June 9, 2009

Making Work "Work": Resources for Busy Professionals

You’re talking, but do they understand what you’re saying?

Whether you’re talking to one person or addressing an audience of thousands, the same basic rules apply. It’s important to make sure you’re getting your message across by following these guidelines.

• Become the other person. What does your audience want to hear? Expect to hear? Need to hear? Anticipate how your listener may respond to your message so you can tailor your words appropriately.
• Know what you want. Don’t describe a problem unless you know what you expect the other person to do about it. You may not require a dramatic action – sometimes a simple nod or “I understand” is all that’s necessary – but having a clear goal can help shape your message.
• Anticipate potential obstacles. These may be physical (a sight or hearing impairment), cultural (English may not be the other person’s first language), historical (you and the other person don’t get along) or something else. When possible, think about how you can overcome these barriers: a phone call or an e-mail message; simple, straightforward language; emphasizing common ground.
• Confirm understanding. People may not be happy with your message, but make sure they understand what you’re saying and what you’re not saying. Ask them to paraphrase your main points; encourage them to ask questions, and be ready to repeat and clarify your message as needed.