How can you develop communication protocols that are easy to understand and follow?

1 Identify the purpose and scope

Before you start developing communication protocols, you need to clarify the purpose and scope of your communication. What are the goals and objectives of your communication? Who are the intended audience and stakeholders? What are the expectations and requirements of each party? How will you measure the success and impact of your communication? Answering these questions will help you define the scope and boundaries of your communication protocols, as well as the criteria and indicators for evaluation and feedback.

2 Choose the appropriate channels and tools

The next step is to select the most suitable channels and tools for your communication protocols. Depending on the nature and context of your communication, you may need to use different methods and platforms to convey your messages and interact with your audience. For example, you may use email for formal and asynchronous communication, video conferencing for collaborative and synchronous communication, or social media for informal and interactive communication. You should consider the advantages and disadvantages of each channel and tool, as well as the preferences and accessibility of your audience.

3 Establish the norms and expectations

Once you have chosen the channels and tools for your communication protocols, you need to establish the norms and expectations for using them. These are the rules and guidelines that specify how, when, and why you and your audience will communicate with each other. For example, you may set the frequency and duration of communication, the tone and style of communication, the roles and responsibilities of communication, the response time and feedback mechanism of communication, and the escalation and resolution process of communication. You should communicate these norms and expectations clearly and explicitly to your audience, and ensure that they are aligned and agreed upon.

4 Use simple and consistent language

Another tip for developing communication protocols that are easy to understand and follow is to use simple and consistent language. You should avoid using jargon, slang, acronyms, or technical terms that may confuse or alienate your audience. Instead, you should use plain and straightforward language that conveys your meaning and intention clearly and accurately. You should also use consistent terminology and format throughout your communication, and avoid changing or switching between different languages or styles. This will help you maintain clarity and coherence in your communication, and reduce the risk of misunderstanding or miscommunication.

5 Test and revise your communication protocols

The final tip for developing communication protocols that are easy to understand and follow is to test and revise them regularly. You should not assume that your communication protocols are perfect or final, but rather treat them as dynamic and evolving documents that need to be updated and improved over time. You should solicit feedback and suggestions from your audience, as well as monitor and evaluate the effectiveness and efficiency of your communication protocols. You should also be flexible and adaptable to changing circumstances, needs, or preferences of your communication. This will help you ensure that your communication protocols are relevant and responsive to your communication goals and audience expectations.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?