People
of influence are the men and women within an organization
whose opinions count—not necessarily because they
rank high on an "org" chart but—because
they have acknowledged experience or are associated with
people of authority. This article is one in a series of
five articles on how to expand your sphere of influence
through better communications.
I
just completed Sandra Post's short game golf clinic. (Notice
I said completed, not graduated from.) One of the best
tips I received was "keep it simple." No matter
what club you are using or the distance you are trying
to hit, use the same basic stroke.
If
you add fancy footwork, a unique flick of the wrist or
extra lower body movement, you may connect occasionally
but, in the end, you'll create more problems. Be consistent.
That way, even under pressure, you'll always remember
exactly what should be done to succeed.
This
advice applies equally well to the world of business communication.
People judge you all day, every day, on many factors including
the words and phrases you use. Too often, business people
believe they will appear more professional if they cloak
their written and spoken messages in pompous words and
clichés. But it doesn't work. Don't try to impress
your readers or listeners. They are too busy to find convoluted
messages interesting or useful.
In
writing
Focus
on what the reader wants to know and needs to know and
deliver that message, using words the reader can easily
understand. Contrary to popular belief, polysyllabic words
and passive voice sentences will not make you look professional
in the reader's eyes—only clarity and conciseness
will.
In
preparing e-mails
Tell
the reader why he should read your e-mail in the opening
line. Too many writers deliver an e-mail in a chronological
order. They give the background information first and
wait for the last screen before telling the reader what
they want from him. As many people read opening paragraphs
to decide whether to continue reading, backward writing
is not effective. Deliver "the hook" first.
If
you have a deadline, place it in the subject line. That
way every time the reader opens his inbox, he'll see your
time line.
In
listening
Use
your eyes, as well as your ears, to listen. Don't busy
yourself mentally rehearsing how you are going to top
the speaker's comments. Keep it simple. Stay in the moment
and work with the information the speaker is giving you.
Ask him questions to extend his thoughts and to further
clarify his viewpoint.
In
leaving voice mail
Deliver
a strong upbeat and brief message. Don't get cute. Be
polite, firm and assertive. You have only 10 to 15 seconds
to make a good impression. Never start with "I'm
sorry I missed your call." No one believes it.
Offer
callers the option of reaching someone immediately. Say
what you need from them—a message, a name, a phone
number. Tell them when you will return their call or the
best time to call you back. Let them know if the message
has a time limit. Change your messages as often as necessary.
In
speaking
People
take their cues from your language when deciding whether
or not they want to co-operate with you. If you bluster,
exaggerate or try to upstage others, you won't gain creditability.
Winning speakers communicate in a straightforward fashion.
They project positive expectations, give credit where
it's due, speak decisively, and tell the truth.
Whether
you are swinging a club on the golf course or communicating
in the business world, remember—for a positive finish—keep
it simple.
