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7 tips on how to give clear, understandable instructions to staff

7 tips on how to give clear, understandable instructions to staff

Giving clear understandable instructions is one of those things that sounds easy to do but in real life can actually be more complex, especially in an office environment or within a business. Mixed messages, assumptions and multiple options mean that the message received might differ from what we actually meant.

Earlier this year, I decided to enlist the assistance of a VA, (virtual assistant), from elance.com. I had never used a virtual assistant before and it quickly taught me the importance of giving clear, defined direction if you expect your instructions to be understood and acted upon in the way you want! This is particularly important when you are not face to face to deliver the instructions, as when directions are given over email or written it is hard to gauge the tone and you cannot physically point things out!

Furthermore, my VA was based in Malaysia where English was not his first language, thus it was even more important to give out clear instructions!

From my experiences, I want to share with you my top 7 tips on how to give instructions that are clear and get the job done that you want!

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1. Don’t assume they know what you mean

You know what they say, that assumption is the mother of all mistakes! Don’t be the fool that assumes people know what you mean. Whist most people in your office or business will be intuitive and switched on, they are not mind readers. An imperative when delivering clear instructions is to not assume the recipient knows what you mean, and this can be for anything from industry acronyms to who to contact in different departments or organisations. It will only take you a few seconds more to explain the details.

For example, I had instructed my VA to use tweetdeck (an app that schedules pre-written tweets), however just because I had heard of tweetdeck doesn’t mean that they have and I was wrong to assume that they had.

2. Be clear and specific

Everyone loves a waffle (dripping in maple syrup please) but no one likes waffle in conversation and especially not in an email or when it is a set of instructions. Whilst you don’t want to ramble on in your set of instructions (that would be a waste of your time and to be honest, they’d switch off after a while) you do want to ensure that your instructions are clear, specific and concise. Personally I prefer not to butter it up, and would rather get straight to be the point on what needs to be actioned or delivered, rather than making the instructions too flowery, which will only confuse.

For example, don’t just instruct “send a selection of the briefings to a few key stakeholders”, instead state how many stakeholders and to who, and what briefings! I often find it helps to bullet point as it reduces the temptation to waffle on and it helps your instructions and actions be more focused.

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3. Give time frames

Do not confuse matters by not being specific with your time frames and deadlines. What you consider as “soon” might be very different from your colleagues. If you think “soon” is the next couple of hours, yet your staff who you have instructed considered it to be in a few days then this communication is going to have serious implications in any business or project!

4. Give examples

Whenever possible, make sure you give examples. This will be especially beneficial if they are new to the role, or if they haven’t carried out the task before. This will help to add clarity to you instructions and help form a clearer picture of what it is you mean and want.

For example, if you are asking them to design a customer satisfaction survey for your new product then you might want to send them examples of other surveys previously used to give them bit of an idea.

5. Give alternatives

When delivering your instructions it is worth considering giving some alternatives just in case your preferred option of instruction is not viable or available.

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For example, it could be “I want you to set up a meeting on the 20th of this month for 2 hours with the Finance Director. If they are not available on the 20th, then the afternoon of the 26th will be fine, or we can meet with the Commercial Analyst instead”.

By giving alternatives you are empowering your staff to get the job done with minimal fuss and constant checking back in with yourself. The beauty of tasking someone else to do something is that you don’t have to do it, which will save you time. By setting alternatives they don’t have to keep coming back to you, after all it won’t save you time if you have to keep responding to queries.

6. Set boundaries

Personally I am not one for micro managing and because of this I am not one for people to keep checking in with me whether they should do something or not. Once a task is set, the instructions should be clear enough that further confirmation and clarification is not needed (however saying this it is obviously best to seek clarification if unsure!) If this rings true with you then you need to make sure that your instructions are clear so that they are certain what they are doing and don’t feel the need to keep coming back with questions. As with tip 5, setting boundaries is very important, especially if you cannot think of alternatives at the time then boundaries might work.

For example, you might instruct “go to the supplier and order 100 units. If the normal supplier is out of stock then it is fine to use a new supplier so long as they are no more than 10% more expensive and can deliver within 3 working days”. Here you haven’t been specific with your alternatives but clear enough on boundaries for them to make the call.

