Effective communication is a two-way street. Your message can get across quickly if there are no potholes which stop the conversation in its tracks. Whether you’re at home or at work, it’s frustrating when you’re asked the same questions repeatedly. The process gets more annoying when you’re giving instructions that don’t seem to be getting through.
It’s a common mistake to blame the listener for not paying attention. However, it may not always be their fault. You need to talk to people according to their level of understanding. It’s also your responsibility to ensure your audience is mentally present before beginning your message. A noisy environment can distract the listeners, making it difficult for them to focus.
Whether it’s a lasagna recipe or seminar agenda, if people follow instructions, they can achieve the best results. Here are five tips on effective communication which can save time for you as well as those around you.
Table of Contents
1. Establish Clear Channels of Communication
If your message is complex, help listeners by providing ways to refer to the information even after the conversation ends. You can do this by giving handouts or using a screen recorder to create reference videos. If your audience forgets what you said, they can confirm on their own without interrupting you with multiple questions. This is a win-win solution as some listeners may hesitate to ask questions as much as you don’t enjoy answering them.
Foster a culture of transparency at work by keeping the team aware of the end goal. With the big picture in mind, they’ll understand the reason behind many instructions, making it easier for them to comply. Use common areas like the bulletin board at work or kitchen fridge at home as sources of updated information. Encourage new hires to take the initiative to find answers without resorting to repeated questions.
2. Communicate Clearly
There may be a dozen thoughts floating in our head, but not all of them need to be verbalized. Carefully choose your words so that the message is clear and concise. One of the reasons why listeners get confused is because they’re bombarded with too much information. Speak at a moderate volume and pace so you remain audible and coherent. Take breaks to give the audience time to digest what was said as well.
Instead of giving a lecture, use stories or humor to strengthen your message. People are more likely to remember a humorous anecdote rather than a long list of dos and don’ts. This also breaks the monotony of the session and recharges the audience’s listening capabilities. Ask a few questions to help assess how much listeners have grasped. This can also keep them alert.
3. Utilize Visual Aids
Sometimes, the mind grasps visuals faster than verbal communication. Details they see are retained much longer than details they hear, which is why presentations are often more effective than lectures. This is especially true when dealing with figure comparisons, as pie charts and graphs can convey the message much faster. Using color and images can make the audience more attentive and receptive too.
At home, try teaching your child math by adding and subtracting candy in a bowl. Even wearing a funny hat or talking to a puppet can pique their interest. There are a lot of visual aids and props ideas that can be applied to both the home and office set up. Listeners remember incidents that are out of the ordinary, so connect your message to a prop and get your message across faster.
4. Use Technology to Create Documentation
Using PowerPoint presentations isn’t the only way technology can help you create a lasting impression. Get your team together on communication platforms that allow for easy information sharing and storage. Make sure these information hubs have the answers to frequently asked questions and project timelines. Around the clock chat platforms help you stay updated even when you’re away from your computer.
If you’re going on vacation and need to give the pet-sitter precise instructions, make a short video. Showing them which cabinet has the food and which drawer has the toys minimizes any future confusion. By being proactive, you’re not in a frenzy at the last minute. This also gives the target audience a chance to read up in advance and come to you with worthwhile questions.
5. Train Your Audience
The golden rule of communication is to know your audience. Instead of spoon feeding them, ask them to refer to the instructions you’ve provided. Remind them to take notes and offer separate training sessions to clarify concepts and provide in-depth knowledge on the subject.
Repetitive questions may arise when the listener isn’t listening actively. Incorporate active listening techniques by asking questions and making them repeat instructions to assess their knowledge. Even at home, encourage your children to be active listeners so they develop a habit for the future. By doing this you are empowering them to handle tasks more quickly and independently.
Breaking free from the cycle of repetitive questions saves time and energy on both ends. The listener also wants to move forward but needs to be sure about the direction to move in. When fueled with patience and perseverance, your message reaches its target faster. Remember that you can’t reach your destination unless your listeners are moving with you. So, stay calm, focused, and listen to them in the same way that you want them to listen to you.
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