How to Avoid Ineffective Communication (Part One)
March 9, 2023
This article mainly discusses some suggestions for communicating and collaborating with others at work.
1. Introduction
In daily life, we communicate with others. Some of these communications may be out of habit and courtesy, or just casual conversations. However, when we initiate work-related communication with others, there is always a clear reason. For example, seeking help, collecting opinions or suggestions, etc.
Therefore, unlike daily-life communication, workplace communication requires more attention to methods and approaches, focusing on achieving the goals behind the communication.
2. Types of Communication and Goals
Workplace communication always has a clear reason, and thus a clear expected goal, which can generally be divided into the following categories:
Reason Goal ------------ ------------------------------------------------------------------ Conveying meaning Let the recipient understand the conveyed content Assigning tasks Ensure the recipient understands the task content and can carry it out normally Status updates Inform the recipient about the current status of your assigned tasks and future expectations Seeking help Enable the recipient to fully understand the detailed situation of the problem you are facing and provide sufficient information to solve it
Different reasons and goals for communication may vary in actual implementation.
2.1 Conveying Meaning
"Conveying meaning" is commonly used in situations such as introducing regulations or making requests.
When conveying meaning, unless it's something obvious that doesn't need explanation (such as: The last person to leave the company should turn off the lights), providing specific reasons, examples, etc., will better help the recipient understand the matter, ensuring that the message is truly implemented.
Negative Example (Over-interpretation)
Writing so many useless ones wastes time!
Positive Example
You'll forget why you wrote them after some time
2.2 Assigning Tasks
"Assigning tasks" is very common in the workplace, but since it usually involves leaders assigning tasks to subordinates, problems often arise without the leader realizing it.
Some leaders, due to being busy, may habitually assign tasks to new employees or those newly taking over responsibilities as if they were experienced hands, assuming the other party already knows everything. This hardly qualifies as effective communication, and the work is unlikely to make real progress, ultimately only making the leader busier.
Thus, when assigning tasks, unless the person is experienced, all necessary information should be provided together with the assignment. If necessary, confirm the general scope of the work to avoid confusion and aimlessness, or even deviation from the task goal.
Ultimately, ensure the other party "has understood all the information needed to complete the task." Even if there are unclear parts, ensure they know where to find the answers (e.g., reference documents, colleagues to consult, etc.).
Negative Example (Incomplete Information Provided)
http://xxx.company.com
Positive Example
then ask Li Si about the specific operations; he has done this before.
2.3 Status Updates
Having work assignments means having status updates. These updates can range from simple verbal reports to comprehensive weekly reports. Regardless of the format, they should clearly state which project’s which task, its current status, and future expectations.
Secondly, during the course of work, if difficulties arise causing delays or preventing progress, they should be reported immediately rather than waiting for someone else to inquire.
Finally, everyone in the workplace should always be mindful of the "authority" associated with their position. For instance, developers can decide how a feature is implemented and suggest additions or deletions, but do not have the authority to directly add or remove features. When encountering matters beyond their authority, they must report upwards proactively and never act independently.
Negative Example (Incomplete Information Provided)
Positive Example
However, the final email-sending part needs to wait until tomorrow.
Negative Example (Never reporting until the end)
Positive Example
We probably won't finish within a week.
2.4 Seeking Help
"Seeking help" is perhaps the most common form of workplace communication. Any two colleagues could engage in this type of interaction.
The most important thing in this kind of communication is never assume the other party already understands the full picture. Always start by clarifying the background and providing necessary information (such as complete screenshots, URLs, various IDs, etc.). Moreover, URLs and IDs should be provided in text form for easy copying rather than screenshotting text.
Negative Example (Too Narrow Question)
Positive Example
Is there any way to monitor it?
Negative Example (Vague Question)
Positive Example
Is there a unified sending interface for these emails, or should I implement it myself?
Documentation is here http://xxx.company.com
Negative Example (Indirect Question)
Positive Example
The error message is xxxxxxxxxxxxx
Workspace ID is wksp_xxxxxxxx.
3. Communication Examples to Avoid
Incorrect communication not only fails to obtain effective information but also easily causes annoyance. Such errors in communication should be avoided in the workplace.
3.1 Impatience and Lack of Respect
3.2 Taking Things Out of Context, Refusing to Think
But you can achieve this effect through YYY method, requiring ZZZ operation.
3.3 Three-Word Sentences, Poetic Style
Comment: A large number of message notifications in a short period creates significant psychological stress, interrupting ongoing work. Fragmented short sentences are inconvenient to include in "to-do later" or "task" lists. It's best to explain everything in one go.
3.4 DingDing in Hand, Everything is Dinged
Comment: DingDing's "Ding" feature is practically useless. Urgent matters should be handled via phone calls, non-urgent ones through messages. "Ding" is suitable only for announcements, not chats.
3.5 Text Only, Never Calls
Comment: Text-based communication has limitations in efficiency. For truly urgent matters, a phone call is recommended (note: a regular phone call, not an internet-based one).
3.6 Calling for Every Matter
Comment: Phone calls should be reserved for urgent communication. They are efficient but also disruptive, so avoid overusing them.
3.7 Ignoring Documentation, Unwilling to Search
Comment: Read the documentation thoroughly. If you have questions, search first. Directly asking others may seem proactive but actually wastes their time.
Epilogue
Good communication not only improves work efficiency and reduces errors but also makes both parties feel good. In summary, it comes down to one phrase: "Think for the other person."
Finally, wish everyone smooth communication and successful work!