The single biggest problem in communication is the illusion that it has taken place.
Gone are the days when a manager or even sometimes director of an organization sits in an office and is able to dictate directives and letters to a secretary or administrative assistant. From the CEO to the low man/woman on the totem pole, every one of us is responsible for our own communication. For some, it comes more naturally than others. Even for the experienced "communicator" the means have changed drastically in the last 20 years, requiring each of us to learn new skills and develop ways to organize our communication.
Though I entitled this piece: "Am I Communicating?", I really want to press home the point of what am I saying about myself in my communication? As Creekmore spoke, I realized her theme of communicating on purpose was key. Simply because today's communication is a 24/7, fast-food reality, I should not find myself as a leader falling prey to the pitfalls inherent in being "speedy", but instead be intentional and even more careful in how I use current mediums to speak to others.
Simple things are important, such as starting with the body of the email before putting the recipient's email in the space provided. Write the message first and read through it before choosing the recipient and hitting SEND. In reading my message, I want to put myself in the shoes of the one who's receiving it. Will they understand what I'm saying? Have I made assumptions and not clarified my stance? Does my tone come across correctly? Taking the extra time to be deliberate in outgoing communications is crucial to how my staff and clients perceive and respond to me (and the organization I'm representing).
Because we no longer have our own personal secretaries, it's important to be the one who sends out the invite for meetings. Emails are helpful to get things started, but the invitations that require responses and can add events to calendars are the best way to confirm and make sure everyone involved has it scheduled.
Scheduling is a huge adjustment for some, and overbooking or being consistently late to meetings reflects badly on you as a person and also shows the other people involved that you don't value their time. Being intentional means finding a scheduling resource to best suit your needs. Whether it's a held-hand planner or an online app, get started in writing down your appointments and tasks.
As our number of contacts increase exponentially with technology, it is critical to keep a contact file that gives you instant access to information on those you're meeting, working with and serving. I can no longer remember personal preferences of staff or even friends, so being able to add them to my file helps me to maintain that personal touch that shows I care. It is one more step in showing you respect them as an individual and seek to meet them where they are.
When you look at your communication habits, you may come up with an entirely different list of things needed to help you become an intentional and purposeful communicator. That is fine. We are all different, but each in need of constant evaluation in how we "get the message across" to those who matter. I hope you'll be willing, as I now am, to take a look at yourself for purposeful growth.
