How to Communicate Effectively

Can disputes be avoided?

Avoiding disputes requires proactive communication, empathy, and a willingness to collaborate. Here are some practical strategies to help communicate effectively to minimize the likelihood of disputes.

1. Communicate Clearly and Respectfully

Communication takes lots of forms and manners. Generally speaking, when we use "I" in our statement (e.g., "I feel" or "I think"), we convey the message from our personal perspectives which open up the scope for further discussions. Adding “I feel” or “I think” in front of our statement and avoiding accusatory language can show that we are respectful  and welcoming discussions from different perspectives.

Communication is a two-way traffic. In addition to speaking clearly and respectfully, it is also important that we listen actively and show empathy for the other person's perspective.

2. Set Clear Expectations

Define roles, responsibilities, and boundaries upfront in any relationship or collaboration.

Ensure everyone is on the same page about goals, timelines, and processes.

3. Be Open to Feedback

Welcome constructive criticism and be willing to adapt.

Avoid becoming defensive when someone points out an issue.

4. Focus on Common Goals

Emphasize shared objectives rather than individual differences. 

Work together to find solutions that benefit everyone involved. 

5. Practice Empathy

Try to understand the other person's feelings, needs, and motivations.  

Acknowledge their perspective, even if you don’t agree.

6. Avoid Assumptions

Don’t assume you know what someone else is thinking or intending.  

Ask clarifying questions to ensure you understand their position.

7. Document Agreements

Put important agreements in writing to avoid misunderstandings later.  

This is especially useful in professional or legal contexts.

8. Be Willing to Compromise

Be flexible and open to finding middle ground. 

Recognize that not every situation requires "winning" the argument

9. Address Issues Early (“Early Warning”)

Don’t let small problems fester. Address concerns as soon as they arise.  

Nip potential conflicts in the bud before they escalate.

10. Build Trust

Be honest, reliable, and consistent in your actions. 

Trust reduces the likelihood of disputes and makes resolving them easier if they arise

The NEC approach to dispute avoidance, for example, can be broadly summarised as the following four steps:  

(1)   Identify problem

(2)   Educate on the use of the contract and rationale

(3)   Compliance

(4)   Maintain the spirit of mutual trust and cooperation.