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7. Get clarification

Before you let your staff loose on the basis of your instruction, it wouldn’t hurt to seek clarification from them to ensure that they understand what the task at hand is and what is expected. You could simply ask at the end if there are any questions but the one issue with that is that it is all too easy to just simply say “no”. Either they might think they understand or they might even be too shy to ask! Perhaps ask them to recap on what is required, or what the priorities/objectives are so that you can ensure what you’ve said is what’s been heard!

Featured photo credit: picjumbo via picjumbo.com

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Alice Dartnell

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Last Updated on February 11, 2021

10 Secrets of Making Every Presentation Fun, Engaging, and Enjoyable

10 Secrets of Making Every Presentation Fun, Engaging, and Enjoyable

Not a lot of people are good at public speaking. You could even say that virtually everyone needs to get some practice, and preferably good guidance, before they can learn to stay calm when facing a room full of people. Having all eyes on you is an uncomfortable experience and it takes time to get used to. However, even if you can manage to control your stage fright and stay focused, it doesn’t necessarily mean that your presentation won’t put people to sleep. This is usually the case with long presentations on a very dull subject, with the presenter speaking in a monotone voice and dimming the lights to play a PowerPoint presentation.

You have to work hard to develop the right skills

If you want to be remembered and actually get people engaged, you need to make your presentation fun and enjoyable, without coming off as corny or desperate to please. I know, it doesn’t sound that easy at all! A good presentation during a promotional event or given to an important client can be a game changer for your business, so it is easy to get stressed out and fail to perform all that well. Luckily, giving an interesting lecture is something that can be practiced and perfected. There is plenty of advice out there on the topic, but let’s look at the most important aspects of giving a memorable and fun presentation.

1. Make your presentation short and sweet

With very long, meandering speeches you tend to lose the audience pretty early on, and from then on out it’s just a test of endurance for the few bravest listeners. Not only will people’s attention start to drop rapidly after sitting and listening to you talk for 30 minutes, but you also risk watering down your core ideas and leaving your audience with little in the way of key phrases and important bits of information to take away from the whole ordeal. Famous speakers throughout history have known the importance of condensing the information by using well thought out sentences and short phrases loaded with meaning.

JFK’s famous: ”It’s not what your country can do for you, but what you can do for your country,” expresses so much in very few words and gets the audience thinking. Ancient Spartans, for example were famous for their quick, dry wit, often demolishing their opponent’s argument with a single word or phrase. You’ll want to channel that ancient spirit and be as concise as possible when preparing your presentation.

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2. Open up with a good ice breaker

At the beginning, you are new to the audience. There is no rapport, no trust and the atmosphere is fairly neutral. Even if some of the people there know you personally, the concept of you as an authority on a particular matter giving a speech will be foreign to them. The best way to encourage a warm and friendly atmosphere is to get some kind of emotional response out of the audience right at the beginning. It doesn’t matter what emotion it is, you just need to connect with them on a more personal level. It can be shock, curiosity, laughter, knowing smirks, nervousness – whatever gets them out of that initial feeling of indifference. There are different kinds of effective ice-breakers, but generally speaking, the most successful ones utilize one of these tactics:

  • Joking
  • Tugging on their heart strings
  • Dropping a bombastic statement
  • Telling an interesting and relevant anecdote
  • Using a metaphor or drawing comparisons

You can make a small, self-deprecating comment, stir the presentation one way and then suddenly surprise the audience, use sarcasm, open up with a short childhood story that taught you a lesson, quote a famous person and elaborate on it from personal experience, use an inspirational anecdote or hit them with a bit of nostalgia. Just remember to keep it short and move on once you’ve gotten a reaction.

3. Keep things simple and to the point

Once you’re done warming up the crowd you can ease them into the core concepts and important ideas that you will be presenting. Keep the same presentation style thoughout. If you’ve started off a bit ironic, using dry wit, you can’t just jump into a boring monologue. If you’ve started off with a bang, telling a couple of great little jokes and getting the crowd riled up, you have to keep them happy by throwing in little jokes here and there and being generally positive and energetic during the presentation. You need a certain structure that you won’t deviate too far from at any point. A good game plan consists of several important points that need to be addressed efficiently. This means moving on from one point to another in a logical manner, coming to a sound conclusion and making sure to accentuate the key information.

