Supervisor's Corner

Are You Making Yourself Perfectly Clear?

Improving Communication

from On the Move, Fall (September) Quarter 1998, Volume 11, Number 3

Go back to "The Utah Technology Transfer Center On the Move Fall 1998 Newsletter"

"How could they miss my point so completely?" you wonder. It's a frustrating experience to be misunderstood. Yet it seems to be a fact of life that people frequently misunderstand each other. How can you make yourself clear?

Start at the Beginning

Many supervisors lose their workers at the start by plunging in too deeply. First paint the big picture, then break it down into digestible parts. Start with simple ideas, then move into more complex instructions. Take it step by step, giving reasons for your instructions. When workers understand why they are doing a job they do it more willingly. Analyze your audience for the proper technique needed to get your message across.

Watch Your Speed

Maybe you're jamming the circuits by pouring on more information than your workers can absorb. If you're explaining something complicated, slow down.

On the other hand, don't go so slowly that your worker's mind wanders. Keep an eye on your listener. Is this person making eye contact with you or does he or she look bored? If your listener starts drumming fingers or tapping a foot, pick up your speed. Everyone has a different rhythm. Try to tune into that person's pace.

Encourage Questions

Just because your workers don't ask questions doesn't mean they understand what you said. They may not want to admit they didn't get it the first time around. So ask in a pleasant way whether you've gotten your point across. "Is that clear as mud?" you could ask. If there are still no questions, turn the tables. Ask your employees questions to be sure they understand what you want done.

Be careful not to make your questions sound like an interrogation. Employees freeze up when this happens. Be gentle, but persistent. If an employee can't answer your questions, repeat your instructions. Then have him or her play it back.

Build a Climate of Trust

Employees will open up if they trust you, but they need to know you won't embarrass them or use what they say against them. Avoid talking to one employee about another. Treat with respect whatever an employee tells you.

Use words your listener understands. Keep in mind the background of the worker--education, age, work experience, country of origin. Try to use words with which the person is familiar. Don't talk over his or her head or use slang the person doesn't understand.

Pick the Right Place

Try to hold conversations where your people feel comfortable. Workers get embarrassed if they feel a personal conversation can be overheard by other employees. If the subject is personal, find a private place.