“Noted, but not committed: A lesson in clear communication”
Maggie Mzumara
When Ndaitei responded with a “Noted”, after Chamunorwa made an announcement on a work WhatsApp group about a task that needed doing, Chamunorwa relaxed assuming all was in order and on track. He was soon taken aback when deadline came and the task was not completed. Chamunorwa confronted Ndaitei, feeling let down and frustrated.
Ndaitei defended herself, explaining that she only meant to acknowledge receipt of the message, not commit to taking any action. She only wanted to ensure that his announcement on the group did not go unresponded to as no one else on the group had said anything in response to Chamunorwa’s WhatsApp message, Ndaitei said. A blown-up argument ensued, damaging their working relationship and trust.
Who was wrong? Who was right?
In this situation, both Chamunorwa and Ndaitei contributed to the misunderstanding.
– Chamunorwa was wrong to assume that Ndaitei’s “Noted” meant she would take action without clarifying expectations.
– Ndaitei was not entirely clear in her response, which led to the misinterpretation.
However, it is also critical to consider the context and communication norms. In many cases, “Noted” can be interpreted as a neutral acknowledgment, rather than a commitment to action.
“Noted” is one of the most commonly used responses in today’s work environment. In fact, it is a favourite. It is polite. It is a quick response. It is short and to the point. But is it the best? When should it be used; and when not?
In last week’s instalment we talked about the importance of appreciating that it is not simply what you say that is critical, but also very key what is heard. In the case of the word “Noted,” how does one prevent misunderstandings?
It is undeniable that, indeed, “Noted” can be a useful word in communication, but its usage depends on the context and intended meaning. Below are some guidelines:
When to use “Noted”
- 1. Acknowledging receipt: Use “Noted” to acknowledge receipt of information, such as a message, email, or document.
- Confirming understanding: Use “Noted” to confirm that you understand the information being communicated.
- Formal or professional settings: “Noted” can be a suitable response in formal or professional settings, such as in business emails or official communications.
When not to use “Noted”
- Committing to action: Avoid using “Noted” as a response when someone expects you to take action or commit to a task. Instead, use explicit language to confirm your commitment.
- Ambiguous situations: Be cautious when using “Noted” in situations where the context or expectations are unclear. It’s better to clarify or ask questions to ensure understanding.
- Informal settings: In informal settings, such as with friends or family, “Noted” might come across as abrupt or dismissive. Consider using more conversational language to build rapport.
Best practices
- Be clear about your intentions: If you are using “Noted” to acknowledge receipt or understanding, consider adding a brief statement to clarify your intentions.
- Use explicit language: When committing to action or confirming understanding, use explicit language to avoid misunderstandings.
- Consider the context: Take into account the context, audience, and purpose of the communication when deciding whether to use “noted” or alternative language.
By using “Noted” thoughtfully and in the right context, you can avoid misunderstandings and communicate more effectively.
Some General Tips to avoid such misunderstandings
- Clarify expectations: When assigning tasks or making announcements, clearly state what actions are expected and by when.
- Use explicit language: Instead of relying on assumptions, use explicit language to confirm understanding and commitment.
- Ask clarifying questions: If there is any doubt about the meaning of a response, ask clarifying questions to ensure understanding.
- Avoid assumptions: Do not assume someone’s response means they are committed to taking action without clear confirmation.
- Use clear and concise language: When responding to messages, use clear and concise language to avoid misinterpretation.
By following these tips, individuals can reduce the likelihood of misunderstandings and improve communication in their working relationships. Be guided accordingly and avoid being a Ndaitei or a Chamunorwa.
*Maggie Mzumara is a Communication and Media Strategist; Corporate Trainer, Transformational Speaker and Leadership Consultant. She writes here in her personal capacity, and the views expressed do not reflect those of the organisations she is affiliated with. She can be reached at maggiemzumara@yahoo.ie
