Are we struggling with the specifics and failing to communicate appropriately?
For years I have utilized a strategy to stay sane, by kicking out excessive information and details in my mind. This strategy has served me well throughout my public-school years and into college. I have struggled with learning difficulties all my life and have found ways of keeping myself free of the mental stress of too much information. I look at it, as an inbox to a mental email account. If it doesn’t pertain to me, it gets deleted. If it is a task I must complete, I complete it and delete. It is also one of my short comings, I must admit. I have big ideas and struggle with the fine details. When I make decisions, I make them and move on. So how do we maneuver the details and decisions, so our people don’t get overwhelmed and lost in the process?
Now let us think about this from someone else’s perspective. Think of the individuals we all lead and all the important things we ask them to do on any given day. We forget that our people must have clear expectations and good communication. I have found over the years that we get too wordy in our directions. The information we share is best when it is short, clear, and easy to follow. How many times have we received emails that are several paragraphs long that share a simple message? I know I have received many of these and to tell the truth by the second paragraph I zone-out. Emails such as these need to be shortened up and possibly explained in the form of bullet points or step-by step actions. Someone can look at the highlights and begin the process to achieve the directive.
Avoid the drive-by decision making and directives for others. We all have had bosses who zoom into our spaces and ask us to do this or that. They tell us what they want done, but we always have follow-up questions or uncertainties. As leaders of organizations, we see someone in the hallway and ask them to take care of something for us. We also get requests from the people in an organization who need something from us. By the time we get to our office, three hundred other things have occurred or crossed our minds. We forget because we are human, and unfortunately others see it as if we are avoiding their requests. To avoid the forgetfulness, always have something to make notes on and with smartphones, we all have the capabilities to do this.
Make sure the method used to contact others is best for the messages we wish to convey. One example I hear often is, if it can be covered in an email, do it. There is no need to hold a meeting if an email gets it done. Email is a great tool for communication, and if an initiative has a lot of detailed points, that email can be referred to as needed so individuals can recall the specifics. Never abandon the face-to-face conversations. Hold meetings with everyone if necessary or groups if that is best. When communicating with an individual, always have the first interaction in a face -to-face conversation. Good conversations and dialogue about details, truly clears up misconceptions.
How are you organizing the details in your mind?
How are you providing clear directives or decisions to your people?
How do you keep track of your decisions, directives, or thoughts?
How are you determining the best ways to communicate your messages?
We all have a variety of issues or decisions rattling around in our minds and we might get overwhelmed. If we are overwhelmed, imagine what our people and the organization are experiencing. We all try hard to communicate effectively and even when we try are hardest someone is always there to tell us we didn’t communicate. We can always work to improve our communication and all the details for the best results. Thanks for taking the time to read this week’s post and please leave you comments below. Have a great week, as you declutter your thoughts and make your organization the best it can be.
Steven C. Bucks- Leading Conversations
