Today we’ve got some things for you to think about before you blast out that next email with urgent and important information. If you want to only say it once, spend a little more time thinking out what you want to communicate and be sure your point gets across! Here’s how:
Plan Your Message – Think about what you want to say before you say it!
- What is your objective? Why are you communicating?
- Who is your audience? Who needs to know? What do they need to know?
- Plan what you want to say, and how you’ll send the message.
- Remember KISS, Keep it simple and straightforward.
- Seek feedback on how well your message was received.
Make your message Clear and Concise
- Understand what you truly need and want to say.
- Anticipate the other person’s reaction to your message.
- Choose words and body language that allow the other person to really hear what you’re saying. How would they deliver the same message to you? NLP suggests that by mimicking a person’s mannerisms, we are more effective in communicating.
Deliver your message the right way – by phone, in person, or email – Consider the following:
- The sensitivity and emotional content of the subject.
- How much detail do you need to convey
- How does the receiver prefer to communicate – how do they usually “talk” to you
- How time sensitive is the message, and how long do you have to deliver it
- The need to ask and answer questions, will written correspondence make the task easier if questions arise later?
Communication works both ways (for face-to-face) – to ensure understanding, you have to “read” the person with whom you are communicating, and check for understanding. Don’t assume that because you have perfectly crafted your message beforehand the other person will instantly “get” it.
- Look at the person you are talking with, remember a conversation is an interaction between two people and not a one-way directive
- Pay attention to his or her body language, by observing expressions and body language you can spot potential issues such as: whether or not they believe what you are saying (confidence level), if they understand, if they are in agreement, if they are interested, and any emotions they are feeling.
- Allow the person to speak, without thinking about what you’ll say next.
- Don’t interrupt if they need clarification
- Avoid distractions, try to pick an appropriate time and place to communicate
Seek Feedback (especially for written communication)
Ask people you talk to or write to regularly if they find your communication style effective. Other people may have noticed bad habits you’ve developed without even knowing it. Including the bad habit of not following up to check for understanding!