In a world characterized by swarming interactions, both personal and professional, the role of communication stands as the very essence of our existence. The age-old adage that “no person is an island” reminds us that human connection and communication are integral to our well-being. However, are we truly communicating, or are we merely talking in a cacophony of voices and opinions?
In this digital age, it’s easy to get lost in a sea of words, with messages, emails, and conversations swirling in every direction. However, while we may be speaking, typing, or texting ceaselessly, the fundamental question remains: are we genuinely communicating? The answer lies in the heart of our conversations, where clarity reigns as the paramount attribute.
In the workplace, communication obstacles cost $62.4 million annually per organization, according to David Grossman’s analysis of the cost of poor communication, which covered 400 large companies and 100,000 employees. According to a recent report from Axios HQ, ineffective communication costs businesses more than $15,000 for every employee.
Let’s embark on a deeper exploration to fully grasp the implications of clarity in workplace conversations.
What is Clarity?
“If you can’t explain it to a six-year-old, you don’t understand it yourself.”
— Albert Einstein
Communicating clearly entails making sure that people can understand what you’re saying. In addition to verbal clarity, clear communication also includes message, intent, and context clarity.
It indicates that there is no room for misunderstanding or ambiguity among listeners because the language, terminology, tone, and context are all plain and unambiguous.
We may improve communication, enhance understanding, and create better relationships by adhering to the concept of clarity.
Research has shown that unclear communication in the workplace leads to decreased productivity and increased misunderstandings. According to the State of Business Communication 2023 survey sponsored by Grammarly, one in five business executives say that inadequate communication has caused them to lose credibility. In addition,
Business executives who have lost agreements as a result of miscommunication say that it has cost them at least $10,000, and 13% say that it has cost them at least $50,000.
In any case, Project.co’s analysis verified that 68% of clients who switched to a rival in 2023 cited inadequate business communication abilities as the reason for their decision.
Referring to the Axios HQ report, we should observe that employee and leadership perspectives on the importance and clarity of critical communications differed, with:
While 78% of leaders believe that their organization’s essential communications are engaging and clear, and 77% of leaders believe that these communications are also helpful and relevant, only 51% of employees agreed that their organization’s essential communications were engaging and clear, and only 46% agreed that these communications were helpful and relevant.
Put another way, businesses will continue to lose money as a result of subpar communication tactics unless management and staff agree on what defines effective communication.
This raises the question of what to do to keep this from happening. Let’s understand the value of clarity in communication to foster trust, minimize errors, and prevent costly missteps.
Ways to Have Clarity in Conversations at Work
Effective communication, whether written or spoken, hinges on clarity. It’s not about showcasing an extensive vocabulary or constructing labyrinthine sentences; rather, it’s about the deliberate selection of words to convey a message that’s readily comprehensible.
Enhance your listening and comprehension ability
Imagine a team meeting where a project manager is outlining a new strategy for a critical client. In this context, an employee who actively listens and comprehends the manager’s plan not only understands the proposed changes but can also anticipate potential challenges and offer constructive input. This level of engagement demonstrates that the employee is not merely hearing words but is genuinely comprehending the message, leading to more effective problem-solving, smoother execution, and ultimately, greater success for the project and the team.
Visualize your message
Visualizing your message can be a powerful tool for ensuring clarity in communication. Let’s say you’re a marketing manager presenting a new advertising campaign to your team. Instead of delving into dry statistics and complex marketing jargon, you might use a vivid metaphor: “Our campaign is like a well-crafted mosaic. Each tile represents an element of our strategy – the imagery, the messaging, and the timing.” Just like a mosaic, when we piece it all together with precision, it creates a captivating and cohesive whole that will resonate with our target audience.
Define your objectives clearly
Let’s take the example of a business negotiation. Suppose you’re representing your company in a discussion with a potential client. Before the meeting, you clearly defined your objectives: to secure a long-term partnership and gain agreement on pricing and terms. This clarity allows you to structure the conversation around these specific goals.
During the discussion, you explicitly state your intentions, expressing the desire for a mutually beneficial partnership and explaining your proposed terms. By doing so, you guide the conversation and keep it on track, preventing it from veering into unrelated topics. This focused approach increases the chances of achieving your objectives while minimizing misunderstandings. It also demonstrates professionalism and transparency, building trust between you and the client.
Simplify your language
Chief executive officers claim that clear and simple communication keeps clients satisfied. Thus, they counsel staff members to write or communicate to the public in plain terms.
Language specialists Kathy and Ross Petras are the authors of the book You’re Saying it Wrong. Business executives, according to them, are worried that employees frequently communicate with superfluous phrases and expressions.
To state the same thing, they might say “at this point in time” or “at the present time” rather than “now.” Employees occasionally used additional terms like “end result,” “combine together,” and “past history” that had the same meaning.
These are a few ways to simplify your language:
- Avoid jargon and acronyms.
- Use everyday words instead of technical terms.
- Opt for shorter sentences.
- Choose common analogies for clarity.
- Eliminate unnecessary complex phrases.
- Check for clarity by asking, “Would my grandma understand this?”
- Replace abstract words with concrete examples.
Cascade your goals
“The best-laid plans will come to nothing unless organizations take specific steps to cascade goals throughout the organization and align these with employee goals,” states Billy Elliott, the country manager of the Top Employers Institute in Africa. Every employee level needs to be informed by the company strategy in order to foster genuine purpose and effectiveness in their daily lives.”
The way to do that by “filtering down” and ensuring that everyone in the organization always knows what needs to be done is by cascading your goals.
For example, to ensure clarity in communication, the project manager employs the cascade approach. They start by discussing the project’s overarching goal: delivering a user-friendly application. Then, they break this goal into smaller, manageable parts, such as user interface design, database integration, and quality assurance testing. In each step, the project manager ensures that everyone understands the objectives and tasks involved before moving on to the next phase.
In the workspace, the art of clarity in conversations is a lifelong journey, and as with any craft, practice makes perfect. Just as skilled weavers hone their craft over time, so too can we refine our skills in the art of clarity. Each conversation is a new opportunity to add a brilliant stitch to our expertise. As Antoine de Saint-Exupéry beautifully said, “Perfection is achieved not when there is nothing more to add, but when there is nothing left to take away.” In the journey of enhancing clarity, remember that your canvas is ever-expanding, and your masterpiece is yet to be completed. So, keep learning, keep refining, and keep illuminating your path to success.
https://www.hci.org/blog/lack-clarity-workplace-costing-your-organization
https://pumble.com/learn/communication/communication-statistics/
https://www.performyard.com/articles/what-are-cascading-goals-and-how-to-use-them
https://learningenglish.voanews.com/a/simplify-your-language-to-sound-smarter/5957155.html
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Written By: Jimmy Jain
Edited By: Afreen Fatima
Society of Design Thinking Professionals
