We are all connected, all the time – and I know for me, this makes it harder to not only be present and unplug when it makes sense, but also when communicating over email to be sure I am using the right words and saying the right thing. 70% of communication is nonverbal, so when typing an important message in an email, how can you make sure it is received with the intended meaning? Keep in mind communication is the message the person you are communicating with receives, not what you intended the message to be. There’s a lot of room for error and misunderstanding.
Knowing this information, email can cause questions back and forth, and take up more time than needed to communicate a point. What other modes of communication can we use to not only make sure we communicating effectively, but we are taking into account the various preferences of communication?
PHONE
This seems simple, right? How many times have you gone right to email to ask someone a simple question or even better, emailed a co-worker across the room? We have all done it, don’t worry, we think you still have a chance to redeem yourself. Next time you go to type an email, think to yourself, would this question be answered more efficiently if I picked up the phone? Could this message be explained better verbally?
If so, step outside of your comfort zone (behind your computer) and pick up the phone! Not only is the response instant, but there is a much smaller probability for misinterpreting the message.
VIDEO
Often, we communicate an array of information with our clients and that sometimes includes action items and important questions for them to consider. Everyone has a different communication preference – some prefer reading and referencing detail, while others prefer short and to the point. We now have two solutions – send a video message so the person on the other end can reference again OR type an email with the detail you normally would and include a link to a video message that summarizes that detail for those that choose this.
On top of it all, video has a unique and personal way of communicating with someone that email lacks. When you’re used to getting 50+ emails a day and someone sends you a video to ask you questions of engage you further, it’s going to be that much more effective.
CREATIVE VISUAL
How can you communicate a lot of data or information to someone who wants to see this in one space that is easily digestible? Think: infographics or meeting notes drawn out to communicate through images and limited text. The point here is to just get creative – find different ways you can appeal to the creative and again, those who want their information in digestible, easy, and quick to understand buckets.
This is helpful in more ways than one. Check out Ellen Lovelidge’s recent blog on visual communication and how it’s the key to unlocking your learning potential.
Now, this is focused mainly on external communication, but we need to get out of our daily reliance on email with our internal team as well.
Our favorite go-to tool is Slack – their tag line is even “be less busy,” who wouldn’t want help there? This allows our team to share updates, documents, good news, and humor – eliminating email clutter and adding a light twist of fun! You can segment messages by topic (channels) or even direct (private) message teammates.
None of this information should really blow your mind with new, innovative technologies, and that’s the point – let’s go back to the basics and add some of our own spice. Sometimes simple is best (say what you mean, mean what you say), especially in communicating with a population filled with those who have an extremely short attention span.
Get your mindset right and every time you go to type an email this week, ask yourself, could I pick up the phone and call this person, would it make more sense to send a video message, or does a visual support my communication better?
We want to know - share your results and any of your communication vehicles of choice.
