A good communication makes a difference

Inevitably, every organization reflects somehow the weakest link of the chain that makes up its structure. Even if you are a freelance, you need to interact with more people to get your work done (partners, customers, suppliers). If there is someone in your work chain who does not respond to email for two weeks, your efficiency—or your organization’s—will be penalized. Dullness in a team member is contagious and begets dullness in the system.

In such a situation—or better, to prevent it—a good communication between all team members is essential. The tone in which things are said can create a tense and reactive atmosphere, compromising even further your productivity. For optimal cooperation, the quality of communication must be excellent.

Communication must be adapted to the person to whom it is addressed. An executive and a technician will need to be communicated in a different language, a different level of detail and even a different format. In any case, keep these tips in mind:

• The message must be clear and concise.
• Clarify any assumptions (don’t give anything for granted).
• Include enough background information.
• Be organized and frontload the most important information.
• Do not use jargon and slang.
• Do not use ambiguous words.
• Do not add superfluous information.
• Do not go into too much detail.

When people in an organization keep their email and other communications processed and emptied regularly, they create a framework of responsiveness to the network they are connected to. They have moved on a higher level, more mature, and are able to worry about more important problems to solve. By shortening response times, you get a much healthy and more productive relationship.

Moreover, when people know that you pay close attention to the messages they send you, they care about sending you appropriate and relevant information. Sending irrelevant content is totally counter-productive if you want a culture of responsiveness and immediacy.

A good communication does not prevent problems from occurring, but allows you to detect them sooner and faster, and deal with them before they become a crisis.

So clean your inbox frequently. And above all, respond to those who need your response to set up their work. Remember that answering does not mean doing.

How are communications in your work?