It’s amazing to me that with so many means to communicate with one another, most of us still do such a terrible job at it. I think that 90% of the work that I do with my young people is coaching and encouraging them on how to communicate more effectively.
Communications 101
Why is it important to learn how to communicate effectively?
- You’re going to want to get and keep a job.
- You’re making agreements and signing contracts that have long-lasting impact on your life, and you need to make sure that you and the other person are on the same page.
- Most of getting through life is forming and keeping relationships, and communication is the key to maintaining those relationships.
Here is some practical advice, particularly for the young folk, on how to more effectively communicate with others.
Communicate with Purpose.
When you are in touch with someone it’s probably to
- ask for help,
- volunteer help, or
- gather or clarify information.
Before you call or email, think about what you are trying to achieve, and make sure that you’ve provided all the information to complete your mission. Don’t make the other person work to extract the information from you.
Use your Manners
In written correspondence, include salutation, closing and a nicety. A nicety can be as simple as saying, “Thanks so much for all of your help.” or “Hope that you enjoy your weekend.” or “I really appreciate your time on this.” The 10 seconds that it takes to write this is well worth the social lubricant. When calling, be sure to identify yourself, speak slowly and completely, and close with a nicety. When leaving a message, be complete, but succinct. Don’t assume that people have caller ID. Most businesses do not have them.
Manage your Email
Sure, email will be obsolete in 20 years, but right now, you’re dealing with professors, managers and business owners who are in in their 30s-40s, who live and breath email. Use all of the tools included in your email. Unsubscribe, identify as spam, archive read emails, delete un-needed emails— these are all ways to manage your email. Your inbox should only have emails that you still need to follow up on. Any professional job will require that you know how to manage your email.
Close the Loop
As you communicate with others, make sure that you send the last email, send the last text or leave the last voice mail. This can be as easy as saying thanks, but it can be as critical as saying thanks and acknowledging a gift.
