Breaking Language Barriers in your Company

Language barriers are not only between different native-language-speakers, many times, language barriers are among people speaking the same language. I’ve discovered recently that many times people don’t understand each other and they never mention it until mistakes have been made.

I need to admit that I’ve always disliked talking on the phone, it’s just never been my thing. Lately, I’ve realized that I’m not alone on this one, many people I know say the exact same thing and have the exact same reasons that I do:

1. ‍It interrupts what I’m doing at the moment, therefore, impairing me to enjoy the NOW.
2. It lessens who I’m presently with.
3. Not seeing someone’s expression when they are saying something is like getting half the message.
4. Sometimes you do get half the message because connection quality isn’t good.
5. It is very probable for me to miss part of the message because I’m looking at other things and it is easier to get distracted.

If you ask people how do they prefer to get important business/work information, most of them will mention some kind of formally written media; such as email, traditional mail, printed letter, contract, company board announcement, graphic poster, etc.

The phone is not the only communication media that could get you or someone in your team a wrong message. Consider these other limiting communication media:

Informal meetings

Usually, people say things in meetings and the ASSUME everyone was listening, paying attention and that their message got through just the way he intended to. Let me tell you, this is ALMOST NEVER the case. Many things happen in this meetings that can distract someone, draw attention away or even get you saying things the wrong way. NEVER RELY ON THEM.

Skype or other video conference call medias

Same thing here, but worst. Add to it lack of personal connection, and the technology disruptions, as well as more distractions for everyone, it’s easier to have other unrelated factors distracting you from what’s being said, not to mention your kid yelling in the next room.

Informal SMS

Usually, here people use very local expressions as well as abbreviations and slang words, which could deliver a very wrong message, and when there is a text conversation going on, especially in a chat where more than two participate, some messages get lost within the rainstorm of messages going on at once. And just for the fact that it’s an informal media, people will usually not take it seriously, don’t give an informal impression when it’s an important message.

Of course, sometimes informal SMS could be right, especially when you want to make it more personal. You wouldn’t normally send a formal email to a friend when asking for a favor, you text her personally. Just make sure you’re literally speaking the same language, i.e. don’t use words or expressions that you’ve never used before with her, or never heard her use before.

Some of the main problems that create an inefficient communication media or misunderstandings that I can think of are:

• ‍Language Barriers: Not only people speaking different languages, language can vary from town to town or from neighborhood to neighborhood, or even from one social class to another. Tip: use the simplest language possible. Don’t use complex words or local expressions.
• Distractions: When talking to a person, you might not even notice, but the person could be thinking about something else, they might have a problem, something more interesting to think about or they might just not be in the mood for what you’re talking about. Don’t ever rely on you just saying something for it to get through, follow up with a written media.
• Negative emotions: Some people are immune to other people because of chemistry or other reasons we can’t understand. We don’t always know if we got through to someone so make sure you do by sending an email after a meeting.
• Channel barriers: Some channels such as phone, Skype, etc. are just not right for everyone.
• Time barriers: When working internationally, especially overseas, setting a meeting can be complicated because of different times. If you send an email, everyone will read it at their convenience.
• Information overload: Meetings can get long and information can be overwhelming, even if we think it’s something simple for us, it might not be for everyone. Let other team players set their own pace to absorb the information and refresh it whenever they need to. By keeping an email archived, it will comfort everyone that the information can be reviewed any time a doubt comes up.
• Assumptions: Sometimes we can say something and assume everyone understood it the way we’re thinking about it. This can be wrong and, assuming anyone else thinks the way I do, is a huge mistake. Every person is different and has a different background and personality, therefore, processes information differently. Make no assumptions, always make sure by writing things down, there is almost no other way of reading something than in the way it was written.
• Slang: Just as I said before, expressions can vary from house to house and from one society to another, try using world-known expressions, even if you think everyone will understand, you’re leaving room for confusion, avoid this when talking about something important.
• Timing: A right time for you could not be right for everyone. Just think, there are morning people and evening people. None is better, they’re just different. If a meeting occurs at a time when someone feels tired, they’ll miss the opportunity to get the message clearly and equally to everyone else. Avoid this with written media that will ensure they read it whenever they are willing to absorb the information.

So, how to make sure EVERYONE in the company understands what you’re trying to say?

Creating a communication material that gets through everyone is not easy, especially if it’s a message that should get to more than one person.

This is my advice to you:

IF IT IS FOR 1-5 PEOPLE

If it’s a lot of information, try setting a formal meeting and back up what you say with a powerpoint presentation and hand out printed material for them to follow the presentation.

Another option is to write an email that’s VERY easy to read and scan, meaning, use BLOCKED TEXTS, underline text, italic text, bold text, bullet points, etc. Make sure you don’t lose their attention and that they read every single line of it.

IF IT IS FOR A media SIZED GROUP (LESS THAN 50)

Use printed material that is attractive and easy to read (like a brochure or nicely printed cards), strengthen it with a presentation with no distractions, it’s not a party, it’s a meeting.

Send an email that is VERY easy to read and scan, meaning, use BLOCKED TEXTS, underline text, italic text, bold text, bullet points, etc. Make sure you don’t lose their attention and that they read every single line of it.

IF IT’S FOR A BIG GROUP (50+ PEOPLE)

Try many media for the same message, some people are more visual, others auditive, make sure everyone is exposed to the message in more than one way. Try making posters, videos, publishing in social media, just make sure everything is stated clearly, chose the words and images carefully so they express exactly what you want.