You probably use a variety of communication tools, right?

• Social media platforms
• Direct/instant messaging, text messaging
• Email, snail mail, voice mail, and more

For all of our communication tools, we still have disconnects.

• Emails are misdirected
• Voice mail messages are not picked up
• Meetings are missed

Disconnects in business communication may be man-made or technology failures. How do you minimize communication hiccups? Click To Tweet

I Hear You

As long as there are humans and technology, we will have communication hiccups. However, there is one simple communication tip you can adopt that will improve the odds.

Acknowledgment.

Below is an example that is all too common in the corporate world.

• You see an ad for a job that is a perfect fit.
• So, you complete the online application and attach your picture-perfect resume.
• Then you wait. And wait. And wait some more.

When you follow up, the company representative states that your application was received and someone will contact you soon.

Then you wait and wait some more. After calling again, you secure an interview. All goes well. The interviewer tells you they will be in touch. You know what happens next.

You wait.

Although you really wanted the job, you can’t wait. So, you secure another job. The interviewer from the job you wanted calls to offer you the position. Both of you are disappointed when you feel compelled to decline the offer.

How would acknowledgment help this situation?

Let’s say the above scenario took 30 days to take place. If you have looked for work (particularly if you are unemployed at the time), 30 days is an eternity.

But, with a simple acknowledgment, the outcome could have been very different. Consider this scenario.

• You complete the online application and attach your picture-perfect resume.
• Within 24 hours, you receive a thank-you and an acknowledgment of your application.
• The acknowledgment provides you with a timeframe for the review of applications and the first contact for interviews.

You are contacted for an interview within the timeframe provided. The interviewer lets you know when you can expect a call back. There’s a hiccup along the way, delaying the process. However, you receive notification of the new timeframe.

You receive a call and are offered the job! All within the same 30-day period. See the difference?

Acknowledgment minimizes the impact of numerous problems that occur in the business world.

• The loss of a critical report or information
• Missed deadlines
• Unnecessary follow-up

Communication Alert System

You may be thinking ~

How can you acknowledge what you never receive?

Unless you are psychic, you can’t. But you can develop a pattern your clients and colleagues expect.

If you make a habit of acknowledgment, you activate your red flag warning system.

• The person contacting you anticipates an acknowledgment
• A break in your pattern alerts them to a potential problem
• The person contacts you for an update

Bonus Communication Tip – Assumption is not Acknowledgment

Recently, I contacted a physician’s office regarding scheduled surgery for my mom. The insurance plan required authorization for certain procedures. The staff member answering the call said she would check into it. She stated if I did not hear back, I could assume all was okay.

Uh, no. How do I know that staff member didn’t get busy and forgot to follow up? We all know what happens when you assume. Acknowledge and verify.

Avoid Communication Overload

Knowing when to acknowledge communication is as important as actually doing it. You can get too much of a good thing. Who hasn’t experienced the following exchange?

• Consultant sends report
• Recipient sends thank-you
• Consultant sends “you’re welcome” reply

Yes, your mother taught you to say you’re welcome, but in this case, refrain from sending an email for that purpose only.

• Recipients are programmed to your patterns
• Throw-away responses detract from important messages
• Your acknowledgment pattern loses its effectiveness and you may tick off the recipient

ANOTHER COMMUNICATION TIP: Never send a message that says, “Your welcome.”

On the other hand, the “thank you” is a simple, effective acknowledgment that notifies the sender you received the report.

When to Respond

The following are suggestions for communication that benefit from acknowledgment.

• Upon receipt of requested information
• On communication requiring action
• If there will be a delay in requests for action (e.g., you’re away from the office)

Communication Tip Dividends

This simple communication tip delivers high dividends, such as the following.

1. Establishes a communication check and balance system for better service and support documentation.
2. Creates a built-in alert system to communication hiccups. When technology fails (and we know it will), the lack of acknowledgment alerts the sender there may be a problem.
3. Enriches and solidifies business relationships through acknowledgment. It shows you recognize and value business communication from colleagues, customers, and clients.

What other dividends do you see from acknowledging communication?

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Helping you Keep it simple, clear & uniquely yours

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NOTE: This is an update of a post that originally published on September 19, 2012. And, yes, acknowledgment (or the lack thereof) still exists in today’s business communication.