Business communication is different from other types of communication. It always needs to be clear and concise, and most of the time it needs to be fast. But fast or slow, when you give a speech or presentation, or send an email or memo, remember that you’re giving them information, but you also want them to do something with it.
To help make sure your communication has the right focus, the Michael Hyatt blog has five questions to ask yourself while preparing to communicate. They are:
- What do they need to know?
- Why do they need to know it?
- What do they need to do?
- Why do they need to do it?
- What can I do to help them remember?
Especially if you have a lot of information to convey, these questions can help keep the presentation focused and easily digestible by the participants. They should also drill-down the scope of what is to be covered to just the parts that are pertinent or important to the actual audience.
The question that I believe is the most crucial is number four. It’s tough—and frustrating—to be told to do something without knowing why or how the task fits into the big picture. Telling people the why along with the what lets them be a part of the team.
But my favorite part of number four is that if everyone knows the goals and greater purpose, then each can be on the lookout for problems, or even opportunities for improvement. Instead of just one person trying to hold everything together, there’s a team working together towards the finish line.