Jesse Jacoby
We live in an age where communication is rampant. When exchanging information with a colleague, you may choose to email, text, instant message, tweet, and the list goes on. With all these choices readily available, one may argue that communicating is faster and easier than ever before. However, our messages are also becoming more cryptic and colloquial and sometimes, more confusing. The words you choose have an impact, but is it the impact you want?
Perhaps it is time we got back to some basics. If you are in a new leadership position, looking to manage your first team, or simply want to be taken more seriously, try developing and honing your communication skills. After all, being able to communicate well with others can make or break your career.
Think about your average day. Chances are you are communicating with several team members, bosses, colleagues from other departments, and so on. Do you remember the last time someone stopped by your desk because she wanted to share some information in person? That can make all the difference, but consider these two scenarios. In the first instance, the person chose his words carefully and yet the conversation flowed freely. His message was premeditated and clear. Afterwards, you felt well-informed and had a much better understanding of next steps. In essence, you were benefitting from the skills of a good communicator.
In the second instance, the person who stopped by your desk peppered his language with ambiguous terms and phrased most of his statements in a question. The conversation seemed to move in circles. After that conversation, you were probably confused about what the person actually meant and you may even be left wondering what in the world just happened.
Clear communication makes all the difference. Here are some basic steps to ensure you are a clear communicator whose message is noticed for all the right reasons.
Avoid Ambiguous Language
“Perhaps,” “hopefully,” “probably,” “we’ll see…” and the infamous “maybe” are all unclear terms. When an ambiguous term is used to answer a question, several negative things can happen. People make their own assumptions. Since the communicator did not clearly provide an answer, there is room for interpretation. This usually means there is also room for debate. A negotiation can often follow, where people try to convince the communicator of a preferred outcome.
Additionally, when you answer a question with ambiguous terms, people may wonder if you even have the ability to change or influence the decision. In many ways, an ambiguous response takes away any power or authority (perceived or otherwise) you have over the situation.
When asked if a project would be done by the deadline, consider these two answers: maybe or no, it will be done in two weeks, and here are the actions we’re taking to prevent any further delays. While the second answer may be difficult to deliver, it certainly demonstrates a clear understanding of the situation. The bottom line is an answer laced with ambiguity of any kind does not instill confidence.
“I don’t know, but…”
We all know that it is perfectly acceptable to not have all the answers. In fact, we often question those who appear to. However, there are better ways to frame this response when dealing with uncertainty. For example, if a colleague asks about some much needed data, one response may be: “I don’t know when it will be ready for sure, but I think I can have it done on Friday.”
Consider a candid but clearly stated response instead, especially when your plans are contingent upon others. “The marketing team needs to complete its analysis. Assuming I have that information on Monday, I can complete the report by Wednesday since it will take me two days to finish.” This provides a much clearer explanation and it gives a timeline. Hence, if the marketing team does not complete the analysis until Tuesday, the earliest the report can be done is Thursday.
Filler Words
Then there is the dreaded case of filler words that creep into our daily vernacular. Just as teenagers are often chastised for peppering their language with the word like, adults are often guilty of this too. I knew a talented professor who finished nearly every sentence with, “Does that make sense?” Her stellar points on any topic were immediately lost in a sea of frustration from her students; they all tuned her out.
Basic filler words such as “um” or “uh” can seem harmless. However, if you are nervous or anxious about a presentation or even upcoming conversation, they can quickly pervade your speech. Try asking a friend or family member to listen for them and point them out to you. Once you are aware of filler words, you can work diligently to remove them from your vocabulary.
Gain Strength from Silence
We all know people who are uncomfortable with silence. They will chatter and prattle on endlessly to fill the void. However, we all need a little time to think and process during a conversation, especially important ones. Silence can be especially intimidating when it follows a presentation or fresh, new idea. Yet, think of all the great leaders and wise individuals who waited out the intimidating silence. The next time you feel the urge to fill that uncomfortable space, try counting to five (or ten) in your head before you speak.
Employ these tactics to hone your communication skills and impress your colleagues.
