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| We all have to communicate personally and in business. While there are so many directions we can go with this topic, here are just some basic things to keep in mind so you’re communicating effectively and protecting everyone’s time and energy. 1. Know your audience! WHO are you communicating with? Older generations might prefer an in-person conversation or a quick phone call update on progress/life. To them, this is not considered an interruption in the day and they are comfortable talking on the phone. After all, this was always their mode of communication! Middle generations might value the detailed email. They can look at it when they choose to and it also gives them the ability to refer back to it as needed. The younger generations seem to be all about texting and instantaneous updates. They grew up with instant communication! It’s what they’re used to! However, a broad generalization may not be fair here. These generations do adapt! Whomever your audience is, be thoughtful of their preferred method of communication. They will feel important and might even believe you are thinking of them constantly! What a nice feeling! 2. Let them know HOW YOU WORK! You are the expert in what you do! While it’s important to know how the client wants to be communicated with, it’s SUPER important that they understand what works best for you and the work you will be doing for them. After all, you know your business best. You know the benefits of specific methods and the pitfalls of other methods for your type of work. Setting expectations is KEY for each business relationship. Go over every possible scenario you can think of AHEAD OF TIME. It will ensure everyone is on the same page and almost always satisfied. For example, I prefer that all my work-related communication go through email (and an occasional phone call if needed). Because of the work I do for clients, I have found that consistent emails are the most efficient way to get the work explained, progressing nicely, and tracked, with the fewest misinterpretations or misunderstandings. I ask them to please NOT TEXT me work requests! They are too easily lost/overlooked and can’t reliably be entered and tracked in my work queue. 3. Classifying the importance of the message. No matter how you prefer to communicate or who your audience is, there are just some things that should remain consistent. Certain messages are urgent/important/private, some are detailed and some are just updates. Urgent/Important messages should almost always be conveyed in-person or on a personal call, especially if they’re “private”. They are important! Treat them like it! Even if it’s not comfortable for YOU, everyone will be happier to know immediately the important information, whatever it is. If it’s a little less urgent, you can always give a heads-up text that an email is coming or to “set up a call at a convenient time for both”. Important information is never an interruption. For detailed messages, emails are great because they can be thought through, precise, and can easily be referred back to as needed. For updates and acknowledgements, texts are a great way to keep the dialog going. Just watch out for the pitfall of spending too much time texting back and forth, back and forth, back and forth! TIP: Sometimes “stuff” happens; technical glitches resulting in lost messages, misinterpretations of details/directions (let’s face it, people just don’t READ every word), and real or perceived “ghosting”. Rather than agonize over no response, go to the source with a subject line “RU OK?”. And see what they say! Most of the time, it’s a simple misunderstanding, misinterpretation, or a legitimate excuse for not getting back to you. Always try to give the benefit of doubt. It’s (probably) NOT about you! And wouldn’t it be great to know that sooner, rather than later??? TIP: Lastly, don’t let poorly timed communication irritate you OR them! Make sure you ask, “Is this a good time? Do you have a minute?” This way they feel respected enough to hopefully give you their undivided attention so you can discuss things freely for a few solid minutes. Ultimately you want to make it very clear what you expect and that you understand what they expect of you. All communication methods are ways of building relationships and connecting with others. Why not make it as smooth and comfortable and fruitful as possible?!? |