Effective communication is at the heart of every successful team. Yet, many managers find themselves stuck in the back-and-forth of emails, documents that need major revisions, and chat threads that should have been a phone call.
The inability to communicate in writing clearly and concisely, leads to misunderstandings and inefficiencies. Thankfully, Davina Stanley, a communication strategist and expert, offers a wealth of knowledge on how to master the art of business communication. This blog distills key insights from her approach, providing managers with practical strategies to enhance their communication skills and drive better outcomes.
Clarity Starts with the Objective
Davina emphasizes the need to clarify the objective of any communication before you begin writing. Whether it's an email, a report, or a presentation, knowing what you want to achieve is crucial. For example, is an update really just about passing along information? Or do you need your readers to approve a delay in timeline, allocate additional resources, or advocate on your behalf? A well-defined objective ensures that your message is purposeful and directed. It prevents unnecessary details from creeping in and helps maintain the audience's attention.
Think from Your Audience’s Perspective
Understanding your audience is a fundamental aspect of effective communication. Davina highlights the importance of stepping into your audience’s shoes to anticipate their needs and concerns. Tailoring your message to resonate with your audience ensures that it is relevant and engaging, and provides the context necessary for them to follow your points. It shows empathy and understanding, which builds trust and rapport.
Before finalizing your message, Davina recommends you consider what your audience already knows, what they need to know, and how they prefer to receive information. This insight will help you craft a message that connects.
Take Time to Plan to Effectively Communicate in Writing
Many managers feel pressured to produce communications quickly, but Davina advocates for investing time in planning as a means of saving time in the long run. Planning allows you to organize your thoughts, reducing the likelihood of errors and the need for extensive revisions.
As part of the planning process, Davina recommends using a structured communication approach. Without a clear structure, messages can become muddled, leading to confusion rather than clarity. Structure helps you organize your thoughts, making complex ideas digestible for your audience. It ensures that your key message stands out and guides the reader through your argument logically.
Start by outlining your communication before you begin writing. Identify the key points you need to convey and the best order to present them. Then compose an opening sentence or two that captures the main message. Follow this with three to five supporting points, and conclude with a summary or call to action. This approach keeps your communication focused and impactful.
Align With Your Team on Shared Messaging
Davina underscores the importance of collaboration in communication. Engaging others in the writing process up front can streamline the collaboration and enhance the quality of the final message. This saves everyone time and energy from the back and forth edits as well as the rush of having to rewrite a document yourself just before the deadline.
To do this, Davina explains that we should talk with our team members about the objective of the written communication, the audience’s needs, and any particular key messages or language that should be used. This conversation, before any writing begins, will ensure everyone is on the same page, setting the writer up for success.
Mastering business communication is not just about avoiding misunderstandings—it's about inspiring action, building relationships, and driving results. Whether sending a simple email or crafting a key business document, it’s time to level up your writing. By adopting these strategies, you can leverage writing as a powerful leadership tool.
Listen to the entire episode HERE to learn more about how to effectively communicate in writing.
Keep up with Davina Stanley
Follow Davina on LinkedIn: https://www.linkedin.com/in/davinastanley/?originalSubdomain=au
Check out her written works and other services here: https://clarityfirstprogram.com/
20% Off All Resources
Davina is giving members of Podcast+ 20% off all her resources which includes her online courses and other tools to help managers and their teams clarify and convey complex ideas.
To get this guest bonus and many other member benefits, become a member of The Modern Manager Podcast+ Community.
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