How to Speak Clearly and Be Understood

Copyright (c) 2009 Lynda Stucky

Being understood in the workplace can be all too difficult sometimes. You have important messages to convey to your boss, your colleagues or your subordinates. Does it ever feel like you are misunderstood? Realizing that there are any number of reasons why other people don't understand you, can help you keep your emotions in check. Remain calm and don't become defensive or angry. Try to understand why the person didn't understand you by asking them.

Here are eight strategies to help you next time you find yourself misunderstood.

1. Repeat what you said especially the most important parts. Make sure your intonation and stress were appropriate on the correct words. This may be particularly important to people who speak English as a second language. If the wrong stress is placed on the wrong syllable, it changes the word completely.

2. Slow down your rate of speech. Are you fast talker? If you are, you may be losing the most important person in the room: the listener! A good rate of speech ranges between 140 -160 words per minute.

3. Pronounce the endings of words. Most of us can figure out the endings of words when the final consonant is omitted. However, if eliminating endings is an issue you have in your speech, your listener may be distracted by it and find it difficult to concentrate on your message.

4. Over exaggerate your mouth opening while speaking. Observe TV personalities (newscasters, actresses). They exaggerate their mouth opening so much that their teeth show while they talk. Stand in front of the mirror and watch yourself as you speak. Are your teeth visible? It is possible to speak with good diction if the mouth is opened widely.

5. Use proper English and words that are appropriate for the listening audience. Using poor grammar is a distraction! Subject/verb agreement, double negatives, or using words that aren't even words (e.g. irregardless) are common mistakes. Vocabulary that is either too difficult or too simple may also send the wrong message.

6. Getting louder may be necessary if it is obvious that the person with whom you are speaking can't hear well. For some reason, we often assume that if someone didn't understand, maybe if we speak louder, he/she will hear us. Unless there is an obvious hearing problem (the listener cups her hand to her ear or you see a hearing aid), getting louder probably isn't necessary.

7. Make sure the person is looking at you when you speak and not distracted by email, cell phone, etc.

8. Use other words to explain something. Sometimes by merely changing a word or two, the meaning becomes clearer instantly. Other times, the message may need to be explained by changing a sentence. Sometimes too, it is very clear in our own minds what we are trying to say but we assume that the listener knows what we are thinking. There is this balance between not saying enough (the minimalist) but not being too wordy.

Create an environment that gives every advantage to the listener without talking down to him or her. You will gain respect, enjoy conversations that are understandable and open the door for clear communication in your relationships!


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If you need assistance identifying or eliminating a vocally abusive behavior, seek help from a professional!

Video Source: Youtube