Good communication does not just involve the transfer of information from one entity to another. Prior to the exchange of information, a basic and important element of good communication is the confirmation and validation of facts that will be conveyed.
- To validate data, appropriate tests need to be run, such as running the data through business cases, usability testing, and case models.
- To validate fluctuating data, appropriate meetings can also be set up to establish and authenticate the information, such as when you need up-to-date information for a status report.
- To validate any data received from others, make sure beforehand that you were clear as to what information you were asking for. It is a good idea to give an explanation, and then follow through with an example for further clarification of what material you were seeking.
To check the correctness of any data gathered or received, apply the following tips before communicating the information to others.
One – Use your interpersonal skills to partner with subject matter experts to ensure validation and accuracy of information. Also, engage and increase collaboration with other internal communicators to learn about their procedures for authentication.
Two – Partner with stakeholders to make sure all requirements for the information were met. Also make sure that management approves of all the information that is to be distributed. But mostly, make sure that the information is relevant.
Three – Apply your time management skills to make sure all requests were met and that all gathered information is organized and ready to be disseminated. This skill set will allow you to work effectively to deliver the objective.
Four – Develop procedures and processes to make sure all information will be validated and finally distributed either verbally, or through manuals handbooks, and/or presentations (written and verbal).
Five – Apply your knowledge management skills and experience to ensure that all information is appropriately authorized and correct. Manage and maintain good records by double checking that the authentication and distribution procedures have been completed.
Six – Track outcomes of validated information. Conduct assessments, analyses, evaluations, and surveys to ensure that all vital information is precise, accurate, and distributed.
Seven – Remain on top of all developments, changes, updates, etc. by monitoring and evaluating all tasks involving the specific information. Assist those that need help in either finding more specific data or in organizing and presenting the information. This way, facilitating improvements in the future for gathering or confirming the information can be accomplished.
To ensure the information and work has been authorized and confirmed (prior to distributing information), ownership of the task has to be taken. Be involved and validate the data yourself especially if you have to disseminate the information globally.
This is not to say that the above guidelines fit every scenario, but at least it provides a beginning as to how to ensure validation of data before disseminating it.
If you have performed a similar task, please leave a comment. Thank you.