A presentation from the UNH Communications Summit 2013
Transcript of How to Reduce Noise in Your Communications by Martin England
1. Tuesday, July 9 Martin England marty.england@unh.edu UNH
Information Technology
2. Who Am I?
3. What Is Noise? Noise is anything that interferes with the
message.
4. Types of Noise Three types External (caused by neither the
sender or receiver) aka channel noise Internal (caused by receiver)
aka psychological noise Semantic (caused by sender)
5. External Noise - Examples Radio static or the snowy
television People talking during a presentation (shhhhh) Lawnmower
outside a lecture hall Telephone wires in a nature photo Neighbors
weed-whacker on a Saturday morning while your wife is telling you
its time to go to the dump
6. Internal Noise - Examples Physical distractions brought on
by recurring illnesses, jet lag, or even the onset of a midlife
crisis. Often results from preconceived notions we bring to
conversations, such as racial stereotypes, reputations, biases, and
assumptions. Wandering minds during a lecture
7. Semantic Noise - Examples Lengthy, meandering messages that
neverevereverend Bad grammar - Aint college, great!?!?!??! ;
Messages that leave no stone unturned (too much info) Messages that
leave every stone unturned (not enough info) Messages that are sent
too often Messages with excessive technical jargon (trust me on
this one I work in IT)
8. Semantic Noise - Examples
9. How Semantic Noise Impacts Communications Messages that Are
too long readers wont finish, or worse, wont start Contain
excessive typos readers start to mentally edit instead of thinking
about the message content Contain too much info reader becomes
overloaded Contain too little info reader is forced to seek other
sources for the information Sent too often people tune out (writer
who cries wolf) Contain too much technical jargon makes people
perceive department as arrogant (great source of grumpiness) Are
sent at the wrong time; too early or too late - too much time to
react, or not enough time to react
10. How Noise Impacts Communications
11. How can we reduce noise in our communications? Worry about
the noise you can control! Semantics! Plan the Message Craft the
Message Deliver the Message Listen
12. Plan the Message Identify What needs to be said? What is
the goal of your message? Who should receive the message? When
should you send the message and how often? Which channels should I
use? Who should create the message? Who should send the message?
How will you solicit feedback?
13. Craft the Message Be brief. Stick to the point. Use common
language. Avoid technical jargon. Be concise. Limit into to what
reader needs to know, and what they need to do. Use proper
branding! UNH logos, fonts. Evaluate the message prior to
distribution. Seek feedback. Include For more info link or contact
info.
14. Craft the Message Word Selection Dont use a five dollar
word when a .25 cent word will do. M. Twain
15. Craft the Message Word Selection II Use familiar words in
place of the unfamiliar Use concrete words in place of the abstract
Use short words in place of long Use single words in place of
several
16. Great Communicator
17. Craft the Message - Simplify Simple messages are better
Never assume your audience knows everything If necessary (and
appropriate), provide links to addition information to help keep
your message short Limit your scope to one or two points
18. Craft the Message - Short Shorter messages are better Most
people read the first two paragraphs of a message, and then make a
decision on whether or not to read the rest Put all of the most
important information up front
19. Deliver the Message Consider Is this the right time? Am I
sending this to the right people? Has someone other than me
(assuming youre the author) reviewed this message prior to sending?
Can my audience respond?
20. Listen! Solicit feedback: Use surveys (Qualtrics), focus
groups, questionnaires Engage: Use feedback to inform future
communications Respond: Address all inquiries and comments
21. Questions? Martin England Marty.england@unh.edu
Signals.unh.edu