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8 Ways to Translate Tasks

8 Ways to Translate Tasks

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    Emails. Memos. Project descriptions. It’s not uncommon to have a stack of communications each day that we have to translate into tasks that we can actually make a little progress on. It’s a skill that is becoming more and more important if you want to actually maintain a reasonable level of productivity. Even if you plan to say ‘no’ to any of the requests coming your way, you still have to identify them first.

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    1. Scan for requests
      More than a few people will bury their requests in polite communications. In between questions about your family and catching you up on what’s actually been done of a project, they’ll slip in something along the lines of “I need you to…” or “Could you…” or “Please take care of…” These words are like tags, noting what part of a particular memo or email is actually the task you need to complete. Jump right to them and skip all the long lead-ins in order to process requests faster.
    2. Look for action verbs
      Not everyone uses the phrases that make requests easy to identify. Stating the specific task is equally common — and such statements can typically be found by scanning a document for action verbs. Some action verbs can translate into big projects — or are difficult to actually translate into a task. Action verbs are easy to find but aren’t easy to act on.
    3. Take the sender into account
      Comprehending just what someone’s asking you to do is an issue of context. While it’s nice to think that we can just flip through a list of email messages and pluck out tasks with ease, the fact of the matter is that you have to at least read who sent you each message to provide the context of what the message means. After all, if your mom asks you to help her with a website, the request means something far different than if your supervisor asks you to help her with a website.
    4. Find the first step
      For the larger projects that get dropped on your desk, don’t bother trying to plan out a whole time line immediately. That, in and of itself, is easily a large task. Instead, identify the first step you really need to take and make a note that planning out the rest of your approach is also on your to-do list. There’s not always an easy way to identify a first task immediately, but if you routinely work on similar projects, you can probably guess what the first step will be on your next assignment.
    5. Process first
      There’s some debate over whether you should try to accomplish small tasks as you become aware of them. Personally, I stick to processing all but the smallest tasks first. For instance, as I read my email, I generally make a note of what I need to do to take care of whatever question, problem or specific task I find in my emails. I can process faster when I’m not stopping to complete minor tasks.
    6. Get everything in one inbox
      Even if you have to move around messages yourself having one inbox where you can sort through everything can make it easier to extract information from all the emails, documents and more that get passed your way. It especially helps you see when you’re getting the same request through different channels, minimizing the chance you’ll duplicate your work. Even if you’re just picking up a pile of papers and moving them to your physical inbox, you can help speed up the time it takes to process this sort of information, just by having it all in one place.
    7. Ask for clarification
      One of the few things I will do while processing new tasks is to get any necessary clarification. If there’s anything at all that confuses me, I immediately send an email requesting any necessary details or clarifications so that I can be sure that I’m adding the right task to my list. If you’re not sure that you’re correctly interpreting a message, go ahead and confirm you’re thinking the right way: send back an email restating the task and ask for a little confirmation.
    8. Avoid skipping complicated questions
      Skipping an email or memo and promising to come back to it later is an easy way to make sure something slips between the cracks. Rather than avoiding complicated requests or tasks, get them out of your inbox now. That doesn’t mean that you have to figure them out, though — if it’s taking forever to try and figure out just what’s being asked for you, ask for a clarification. You can even turn down the request if that’s a better option. Either way, though, don’t put it off until a later that will never come.

    There’s one bonus tip I can offer: make the emails and memos you send to others easy to translate into tasks. While it may not help you complete your own tasks, making the effort to streamline others’ efforts means that you can minimize back-and-forths about what a colleague really needs to accomplish. It will save you more time than you might expect and might just convince someone else to communicate tasks more clearly as well.

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    If you have any tips on processing all the communications that cross our desks into actions we can actually move forward on our tasks, please share them in the comments.

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    Last Updated on February 11, 2021

    Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating

    Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating

    How often have you said something simple, only to have the person who you said this to misunderstand it or twist the meaning completely around? Nodding your head in affirmative? Then this means that you are being unclear in your communication.

    Communication should be simple, right? It’s all about two people or more talking and explaining something to the other. The problem lies in the talking itself, somehow we end up being unclear, and our words, attitude or even the way of talking becomes a barrier in communication, most of the times unknowingly. We give you six common barriers to communication, and how to get past them; for you to actually say what you mean, and or the other person to understand it as well…

    The 6 Walls You Need to Break Down to Make Communication Effective

    Think about it this way, a simple phrase like “what do you mean” can be said in many different ways and each different way would end up “communicating” something else entirely. Scream it at the other person, and the perception would be anger. Whisper this is someone’s ear and others may take it as if you were plotting something. Say it in another language, and no one gets what you mean at all, if they don’t speak it… This is what we mean when we say that talking or saying something that’s clear in your head, many not mean that you have successfully communicated it across to your intended audience – thus what you say and how, where and why you said it – at times become barriers to communication.[1]

    Perceptual Barrier

    The moment you say something in a confrontational, sarcastic, angry or emotional tone, you have set up perceptual barriers to communication. The other person or people to whom you are trying to communicate your point get the message that you are disinterested in what you are saying and sort of turn a deaf ear. In effect, you are yelling your point across to person who might as well be deaf![2]

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    The problem: When you have a tone that’s not particularly positive, a body language that denotes your own disinterest in the situation and let your own stereotypes and misgivings enter the conversation via the way you talk and gesture, the other person perceives what you saying an entirely different manner than say if you said the same while smiling and catching their gaze.

