Let’s take Oprah’s approach to giving: Everyone gets effective communication!
It will be 20 years since Oprah surprised her talk show audience by giving everyone a car, enthusiastically pointing at everyone saying “you get a car!”, “you get a car!”. The audience went crazy, everyone got a free car! Oprah You Get a Car!
On the 20th anniversary of her act of democratization, I propose we do the same, but for communication. We should all be telling the people we interact with…“You get effective communication!” “You get effective communication!” “Everyone gets effective communication!”
Why? 2 reasons. 1) I keep coming across posts and articles on 'How to talk to senior leadership' and 'Framework for communicating with Executives.' and 2) I see this happening, daily, people aren’t applying standard communication principles to everyone they engage with.
It is true that executives are busy and prefer clear, purposeful, and action-driven communication but the same should be said for everyone else. Why would you vary the quality of your communication based on someone's corporate rank? Every interaction you have should utilize the same clear communication approach. Why should VPs and above receive top-tier clarity while everyone else struggles to understand what you are trying to say?
Additionally, it is an actual problem. Consider the findings from a Forbes article on digital communication in the workplace, which revealed that approximately 50% of respondents reported that ineffective communication impacted their job satisfaction, while 42% said it affected their stress levels.
Imagine a workplace where we use our best communication skills with everyone, saving time, enhancing clarity, and ensuring our actions have the intended impact.
Let’s look at the difference below, using two emails sent to the same team regarding the intention to change a project management process.
Example #1:
Subject: Some Changes Needed
Hi Team,
I’ve been thinking we need to shake things up around here. I’ve been noticing some issues with how things are being done and I think it’s time we tried something different. I know I’ve mentioned it before but this time I really mean it.
We should probably start looking into new approaches soon, but I haven’t fully decided on the specifics yet. It’s just that things aren’t going as well as they could be and it’s getting a bit frustrating. I think you all know what I mean. Maybe we can try some new strategies or something, not really sure what yet but I’m open to ideas. We can chat more about this next week or when I get around to it.
Let me know if you have any thoughts or if you’ve seen anything cool we could try.
Otherwise, we’ll talk more later.
Thanks,
Jenny
Example #2:
Subject: Proposal for Streamlining Project Management Processes
Dear Team,
As we strive to enhance our operational efficiency, I have identified a need to revise our current project management strategies. Our goal is to increase productivity and reduce bottlenecks that have been slowing us down.
To achieve this, I propose we implement a new project management tool that offers better integration and real-time tracking capabilities. I believe this change will significantly improve our workflow and project visibility.
Action Required:
Research: Please review the attached comparison of the top project management tools and prepare feedback on your preferred options.
Meeting Schedule: We will hold a meeting on Thursday at 3 PM to discuss our findings and decide on the best solution. Please ensure you have reviewed the materials and come prepared with your insights.
Your input is valuable, and I look forward to our collective decision on this matter. Let's aim to finalize our choice by the end of this week to begin integration next month.
Thank you for your attention and cooperation.
Jenny
Now imagine you are the recipient of these emails, which is the point of view you want to always be communicating from. You want to influence what others know, feel, and do. Email 1 isn’t clear, and you aren’t sure what you are supposed to do with this information, so you don’t do anything. While reading Email 2, you understand what the intent is, the next steps, and what you are expected to do.
Providing clarity on the issue, the proposed solution, and the steps the team needs to take help to orient everyone for action so that when you do meet, it is with progress versus spending time trying to understand the intent of the meeting.
Don’t wait to get to a certain level to better your communication or be selective in your communication based on someone’s title. Start doing it now, with everyone.
Here are 5 things you can start doing now to communicate effectively:
Practice With Everyone: Start by applying executive communication techniques with colleagues at all levels, external partners, and vendors. Keep your audience in mind, what they care about, and what your intentions are (what you want them to know, feel, and do). If you don’t know the audience well enough, find someone who can give you perspective.
Build Your Skills Intentionally: Like any skill, clear communication strengthens the more you use it. Commit to avoiding jargon and overly complex explanations.
Ensure you reflect on the key elements: the why, the opportunity, who would be accountable, and the next steps. Keep your intent in mind to guide you.
User Experience: Think about what you are creating. If it’s an email, think about how it will be read (desktop/mobile). If it’s a document, is it organized and outlined? I always say the first draft of anything is the worst, so write it, give yourself some time (even a few minutes to step away), and re-read to see how you can improve. If you are unsure, ask a trusted colleague for input. An extra set of eyes and perspective is always good.
Be Consistent: As your clarity improves, so will your impact. It’s easy just to get things done but that may hinder the impact you want and create more questions so strive to be consistent in this approach with everything you do. You’ll find yourself naturally influencing others and leading more effectively.
How you communicate is part of your brand, doing it well ensures you become better in all forms (speaking, writing, thinking) and a true leader in every interaction.
Be the Oprah of Communication, start thinking “Everyone gets effective communication!”