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Aug 14, 2019
Dan Rose, Content Creator at SkillPath
Our most important business skill is the ability to communicate. Sure, there are jobs where you must have certain technical skills and knowledge, but even in those jobs, communicating clearly with others is vital. It’s often the difference between being simply okay at your job and being great at it. However, for many people, the topic of “communication” is so broad that they can’t get their heads around it. So, I’m going to simplify it.
Today, I’m giving you my three top communication tips that you can start using immediately. They apply to written and verbal communication and can be used by anyone, including people who are self-conscious about their writing skills. Or those shy, tongue-tied people who’d rather have a root canal than speak to an executive.
This should be the easiest part, but it’s often the hardest for many people. Should you phone, email, text, write a formal letter, or pop into their office and do it face-to-face? Think about yourself when it comes to this.
In other words, don’t spend 30 minutes writing an email for a conversation that would probably take 30 seconds face-to-face 17 steps away.
People are busy at work, so they appreciate you not wasting their time. With verbal communication, it doesn’t mean a minute of small talk—when appropriate—doesn’t help. If your message isn’t an emergency such as, “The main water line in the warehouse burst and now the warehouse is flooding,” then a few seconds of conversation will allow the listener’s brain to transition from the task it was doing to concentrate on what you’re saying.
Interruptions are a way of life in business, but doing it politely and professionally makes you stand out. In the examples above, the speaker/writer asked the other person if he or she had time to talk. This shows the speaker/writer values the other person’s time. The speaker/writer also used specific numbers (two minutes, two things, a minute of your time) whenever possible. It’s a very subtle way of letting the other person know the speaker/writer won’t take too much time.
Today, you can almost guarantee to get someone's voicemail when you call, so jot down a one or two-sentence summary of what you wanted to talk about before calling. This helps prevent getting tongue-tied (a problem I had for years) when you hear, "Leave a message at the beep[!" I've left some of the most rambling voicemail messages in the history of the world that I ended up re-recording two or three times! Yikes. Now, I simply write one or two sentences (along with my call-back number ... just in case I have a senior moment) and my messages are all less than 30 seconds.
So, if you do get voicemail, do the following:
In written communication such as texts or DMs, you can use the same style as the verbal with the idea that if they say they have time, you’ll be popping by their office or setting up a quick meeting time.
Whether it’s written or said out loud, the recipient should be crystal clear what you need or want from them. Do you need them to find an important file? Reschedule a meeting? Change an incorrect infographic on the 12th page of a workbook before 4:00 p.m. on Tuesday so that it can go through proofreading and be ready for the online webinar that starts at 10:00 a.m. Wednesday morning? Yes … that’s how detailed your call to action may have to be to eliminate any misunderstandings.
Always put your call to action within the first two or three sentences in a written piece and the first two or three minutes of a verbal conversation. You can explain your reasons afterward. As discussed in #2 above, we often give far too much background information and bury our point, leaving the other person confused or worse, bored. Therefore, say what you need, when you need it and how you’re going to follow up with them. If your email is just for keeping them in the loop on something, let them know that too.
Dan Rose
Content Creator at SkillPath
Dan Rose is a content creator at SkillPath who uses his experience from a 30-year writing career to focus on timely events that impact today’s business world.
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