    The solution: Start the conversation on a positive note, and don’t let what you think color your tone, gestures of body language. Maintain eye contact with your audience, and smile openly and wholeheartedly…

    Attitudinal Barrier

    Some people, if you would excuse the language, are simply badass and in general are unable to form relationships or even a common point of communication with others, due to their habit of thinking to highly or too lowly of them. They basically have an attitude problem – since they hold themselves in high esteem, they are unable to form genuine lines of communication with anyone. The same is true if they think too little of themselves as well.[3]

    The problem: If anyone at work, or even in your family, tends to roam around with a superior air – anything they say is likely to be taken by you and the others with a pinch, or even a bag of salt. Simply because whenever they talk, the first thing to come out of it is their condescending attitude. And in case there’s someone with an inferiority complex, their incessant self-pity forms barriers to communication.

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    The solution: Use simple words and an encouraging smile to communicate effectively – and stick to constructive criticism, and not criticism because you are a perfectionist. If you see someone doing a good job, let them know, and disregard the thought that you could have done it better. It’s their job so measure them by industry standards and not your own.

    Language Barrier

    This is perhaps the commonest and the most inadvertent of barriers to communication. Using big words, too much of technical jargon or even using just the wrong language at the incorrect or inopportune time can lead to a loss or misinterpretation of communication. It may have sounded right in your head and to your ears as well, but if sounded gobbledygook to the others, the purpose is lost.

    The problem: Say you are trying to explain a process to the newbies and end up using every technical word and industry jargon that you knew – your communication has failed if the newbie understood zilch. You have to, without sounding patronizing, explain things to someone in the simplest language they understand instead of the most complex that you do.

    The solution: Simplify things for the other person to understand you, and understand it well. Think about it this way: if you are trying to explain something scientific to a child, you tone it down to their thinking capacity, without “dumbing” anything down in the process.[4]

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    Emotional Barrier

    Sometimes, we hesitate in opening our mouths, for fear of putting our foot in it! Other times, our emotional state is so fragile that we keep it and our lips zipped tightly together lest we explode. This is the time that our emotions become barriers to communication.[5]

    The problem: Say you had a fight at home and are on a slow boil, muttering, in your head, about the injustice of it all. At this time, you have to give someone a dressing down over their work performance. You are likely to transfer at least part of your angst to the conversation then, and talk about unfairness in general, leaving the other person stymied about what you actually meant!

    The solution: Remove your emotions and feelings to a personal space, and talk to the other person as you normally would. Treat any phobias or fears that you have and nip them in the bud so that they don’t become a problem. And remember, no one is perfect.

    Cultural Barrier

    Sometimes, being in an ever-shrinking world means that inadvertently, rules can make cultures clash and cultural clashes can turn into barriers to communication. The idea is to make your point across without hurting anyone’s cultural or religious sentiments.

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    The problem: There are so many ways culture clashes can happen during communication and with cultural clashes; it’s not always about ethnicity. A non-smoker may have problems with smokers taking breaks; an older boss may have issues with younger staff using the Internet too much.

    The solution: Communicate only what is necessary to get the point across – and eave your personal sentiments or feelings out of it. Try to be accommodative of the other’s viewpoint, and in case you still need to work it out, do it one to one, to avoid making a spectacle of the other person’s beliefs.[6]

    Gender Barrier

    Finally, it’s about Men from Mars and Women from Venus. Sometimes, men don’t understand women and women don’t get men – and this gender gap throws barriers in communication. Women tend to take conflict to their graves, literally, while men can move on instantly. Women rely on intuition, men on logic – so inherently, gender becomes a big block in successful communication.[7]

    The problem: A male boss may inadvertently rub his female subordinates the wrong way with anti-feminism innuendoes, or even have problems with women taking too many family leaves. Similarly, women sometimes let their emotions get the better of them, something a male audience can’t relate to.

    The solution: Talk to people like people – don’t think or classify them into genders and then talk accordingly. Don’t make comments or innuendos that are gender biased – you don’t have to come across as an MCP or as a bra-burning feminist either. Keep gender out of it.

    And remember, the key to successful communication is simply being open, making eye contact and smiling intermittently. The battle is usually half won when you say what you mean in simple, straightforward words and keep your emotions out of it.

    Reference

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