Practice this simple step to prevent miscommunication and misunderstanding in any conversation.
Has anyone ever said to you “But I thought you meant xyz,” when what you said was abc?
Ever missed or almost missed a deadline because communication links broke down at some point?
Ever missed picking up your kid on time because you thought your significant other was supposed to?
Communication hiccups can range from mildly annnoying to catastrophic. They are almost always caused by negligence and/or assumptions and are avoidable. Even in the age of sophisticated AI, all it calls for is a simple fix.
Close the loop
As a kid, I observed my dad do a strange thing every time he ended a phone call. We mocked him then. But after experiencing the consequences of messages lost in translation, miscommunicated, misinterpreted and conveniently misunderstood over the years, I realized the joke was on me for not learning the lesson sooner.
Let’s say he’s sharing a piece of information, like a phone number or an address, or giving directions. (That’s right. Cell phones, Google and GPS didn’t exist just a short couple of decades ago.)
When he finished, he would pause and wait to let the other person finish writing down the information and then say, “Could you read out what you’ve noted down?” or “Could you repeat what I just said?” And if he was the one receiving the information, he would say “Thanks. Now, let me repeat that back to you and make sure it’s correct.”
“Miscommunication doesn’t stand a chance,” he said, “if you communicate clearly.”
Taking this simple step to ensure the other person heard and understood exactly what we said and meant, goes a long way in eliminating misunderstandings, miscommunication and resulting errors.
Over the years, I learned to adopt the tactic successfully in almost all my work communication and most of my social and personal communication and cannot emphasize enough how helpful, even necessary, it has been.
When in doubt, err on the side of overcommunication
A track record of executing and delivering every project on time, no matter how big or small the scope, regardless of how many stakeholders and teams are involved and how tight the deadline is not something that can be built without a solid foundation of clear communication with zero room for slips.
The ability to articulate and communicate clearly may be a gift some are born with, but it is a skill that we all need and must cultivate. Sometimes it is as easy as observing and copying something that works.
A simple, short, effective feedback loop goes a long way, no matter what the context or message.
In an age of instant messages, texts, emails, emojis, voice messages and pings, it is imperative we ensure and reconfirm that our message is crystal clear and that both sides are on the same page. Leave no room for excuses. Even with, and especially with automated follow-ups and reminders, it takes conscious, mindful human effort to ensure clarity of communication. Every time.
Don’t let tone of voice, semantics, a subtle hint or subtext get in the way of getting the point across. The onus is on you to convey and receive a message with absolute clarity.
Whether it’s over the phone or in person, whether it’s a mundane family matter or a critical business decision, the feedback loop is your friend. Ask a simple question before you end a conversation.
“Hey, so just to be sure, is <this > what you’re saying?”.
“I will look for your email confirming the above action items by the end of the day.”
“You’re picking up Ally at 5 today, yes?”
“Let me summarize the gist of our discussion so we can both be sure we are on the same page.”
It takes an extra second or two and saves a ton of trouble. Be like dad. Nip miscommunication in the bud. Don’t skip the loop.
