Communicate as if Everything Depends on it, because it does….

In your daily life, professionally and personally, can you recall how many times a problem arose because of communications that were unclear and misunderstood?  Communication is the beginning, middle, and end of everything we do.   How we communicate or do not communicate will determine the results.   We all have horrible stories about how misunderstood or mistaken communications affected our objectives.  While it is not possible to avoid any mistakes in communication, our goal has to be to minimize these and do our best to ensure that our communications are accurate and understood.

All communications, verbal or written, should be clear, concise, detailed, never in doubt, unmistakable, and well understood.  Communications should answer all questions and not lead to new questions.   They should have clarity. 

If the communication can be or is ambiguous, it should be avoided.    

During my career, I have been criticized for being repetitive, and at times long-winded.  It can be described as the “I just want to be absolutely sure” syndrome.   Ironically, I learned this from another executive early in my hotel career.  There is a process in preparing any communication, no matter what form it takes.   This establishes reasoning and meaning for the communication.   Additionally, it provides confidence that the communication, when delivered, will be appropriate, clear, and concise. 

Here is a basic description of the preparation:

1.     What do we want to communicate and why do we want to communicate it?

2.    How do we want to communicate it?

3.    Do we have all the “facts” available for the communication?

4.    Who is the audience and are they prepared to receive the communication?

5.    Are we prepared with each step of the communication so that the entire message will be succinct and complete?

6.    Deliver each step clearly

7.    Reconfirm understanding by the audience after each step.  Is this clear? If not, what needs clarification?

8.    Are all the necessary details provided?  Details provide clarity.

9.    In conclusion, take time to reconfirm that the message was understood.

It does seem repetitive.  

However, if the communication is important, it is worth the repetition to ensure the message is well received.  If the communication is not important, why do it at all?   The more I practiced this, the more it became second nature.   Some have told me that the repetition is not necessary, while others thanked me for delivering clear communications.

Selling is a profession, and thus its communications should be professional.  

If you have not experienced a failure resulting from unclear communications, congratulations.   Most of us have and learn from these mistakes.   It is always better to avoid ambiguity than to try and mitigate the issues that arise from it.

I have been told to “Think before speaking.”   Excellent advice for everyone.