How you communicate with others rather than how others communicate with you or the world at large is vital as a leader or business owner.
Effective communication is essential for being understood. Our minds are constantly processing vast amounts of information, but obviously we can’t process everything we take in. This is why the same message we convey to others through our communication, can be interpreted in many ways by different people.
When we communicate through email, for example, the potential for misunderstanding increases if we struggle to clearly tell others our thoughts or requests. Miscommunication can lead to confusion, frustration, and even emotional responses. We all desire to be understood as we intend, but this often doesn’t happen. The reasons for this include unclear wording, ambiguous language, or even non-verbal cues that may send unintended messages.
To enhance understanding, being clear and concise is key. This means being specific in your communication. For instance, instead of saying, “I am attending the leadership conference,” clarify by saying, “I will be out of the office and unavailable due to the leadership conference in Toronto all day tomorrow.” This distinction makes it clear that you are not going to be answering your phone or emails during the conference you are attending.
Here is another example for consideration: a manager asks an employee to complete a task. A simple request like “I need this done by tomorrow” may lack important context. What the manager might actually mean is, “I need the Profit and Loss report by lunch tomorrow for a 2pm meeting I have with the management team.” If the employee interprets the request differently, they may prioritize their other tasks accordingly, leading to disappointment on the manager’s part when that Profit and Loss report is not done. Clear communication about deadlines—including specific dates and times—is also crucial. Your team’s success is tied to effective communication, so make sure they clearly understand your expectations.
One effective strategy for ensuring understanding is to ask clarifying questions. For example: “Do you need any help prioritizing your other tasks to ensure I receive the Profit and Loss report by tomorrow at noon?” This encourages dialogue and helps clarify your expectations, allowing for discussion about any potential conflicts with other priorities.
If you’re facing challenges with an employee meeting deadlines or completing tasks accurately, reflect on whether they fully understand your expectations. A training session I attended highlighted how leaders might assume their employees are on the same path when, in fact, a single miscommunication could mean they are heading in completely different directions.
Another useful tip is to ask the employee to confirm their understanding of your request. You might say, “I want to ensure I came across correctly and clearly; can you tell me what you understood I asked you to do and by when?” This approach can uncover any missed details and reinforce clarity. Remember, it’s important not to criticize employees for miscommunication if you haven’t provided all necessary information.
What details should you be sure to communicate? While it depends on the situation, consider including deadlines (with specific dates and times), work or task expectations (e.g., a report must be in Excel with Profit in green and Losses in red), meeting preparations (such as booking rooms or who is note taking), attendee lists, etc. If you’re unsure whether you’ve covered everything, ask your employee if they feel anything is missing.
Of course, these are only a few examples, however I hope this helps a bit with why proper communication is so important. If you need help with your team or communication skills, we can help. tara@twinlifecoaching.ca or visit www.amplifyingleadership.ca.
Picture from Microsoft Stock Images
