We spend a big part of an average workday communicating with others. We do it when we are in a meeting, debating with colleagues, participating in conference calls, replying to emails, pitching a new idea – it goes on. We often have workdays when we spend the whole day doing nothing but communicating.
If we were to dot certain i's and cross certain t's of communication, we could give our work that much needed productivity boost.
Clear
When communicating with a colleague, be clear and to the point. Ask yourself what your purpose in communicating with this person is.
If you can’t answer it, then they won't know what you’re talking about either.
To be clear, do not communicate too many ideas in one sentence. Make sure the person you are communicating with knows what you mean without having to infer or make assumptions on their own.
Concise
Brevity is the soul of wit, but whether witty or not, being concise is one of your biggest assets at work. Being concise means sticking to the point and keeping it brief.
No one wants to read six sentences when two will suffice. To make sure you’re being concise, check to see if you are using a lot of filler words such as “for instance,” “basically,” “I mean” etc. Check if you have any unnecessary sentences and whether if you have reiterated any point several times in different ways.
Concrete
Making a message concrete gives the audience a clear picture of what you're telling them. Without straying from the focus of the communication, provide details (but not too many) and vivid facts and your message will be solid.
Correct
Being correct in communications doesn’t only refer to proper spelling and grammar but whether or not it fits your audience, whether the technical terms used are not above their level of education, whether you’re spelling or pronouncing their names correctly etc.
Coherent
Coherent communication is logical communication. All points are related and relevant to the main topic of discussion and the tone and flow of the text is consistent.
Complete
A complete message is one where the audience is well aware of the point in discussion, has everything they need to be informed about and take action.
Make sure your message includes a “call to action” so they know what you want them to do, and all other relevant information such as contact names, dates, times etc.
Courteous
Courteous communication is friendly, open, and honest. A courteously communicated message should not have any hidden insults, backhand compliments, or passive-aggressive tones that may be considered workplace harassment.
Even when you disagree with someone, keep their viewpoint in mind, and be empathetic to their needs.