4. Use a healthy dose of humor

Some of the best speeches and presentations in the world, which have been heard and viewed by millions, all feature plenty of humor. No matter the subject, a great speaker will use natural charisma, humor and beautiful language to convey their points and get the crowd excited about what they are saying. A great example of building rapport with the audience through the use of humor is Barrack Obama talking about the government building Iron Man.

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It is silly and fun, and absolutely not something that you would expect from a man in a position of power speaking in such a serious setting – and it’s exactly why it works. The more serious the situation and the bigger the accent on proper social behavior, the harder your jokes will hit.

5. Try to tell a story instead of ranting

Some people can do all of the above things right and still manage to turn their short and fun little presentation into a chaotic mess of information. You don’t want your speech to look like you just threw a bunch of information in a blender in no particular order. To avoid rambling, create a strong structure. Start with the ice breaker, introduce the core concepts and your goals briefly, elaborate on the various points in a bit more detail, draw logical conclusions and leave your audience with a clear takeaway message. You want to flow naturally from one part to the next like you are telling a big story chapter by chapter.

6. Practice your delivery

Standing in front of the mirror and practicing a speech or presentation is a technique as old as mirrors – well, come to think of it, as old as human speech, since you can see yourself reflected in any clear and calm body of water – and that means that it is tried and true. The theory is incredibly simple, yet the real problem is actually putting in the effort day in and day out. Work on your posture, your tone of voice, accent, pauses between sentences and facial expressions. The most important thing is to talk slowly and loudly enough to be heard and understood clearly. Many famous speakers, such as Demosthenes and King George VI, overcame speech impediments through hard work.

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7. Move around and use your hands

Although you won’t instill confidence in your project if you are very jittery, moving around erratically, not knowing what to do with your hands and making fast movements, standing dead still can be just as bad. You shouldn’t be afraid to use your arms and hands when talking as it makes you seem more passionate and confident. The same goes for moving around and taking up some space. However, try to make slower, calculated and deliberate movements. You want your movements to seem powerful, yet effortless. You can achieve this through practice.

8. Engage the audience by making them relate

Sometimes you will lose the audience somewhat in techno-babble, numbers, graphs and abstract ideas. At that point it is important to reel them back in using some good, old-fashioned storytelling. Make comparisons to events from everyday life that most people are more than familiar with. By making things look simple, not only will you help your audience get a better understanding of the subject by enabling them to visualize the information more clearly, you will also draw a connection between you. After all, you are all just regular people with similar experience, you just happen to be performing different roles at the moment.

9. Use funny images in your slides

Although slides are not really necessary at all times, if you do need them to make your point and present your information more effectively, it’s best to liven them up. They say that facts aren’t always black and white, and your presentation should reflect this. Add a bit of color, make the information stand out and use an interesting animation to switch from slide to slide. You can use the slides to add some more humor, both in terms of the text and the images. An image that is used to elicit a positive response needs to be funny within the context of what you are discussing. For example, if you are discussing the topic of authority, an image of Eric Cartman from South Park in a police uniform, demanding that you respect his “authoritah,” is a nice way to have a bit of fun and lighten things up.

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10. End on a more serious note

When all is said and done you will want the audience to remember the core concepts and keep thinking about what you have said after the presentation is over. This is why you should let things naturally calm down and end with an important idea, quote or even a question. Plant a seed in their mind and make them think. Let us turn to Patrick Henry for a great way to end a speech: “Is life so dear or peace so sweet as to be purchased at the price of chains and slavery? Forbid it, Almighty God! I know not what course others may take; but as for me, give me liberty or give me death.”

As you can see, there is quite a bit to learn when it comes to giving a good presentation, one that is both memorable and fun. Be sure to work on your skills tirelessly and follow in the footsteps of great orators.

Featured photo credit: Austin Distel via unsplash.com

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