Don’t Just Talk, Say Something

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By Maureen Legg, Account Executive

You’re at the end of your rope and they’ve given you enough to hang yourself. They wanted the job done yesterday but they’re not playing with a full deck. That big idea they had is on the tip of your tongue but you can’t put your finger on it. You’ve got a lot on your mind and need someone to take this project off your hands so you can get a grip and figure out what the heck they want. Well, wake up and smell the coffee, my friend. You’ve got to break a few eggs to make an omelet. So if you really want to whip up something special you’ve got to bite the bullet, mosey back in there and ask them what they meant.

Communication.

As communications professionals, we know better than anyone that it’s an art. Especially when it comes to giving direction. But what many people don’t realize is that it is also a critical component of productivity.

How many times have you stalled on a project because you really weren’t sure what was being asked of you?

As the loquacious Mike Meyers said in The Cat in the Hat,  “Well, sure, he can talk. But is he saying anything? No, not really…”

Quality communication not only engenders efficiency, it also boosts employee morale and impacts client satisfaction. Did you know that Communications is one of the top 10 college majors, according to The Princeton Review? And yet, the workplace is a minefield of unclear communication. People get confused. They waste time. They do it wrong. They miss deadlines. They feel bad about themselves. It’s a vicious cycle that can be broken by brushing up on a perhaps obvious but often underutilized skill set.

Be specific. If you’re asking somebody to do something, presumably you know a bit about what it’s going to take to get it done. Share that wisdom with your co-worker. While everyone loves a “self-starter,” pointing them in the right direction utilizes your big brain and helps them to be successful.

Invite questions. Co-workers may be embarrassed that they don’t know something they are expected to understand. While it’s great when someone “gets you,” giving them an invitation to clarify lets them off the hook when they don’t.

Bear the burden of successful transmission. I once had a supervisor say to me, “You need to read my color chart to figure out the best way to communicate with me.” Successful communication is not a one-way street. As a supervisor, take responsibility for making sure the task is understood.

Check in. Instead of waiting until it’s too late and they are long down the wrong path, schedule a status call to confirm all is well or respond to new questions that have surfaced.

Set deadlines. You know…with a date and time. Contrary to popular opinion, ASAP is not a real deadline, and “when you get a chance” is not really respecting someone’s time.

Confirm expectations. While we assume everyone has the same quality standards, reminders that the data should be proofed, fact checked or recalculated is never a waste of time.

Stay on point. Burying direction in a long and complicated explanation only dilutes focus and understanding on the receiving end. Try bullet-pointing the direction via email and then following up with a live discussion. This also gives a co-worker time to digest the direction and formulate questions.

Keep the team in the loop. Being clear on who’s doing what avoids duplication of a task and allows everyone to plan their workflow. It also enables managers to communicate effectively with clients about the status of projects.

Communicate about communication. In fact, make it a core value in your workplace. Review this skill set, discuss expectations and determine how course corrections will be made on a one-to-one basis.

In conclusion, I know that you believe you understand what you think I said, but I’m not sure you realize that what you heard is not what I meant.

If that’s the case, call me.

Image credit: studiom1 / 123RF Stock Photo