronouns, and demonstratives,

As the initiator of communication, the speaker or writer

Messy thinking usually happens during periods of stress or

Other examples include:

5. Sloppy Language Habits

Be careful when you use the following:

Acronyms. Acronyms are abbreviated versions of

their meanings are o en misinterpreted. For

their use. Scott Adams, the creator of The Dilbert

6. Government-Speak and Legalese

Poorly written government documents ultimately led to the

Plain language, when combined with other good

 LinkedIn How do you make sure you’re communicating e ectively?

At a Glance: High Yield Savings Accounts & MMAs

 Jul 2, 2018

eAccess Money Market from Investors Bank. Member FDIC.

Great Rates + Safety = Peace of Mind

Capital One 360 Minimum:

9 Tips for Lending Money to Family & Friends

Body Language Explained - What's Your Body REALLY

 LinkedIn  Facebook  Tweet  Pin  LinkedIn

 Google+  StumbleUpon  Print

Categories: Careers, Family & Home, Relationships

Michael R. Lewis is a retired

 Pin Comments Community 

 LinkedIn Sort by Newest

Join the discussion…

OR SIGN UP WITH DISQUS ?

Devneld Kumar • 10 months ago

Read More from Money Crashers

11 Simple & Inexpensive Ideas to Increase Your Home’s Curb Appeal

How to Save Money With Your High-Speed Internet Service Provider

SPENDING AND SAVING

15 Best AAA Membership Discounts You Should Be Using

CARS & TRANSPORTATION

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