Employees at every level of an organization today are being asked to do more with less. That makes for a time crunch that often leads them to skim emails, glance over text messages and multi-task during important business meetings, increasing the likelihood of miscommunication and mistakes.
To create a message that is simple, clear and will actually get through, remember these two things:
1. Less Is More
2. Get to the Point—and Do It Quickly
Simplifying Office Communication
Try to honor employees’ other time commitments by asking them to give you their full attention—but only for a limited period of time.
Keep emails short, meetings on schedule and other communications to-the-point. Less is more. Further, the shorter your message the more likely others will take the time to read or listen to the whole thing.
Keeping your overall length in mind, start and end with a brief summary of whatever it is you need to communicate—what it is and why it’s important. Try to keep this to a sentence or two, max. Most people will read at least the first few lines of an email and will tune in for the first few minutes of a meeting, so make it clear why they need to read or listen to the rest of your message in those first crucial minutes.
Getting straight to the point—and doing it quickly—will help ensure that your message gets through loud and clear.
Safeguard Important Information
In today’s increasingly digital world more communication is taking place through digital means. Communicating via cell phone, text message and email has become so commonplace that employees often use these methods as a default, without stopping to consider whether they are appropriate.
Yet many of these methods are unsecured. Financial data, M&A information, intellectual property, strategic plans, sensitive human resources information or customer data could easily compromise a company if they fell into the wrong hands.
It’s important that companies consider the information they are sharing and the communication vehicles they use, and make sure their important information isn’t made vulnerable through carelessness. If sensitive data needs to be easily shared, readily available and accurately tracked, it makes sense to consider investing in secure cloud storage, which will keep information accessible, yet safe.
In the spirit of simplifying communication, every executive and employee should be made aware of the specific types of communication that the company considers “sensitive” and of the appropriate corresponding communication methods respectively. This will help avert any potential ambiguity and confusion.
By using these tips, any company can improve and simplify communications, making business better for 2013 and beyond.