Acromania Hinders Effective Communication

By: Larry D. Ruebling

The American Defense Industry is well known for their extensive use of acronyms. I call it Acromania (the over use of Acronyms). Acronyms are simply abbreviations used to represent a lengthy or frequently used phrase. As an example, this is a sentence from a government document I recently came across:

“Emphasis on the dynamic aspects of TO/R and the capability of the JFC to update JOA support priorities and the JDDE to discern JOA priorities and redistribute critical in-transit commodities, thus reducing CWT.”

Wow, it was like I was reading a totally new language! Usually with every major document, there is an acronym list or glossary so the reader will be able to decipher the content. So, I had to take quite a bit of time deciphering a 36-page document filled with acronyms. Being raised in the military, I wasn’t totally unfamiliar with most of the acronyms, but some of the ones I thought I knew, were totally different. For the writer, it’s a great timesaver and paper saver to utilize acronyms. For the reader, it can be a time consuming frustrating activity of constantly reviewing the acronym list.

The reason I bring this up is that we sometimes take it for granted that, if the reader is from the same organization, they will understand the acronyms and language we use. However, effective communication can be compromised when using too many acronyms. It is vitally important that we understand that not everyone in your organization or audience will fully understand your specific terminology. So...

• Is your business guilty of using too many acronyms?
• Are you using acronyms that only apply to your industry or business?
• Can you really assume that everyone who reads your message or listens to your presentation completely understands what you are trying to say, if in fact you do use acronyms?

I recently facilitated a group meeting where the use of acronyms was flagrant and it sounded like the conversation was taking place in a different country. Two people were talking across the table and I understood about every third sentence and totally missed the point one of the individuals was trying to make. As the facilitator, I encouraged them to speak in laymen’s terms and drop the acronyms. That worked for the moment, but the acronyms quickly crept back into the conversation.

In order to emphasize how the use of acronyms can hinder effective communications, I put together a list of acronyms from a couple of background papers I had read prior to the meeting and gave the participants a little test. Out of about 35 acronyms, the most any one individual could define was 15. So they quickly realized that not everyone understood what was being said. They weren’t speaking the same language, even though they were all speaking English. They quickly realized that they needed to reduce their use of acronyms. The result was an increase level of understanding by all of the participants in the meeting.

So, don't be a victim of Acromania! Take time to identify the acronyms in your business and make sure that everyone is speaking the same language. Standardize your terms and definitions and create a language that everyone understands. Therefore, you will quickly realize the benefits of effective communications.

Larry D. Ruebling
636-795-0245

ABOUT THE AUTHOR: Larry Ruebling is successful facilitator, oral presentation coach, television producer/director, artist and photographer. He has a Masters of Science Degree specializing in Mass Communications and is a new Chair for one of Michael Kramer's SuperGrowth Boards. Learn more about SuperGrowth Boards at www.winbig.org.