One of the most common communication mistakes we make, and the easiest to fix, is how to better clarify what we mean to say.
More often than not, when we communicate, the person we are talking to will not really understand what you are trying to say. Or maybe they weren’t really listening. Then they they don’t ask questions to make sure they understand. The result can be misunderstandings, hurt feelings, unanswered requests, and even damaged relationships.
You can increase the understanding by learning three simple steps.
1) Summarize
The first step to getting your message heard is to summarize the major points of the communication. People don’t generally ask for clarification when they are communicating. So, it it your job, to follow up directly after the communication happens.
Simply asking: “Do you understand?” is not enough. The answer will inevitably come back: “yes”, which often means “not really”.
You must go back over the major points you are trying to get across say saying something like, “so just to summarize what we talked about…. 1) I will be getting the dogs from the kennel, 2) You will be getting the groceries, and 3) We will meet at the house for dinner at 6.” Or, try: so “Let’s go back over what we agreed on…..” and detail the specifics.
2) Document in Writing
When being understood is especially important, after summarizing, follow-up with a written summary of the communication. For meetings, notes should be written up with specific assignments and deadlines, and sent as soon as the communication is finished.
If something needs to happen, write it down. Include what needs follow up and by when.
3) Follow Up
Once you’ve documented the follow up – make sure you actually do it!
Did you make a plan or ask for something to happen? Did you agree to something? Check back to make sure the message of the communication really was clear and carried out — before it’s too late to make adjustments.
Make Clarifying and Confirming a Habit
If you consciously use these three steps, they will soon begin to become a habit – one that will increase your chances of effective communication on a regular basis.
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Betty Lochner is the President Owner of Cornerstone Coaching & Training. She is an award winning public servant, and a leadership and communication skills author, and national speaker. To find out more visit www.cornerstone-ct.com
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