Poor Communication is Holding You Back, Try This

Hey Full Potential Zoners!

You might be in a poor communication loop where -

You don't know what's happening.

You react instead of respond.

You're unsure of roles.

You lack feedback.

You're confused.

Where does this lead?

Nowhere.

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Poor communication costs time, money, and relationships.

40% of performance differences stem from communication breakdowns (McKinsey & Company)

So, how can we step out of the loop?

Today we are going to help leaders master this by using:

‘The 7 Cs of Communication'. 

Let’s dive in!

The What, Why, and How

1. Clear Communication

   • What it is: Being straightforward and easy to understand in your messaging.

   • Why it is important: Clear communication ensures that everyone is on the same page and reduces misunderstandings.

   • How to improve: Use simple words and avoid jargon. Before sending a message, ask yourself if it’s easy for anyone to understand.

2. Concise Messaging

   • What it is: Delivering your message in a brief and to-the-point manner.

   • Why it is important: Concise messaging saves time and helps maintain the audience’s attention.

   • How to improve: Focus on the core message. Remove any unnecessary details or redundant words.

3. Concrete Information

   • What it is: Providing specific and tangible details in your communication.

   • Why it is important: Concrete information makes your message credible and actionable.

   • How to improve: Use examples or data to support your points. Avoid vague statements.

4. Correctness

   • What it is: Ensuring accuracy and correctness in your communication.

   • Why it is important: Correct information builds trust and prevents confusion.

   • How to improve: Double-check facts and figures before sharing. Use spell check tools to avoid errors.

5. Coherent Structure

   • What it is: Organizing your message in a logical and orderly way.

   • Why it is important: Coherent structure helps your audience follow and understand your points easily.

   • How to improve: Outline your message before writing. Ensure each part connects well to the next.

6. Complete Content

   • What it is: Including all necessary information in your message.

   • Why it is important: Complete content prevents the need for follow-up questions and ensures the audience has everything they need.

   • How to improve: Check if your message answers the who, what, where, when, why, and how. Make sure no key details are missing.

7. Courteous Tone

   • What it is: Communicating in a respectful and considerate manner.

   • Why it is important: A courteous tone fosters a positive environment and strengthens relationships.

   • How to improve: Use polite language and acknowledge others’ efforts. Avoid negative or harsh words.

8. Feedback and Adjustment

   • What it is: Seeking feedback on your communication and making necessary adjustments.

   • Why it is important: Feedback helps you improve and ensures your message is received as intended.

   • How to improve: Regularly ask for feedback from colleagues. Be open to suggestions and willing to make changes.

Clear Communication

My team was working on a project with a tight deadline. Everyone was working hard, but we kept running into the same problem: misunderstandings about tasks.

One day, a team member missed an important detail in the project brief, causing a major delay. This happened more than once, and it was clear that our communication wasn't working well.

I decided we needed to focus on more clear communication.

Here’s how we tackled the issue:

Simplified Messages

I started by making our project updates more simple. Instead of long emails, we used bullet points and short sentences. We made sure each update only included what was necessary.

Direct Communication

I encouraged team members to ask directly if they were unsure about any task. We used brief, clear questions and answers to avoid confusion.

Regular Check-ins

We set up short (10 min or less) daily stand-up meetings where everyone could quickly share their progress and ask questions. This way, any unclear points were addressed immediately.

Clarified Expectations

At the start of each new task, I outlined exactly what needed to be done, by whom, and by when. I avoided vague language and made sure to be specific about our goals and steps.

By making our communication clear, we not only met our deadlines but also worked more efficiently and reduced stress.

Here's how you can make it real over the next 4 days:

Day 1: Observe and Reflect

• Choose one of the 7 C lessons you want to work on this week.

• Notice how you usually communicate in emails, meetings, or chats.

  • Do you tend to use long sentences?

  • Are you often unclear or vague?

  • How do others respond to you?

• Write down a few notes about what you observe.

• ChatGPT Prompt to Help: "Today I want to improve my [chosen lesson]. How can I observe and take notes on my current communication style to better understand what I need to work on?”

Day 2: Simplify Your Next Message

• Take a message you need to send and simplify it.

• Whether it's an email, a report, or a quick chat, rewrite it using more simple words and shorter sentences.

• Cut out any unnecessary details.

• Aim to make it as clear and to the point as possible.

• ChatGPT Prompt to Help: "Today I want to practice simplifying my [chosen lesson] in a message. Help me rewrite this [email/report/chat] to make it clearer and more to the point."

Day 3: Ask for Feedback

• Share a piece of communication and ask for feedback.

• Pick an email or a note you’ve written and ask a colleague to review it.

  • Ask them if it’s clear and easy to understand.

  • Do they see any points that could be better explained or simplified?

• ChatGPT Prompt to Help: "I need to ask a colleague for feedback on my [chosen lesson]. How should I ask them to review my communication and what specific questions can I ask to get useful feedback?"

Day 4: Apply What You’ve Learned

• Use what you’ve learned over the past few days in your next communication.

• Take your notes from Day 1, the simplified approach from Day 2, and the feedback from Day 3.

• Apply these insights to a new message or conversation today.

• Try to be more clear, more concise, or more accurate, depending on your chosen lesson.

• ChatGPT Prompt to Help: "I want to use everything I’ve learned this week to improve my [chosen lesson]. Guide me on how to apply these changes to a new message or conversation today."

Communication is the heart of every successful team.

Our words have the power to unite or divide, build or break.

Clear and concise messages cut through confusion and inspire action.

Being respectful and accurate earns us the trust of our peers.

Bottom line: Better communication = better results.

Unlock the potential of every conversation.

Until next week and with lots of love,

Justin

This Week’s Growth Recommendations

Book To Read:  

"Effective Public Relations" by Scott M. Cutlip and Allen H. Center (see it here)

TED Talk to Watch

"10 Ways to Have a Better Conversation” by Celeste Headlee (see it here)

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