Choose words carefully when looking for a job

The job search process, and especially the interview process, is ripe for miscommunication as you're constantly shifting into and out of that 'best foot forward' mentality.

This can create stress and anxiety and hinder effective communication.

Also did you know that for the 500 most commonly used words there are, on average, 28 definitions for each word?

This is why it's so important not only to choose your words carefully when communicating with a prospective employer, but also to be aware of factors that affect communication.

Physical and emotional distractions, organisational interference, language choice, differences in education and experience - all these things factor into the process of communicating effectively.

So how do you make sure any prospective employer is holding up their end of the communication process?

You can't force someone to understand what you have said or written, but you can make sure you are communicating with a fuller knowledge of the sort of things that hinder both your own accuracy in composing and delivering the message and the receiver's accuracy in interpreting it. What you need to do is choose your channel of communication wisely.

The telephone may not be the best means to deliver a lengthy or detailed message, nor is it always the best means of introducing yourself to a prospective employer as it lends itself to familiarity, a lack of formality.

Similarly e-mail might be inappropriate in such instances as the e-mail has a very laid-back quality about it.

Your first communication with a prospective employer is probably best made by way of the old-fashioned letter, followed up with a phone call.

On the other hand, information of a timely fashion can be dealt with by e-mail, provided the receiver has regular, easy access to this channel of communication.

You should also recognise there could be interference.

It is very important to recognise the various kinds of interference that can hinder effective communication.

There's physical interference, for example.

If you are talking on the telephone to a prospective employer and you hear all sorts of background noise, it's a pretty safe bet that individual isn't giving you full attention.

As your message to that prospective employer is probably of the utmost importance to you, it should be followed up with some sort of written communication restating the message.

Also there is a greater chance of miscommunication whenever either you or the receiver of your message is ill or tired.

Both conditions impinge on your ability to communicate and to understand a message accurately.

Try to be aware of these conditions and, if appropriate, check how the person is feeling.

Also be aware of verbal and nonverbal interference.

The language you use can act as a barrier if it is condescending or intimidating.

Without intending to, you can alienate, anger or intimidate the person you are communicating with simply by using poorly chosen words.

The use of powerful words, for example, generally gives the impression of someone who is self-confident, assertive and knowledgeable.

However, the overuse of such words in conversation with a prospective employer can end up causing the receiver to switch off.

You need to make sure therefore that your choice of words suits the message you are sending.

Avoid slang or too much jargon in a formal situation. Jargon can be useful in that it is a kind of shortcut, but you must make sure the receiver of your message will know what you're talking about.

Jargon is code - and the receiver has to know the code.

Body language also plays a part in miscommunication when the sender and the receiver are visible to one another.

Crossed arms or clenched hands indicate the receiver of the message is less than receptive or, in the case of the sender, there is apathy or a lack of respect for the other person.

When verbal and nonverbal signals send conflicting messages, it is usually the nonverbal signals that are the more honest.

Intellectual interference is another consideration.

Wide differences in education levels can make effective communication difficult.

If you are communicating with someone you suspect lacks the education you possess, be sure to avoid language that may sound patronising or intimidating.

Differences in experience also can play a factor.

Referring to concepts or procedures outside the receiver's range of experience will cause confusion and frustration.

Try to phrase your message in language that more accurately reflects the experience of the receiver, rather than your own experience.

Then there's emotional interference.

Anger, jealousy, defensiveness, stress - all these emotions and more affect communication.

Try to avoid communicating with a prospective employer when you are angry or under too much stress.

Also be aware when you are communicating with someone who tends to react defensively to avoid language that suggests judgments or harsh evaluations.

Gerry Gilpin is the managing consultant in DBM, a worldwide leader providing strategic solutions that help organisations align their workforces during all phases of the employment cycle. To contact the company visit www.dbm.com or tel: 0845 456 2269.