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The Most Underutilized Tool for Effective Communication

The Most Underutilized Tool for Effective Communication

So much of my management coaching practice is about providing people with better tools for the common problems they continue to struggle with. At times, these “new” tools are actually things we learned way back when we were in school. We had tuned out our teachers while we were learning them, thinking, When will I ever use this stuff? Well, lo and behold, you became a manager, and that when is now.

For instance, there is a certain tool I have found to be extremely effective in clearing up all sorts of communication glitches in organizations, and it works almost instantly. It’s something most of us learned about way back in our primary school English classes, but we forgot about it that long ago too, because our English teachers were pretty much the only people who talked about it. Once I remembered it, I discovered it to be one of the most powerful communication tools we could use in our company so that expectations would be clear. That tool, harking back to English 101, is vocabulary.

According to AskOxford.com,

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“the Second Edition of the Oxford English Dictionary contains full entries for 171,476 words in current use, and 47,156 obsolete words.”

With so many words to choose from, if you speak English, chances are that vocabulary is something you need pretty badly at work. When you use certain words in your organization, you leave them open to interpretation when you are not specific about defining them. On the other hand, creating concise vocabulary within an organization will shape the language you specifically choose to employ when you communicate with each other.

In the work world, think of vocabulary as your misconception killer. My experience has been that people don’t find vocabulary conversations at work insulting or condescending. On the contrary, they become very grateful that we didn’t assume so much and made our intent so clearly known. Even when people define words correctly, they can misinterpret the context in which they are used, or find that they are just too broad and not succinct enough. In these cases, vocabulary becomes a tool for narrowing down the variables; it can save heaps of time because intention is so immediately clear.

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Let’s look at a few examples of common work related words that are often used interchangeably in many organizations, and I’ll explain how we use them very specifically in my company to create our own language of intention with them.

    Objective and Goal

For us, our objectives are the strategic objectives which are company wide, shared by every single person in the organization. Goals relate to people individually, and what they wish to learn and achieve to grow within the organization on a personal basis.

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    Systems and Processes

With these two words, process is the word of choice when the way things work involve the performance of people. This is easy to remember, in that we keep the 3 p’s of people, performance, and process together. On the other hand, systems refer to things like paper trails, electronic and IT systems, and those largely automated structures we have in place; they are universally “systemic” and not driven by individual choice. Once the setting part is done, the people involvement is minimal.

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    Management and Leadership

Both such robust, intricate, and complex verbs! We find it useful to use ‘classic Webster’ on this one: “Manage; to bring about or succeed in accomplishing; contrive. Lead; to go before or with to show the way, conduct or escort.” Generally management is about our operational strategies, and leadership our visionary ones.

Which concepts would you love to have better defined in your company? How can specific vocabulary help cut through confusion and ambiguity for you?

Related articles:
Ho‘omau and your Language of Intention
What’s the difference between Mission and Vision?

Rosa Say is the author of Managing with Aloha, Bringing Hawaii’s Universal Values to the Art of Business and the Talking Story blog. She is also the founder and head coach of Say Leadership Coaching, a company dedicated to bringing nobility to the working arts of management and leadership.

Rosa’s Previous Thursday Column was: ROV Coaching: Gain Return on your Values.

More by this author

Rosa Say

Rosa is an author and blogger who dedicates to helping people thrive in the work and live with purpose.

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Last Updated on January 21, 2020

How to Motivate People Around You and Inspire Them

How to Motivate People Around You and Inspire Them

If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

So, how to motivate people? Here are 7 ways to motivate others even you can do.

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1. Listen

Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

2. Ask Open-Ended Questions

Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

“Why do you want to do that?”

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“What makes you so excited about it?”

“How long has that been your dream?”

You need this information the help you with the following steps.

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3. Encourage

This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

4. Ask About What the First Step Will Be

After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

5. Dream

This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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6. Ask How You Can Help

Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

7. Follow Up

Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

Final Thoughts

By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

Oh, and you’ll become a motivational super hero. Time to get a cape!

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Featured photo credit: Thought Catalog via unsplash.com

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