Communication is key for so much of what virtual professionals do. Ever think about its importance? Working virtually means much of everyday communication takes place sight unseen via written word. Knowing this, it’s essential to remember to express instructions, correspondence, and marketing messages clearly and with intention. Make each word count.
Think about it. In a virtual environment, where the written word is king, there is seldom the opportunity or benefit of seeing someone’s eyes twinkling when they tell a story, hearing a smile or laugh, seeing a frown when something has been said that opposes anothers viewpoint, catching a glimmer of sadness when a tender topic is mentioned or seeing the look of confusion when instructions aren’t clear. But, that should never mean that communications will always be misunderstood.
Well chosen descriptive language will add flavor and fullness to how the reader interprets what is written without overloading the writing with tons of adjectives. Actively listening and asking questions are two ways to make certain the messages being expressed are reaching their mark.
Let’s begin with these questions and statements to ensure quality comprehension:
- Ask if anything more needs to be provided or shared before the task at hand can begin?
- Ask if there are any questions about what was explained.
- Ask if the goal is understood.
- Repeat what was heard/read to make certain the scope of the work is understood.
- Be clear about expectations and deadlines.
These comprehension questions can be applied to email correspondence, marketing pieces, website content, and project instructions. Are the vital nuggets of information being provided in a concise way so that everything can continue moving forward? If not, what can be changed to make the message clearer?
We all have different communication styles and preferences. By asking questions and actively listening we should be able to avoid asking, “Can you hear me now?”
Ruth, what an excellent post. I would rather use email than a telephone any day but often wonder whether or not my communication is as effective. I will be using your tips to make sure I’m getting my message across so that the recipient understands exactly what I want to say or ask.
One thing I’d like to add is the tone of a persons writing gives the reader a perception of that person, good or bad. When I read a post or an article, I form an instant opinion of the person. Sometimes its a good opinion and other times, its not so good just from their tone.
When I read something written by you, I envision a very warm, fun-loving, intelligent person. How close am I?
I’d say your assessment of me is spot-on, Jenny. Good points you bring out about tone and communication style preferences. I, too, prefer email over phone as it gives one time to give some thought to what is being said. Many times when we write something we’ll automatically review, edit, and refine the processes. In natural converstaion this isn’t always the case.
Watching the tone is essential. The casualnesses of social media isn’t always as accepted when corresponding with a client. Leave the ‘my bads’ and other slang references for the social sites.
Great comments – thanks for sharing.