Use IntenCheck Text Analysis Software

7 Most Common Mistakes People Do in Written Communication

Mistake 1: Not Editing Your Work

Spelling, tone and grammatical mistakes can make you look careless. That's why it's essential to check all of your communications before you send them. It can be difficult to see errors in your own work, so consider of using spell-checker for proofreading.

And what about the tone of your e-mail? Do you know that 50% of the time when you are sending out a message your email or your tone is going to be taken the wrong way and 64% of emails unintentionally cause anger or resentment?

Mistake 2: You don’t tailor your conversation to your audience

People who are natural communicators tend to alter their speech patterns, the subject, and even their tone according to the person or group they are speaking to. This is especially important in a workplace where you have people with different personalities, skills, and strengths.
For example, if you’re a web designer and are about to give a presentation on the scope of a project, you need to keep in mind that not everyone will understand technical terms and jargon.
There are some people who mistakenly assume that doling out fancy words and phrases might make them seem smarter. In many cases, however, it has the opposite effect. To avoid falling into this trap, always make sure that what you’re talking about can be easily understood by everyone.

Mistake 3: Reacting, not responding

We have all of reacted in anger or frustration at least once in our lives – probably even more frequently. Even calm and habitually controlled people lose their temper from time to time. However, it’s very important to mind what you say or do in such situations. Although you can’t help being frustrated or angry, you can control how you react and the actions that emerge from it. Reacting emotionally by shouting or sending an angry email is never a good idea. Instead, take a moment to collect your thoughts and consider the issue at hand, and respond thoughtfully. Never respond in anger, because you’ll always end up regretting it.

Mistake 4: Being vague

When we try to conceal our thoughts, we use more vague words than we would normally do. Don’t make claims like, ‘It is widely understood that…’ Say who understands it. Specify how much money a company has made. Vague statements lack impact and are open to misinterpretation.

Mistake 5: You assume that people understood your point

You know what they say about assumptions. This is one of the most common reasons behind misunderstandings in both written and spoken communication. Instead of assuming that people understood what you were trying to say and moving on, it’s always wise to ask for confirmation first.
One of the best ways to make sure that people understand your message is to encourage questions and open discussions about the important points. You might think it’s just a waste of time but it actually helps you avoid several misunderstandings in the long run.

Mistake 6: Not being assertive

Assertiveness is about stating what you need while considering the wants and needs of others.
You may not always get your way when you're assertive, but you stand a better chance of doing so, or of reaching a compromise because you've been clear about your needs.
Assertiveness is not the same as aggression. When you're aggressive, you push to get your own way without thinking about other people's rights, wants, and needs.

Mistake 7: Using a "One-Size-Fits-All" approach to communication

If you use a "one-size-fits-all" approach to communication, you may overlook people's different personalities, needs, and expectations. In fact, your communications need to address those differences as much as possible.
If you're preparing a presentation, make sure that you appreciate that people have different learning styles and that you cater for these. This means that everyone – from those who learn best by reading to those who prefer a more hands-on approach – can benefit from your session.