The Power of Understanding: Enhancing Communication for Professional Success

“We like boxes.”  

That was one of the items in a list of changes requested to a form I was working on.  The other items in the list were very easy to understand, add a line space there or increase the font size over there.  Easy stuff.  But this one, the second to last item was simply, “We like boxes.”  

That simple statement left me puzzled.  Did that mean putting a box around the entire item or a box around each section?  Or was this just a random thought from the client? 

It made me think about the importance of effective communication and understanding in our professional lives. As professionals, our success relies heavily on our ability to comprehend the needs of our coworkers and clients.

Communicating effectively is critical to ensuring that you fully understand their needs and can deliver the results they are looking for.

But here’s something you might not have considered: communication, listening, and full understanding aren’t limited to verbal exchanges alone. In our digital age, we often communicate with clients through email, text messages, and other non-verbal means. These messages require the same level of attention as face-to-face conversations. So, when you receive an email or text, take the time to read it thoroughly. 

TL;DR is great for long social media posts but won’t be acceptable when an email details the specifics of a project.  Avoid scanning or skimming because, let’s be honest, that won’t help you understand the full context of the message.

First things first, make sure you start any project with a crystal-clear understanding of the expected results. Don’t be shy about asking questions to clarify their goals, target audience, timeline, and budget. The more information you have, the better equipped you’ll be to meet their expectations.

Now, let’s talk about active listening. It’s not just about nodding your head and waiting for your turn to speak. When your coworker is sharing their thoughts and ideas, be fully present.  Put the phone down and turn away from the computer. Pay attention to what they’re saying and ask questions to dig deeper. The key is to grasp their perspective and ensure you understand their needs inside out.

Taking notes is a habit worth adopting. Whether you use a trusty notebook or a digital tool, jotting down important details during client interactions can be a game-changer. These notes serve as your memory bank, ensuring you don’t miss any critical information and can refer back to it whenever needed.

Now, let’s talk about empathy. Putting yourself in your client’s, coworker’s, or even your manager’s shoes can work wonders for your professional relationships. Take the time to understand their perspective, motivations, and challenges.  This often leads to asking more questions which will lead to a deeper connection and understanding of the project or problem. Ultimately you’ll be able to deliver better results.

Remember, feedback is your ally, not your enemy. Don’t shy away from asking for feedback throughout the project. And don’t restrict yourself to asking by email!  Use the phone or ask for a quick meeting. Feedback is an excellent opportunity to gauge their satisfaction and make necessary adjustments along the way. By inviting constructive criticism, you demonstrate your commitment to continuous improvement and show your clients that you value their opinions.

Lastly, let’s address those written communication nuances. When you’re sending emails or texts to clients, make sure your messages are clear, concise, and professional. Watch your tone and consider how your words might be perceived. Remember that non-verbal cues like body language won’t be present, so clarity and tactfulness are essential. Use proper grammar and formatting to enhance readability and professionalism.

Listening to your clients is critical to your success as a professional but it goes beyond hearing. By being an active listener, repeating back what you heard, taking notes, being empathetic, asking for feedback, and being open to criticism, you can build stronger relationships and deliver better work.