Hitting the Target with Your Daily Business Communication by Teri Bosley, President
A ten second communication can have a far reaching business impact. A savvy business person knows that their words, tone, and body language must be carefully considered in order to ensure that the communication they intend to send is received accordingly. Consider the recent elections and the scrutiny accorded to each candidate's words, tone, and body language. While the majority of you reading this article will not be thrust into the public forum in this manner, the probability is high that your style of delivering communication will have a significant impact on a team member, a customer, or a business result.
Given the importance of getting your critical messages to your audience, consider the following three tips to ensure you consistently deliver quality communications.
1. Frame your communication – Framing is a key component in helping your listener know how to process your communication. When communicators omit this component they leave their listener trying to decipher the context of the message. For those that have the "gift of gab" focusing on framing is extremely important as many times a "gabber" may change topics and the listener is left wondering where the conversation is going. When using the framing technique simply set up the boundaries for where you are going and the purpose or objectives at hand. This simple groundwork will help you be more effective and is certainly appreciated by your listeners.
The following example sets expectations on scope and desired outcomes: "Laura, today I would like to review our team's progress to date regarding the ABC project. Specifically, it would be helpful to review the objectives for each area, the progress thus far, and then brainstorm regarding any areas where barriers or roadblocks are halting success. Our goal should be to both walk away feeling informed as to where we are today and take away potential action items to overcome issues hindering success."
2. Anticipate the needs of your audience – Standard communication principles address the need to "know your audience" and this is certainly important. Consider going beyond this principle to anticipate what your audience needs to hear from you – not just what you want to tell them - as well as how they need to interact with you. Ask yourself the following questions to spur your thinking in this area:
- What needs might my listener expect me to address?
- What questions should I ask to gain understanding of their perspective?
- How will my communication impact the listener emotionally?
- What positive word or phrases will be key to use when communicating?
3. Reinforce with a recap – By recapping your communication you ensure highlights of your message are the last words your audience hears from you. Don't hesitate to use your audience to help with this recapping process. Consider asking your audience to sum up what they have heard or learned as a result of your communication. This will give you the opportunity to engage your audience and see which points or information most resonated with them. If your major points are not a part of the feedback process then it gives you the opportunity to address these areas on the spot. Be sure to validate each person's contribution during the recap. Even if their point is not what you were specifically seeking, the fact that they contributed should be acknowledged.
Communication is an art that requires focus and practice. When you frame your communication, anticipate the needs of your audience, and reinforce with a recap you are setting yourself up for a more successful engagement with your audience.
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