Becoming a Better Boss Secret 4: Communication
Many leaders have the ability to speak extemporaneously. They don’t find it necessary to spend time preparing what they will say as they can form the message in their minds and deliver it on demand.
Though this ability may exist, there are problems caused by this type of communication. Unstructured messages result when a leader communicates with a group without thinking through three critical elements:
- The order of the message.
- What questions the audience will want answered.
- What outcome the leader expects as a result of the message.
Many times, a leader delivers what they believe to be the same message to different audiences – or to the same audience at different times – not understanding that they presented the message differently in some small way. What often results is confusion and frustration – and sometimes, gossip.
If you have any doubts about the importance of delivering a consistent message every time, with every audience, every individual, every day – just answer this question: What is the most prevalent problem in almost every organization? Indeed, communication is the answer.
Taking time to structure your message up front is not time consuming. In fact, time will be saved in the long run. Simply start with an index card and write down:
- Your purpose
- Your talking points
- What should happen next – action item!
Now that you have a structured message, here are tips for maximizing effectiveness.
- Look at the order of your talking points. Consider what questions your audience will have. And rearrange if necessary.
- Use your index card to “redundantly” communicate – in other words, to repeat the message the same way at different times, to different audiences, through different mediums.
- Continue referring back to your index card – don’t rely on your memory – or your “gut.”
Taking the time to structure your message, and thinking it through before delivery, results in clarity. It will help you to deliver relevant information effectively, leave out details your audience doesn’t need to hear again, and ensure everyone hears the message as intended.