According to Jeff Robbins with Yonder,
All communication needs to be intentional.
Seems fairly simply and straight forward…but is it?
Think about it…how much time do we honestly put into choosing our words? To be fair, some of us take time to measure and analyze our thoughts before giving voice to them while others are more apt to give voice and then reflect…or not!
In face to face interactions, even though our thoughts have been voiced, we generally have the opportunity to ‘take back’, or clarify as soon as we realize the message was not received in the manner intended. Not so easy to do when communication is shared through virtual channels.
Not only do we need to pay attention to the content of our messages, but also to the channel, the breadth of who receives the message, the frequency of communication, and the amount of information shared.
Working remotely, or virtually, calls for excellence – and intentionality – in communication. In fact, it can be our life line to clients, colleagues, contractors, and bosses! So how can we ensure that we are communicating to the best of our ability…and beyond? How can we be so intentional about our communications that ‘delete’ is not the first reaction when our name shows up on someone’s screen?
I believe this can be as simple as 4WH…yup, the old who, what, where, why, when, and how. Let’s build that out…
WHO addresses the receivers. Who needs the information that I am communicating? Who really needs to be included in the communication? Do I honestly need to hit ‘reply to all’?
WHAT considers the core or content of the message. What is the most important information that needs to be communicated?
WHERE thinks through the location of both sender and receiver. Where should each be when the communication takes place. Does the communication call for interaction that is best suited for a phone call, FaceTime, or Skype? Is privacy of utmost importance? Is dependable internet vital? Should there be limited noise?
WHEN pays attention to the timeliness of the communication. When does this information need to be communicated? When does the receiver need to receive this material: Immediately? By the end of day? No urgency at all? I like this excerpt from Fried and Hansson’s Remote: Office not Required
Questions you can wait hours to learn the answers to are fine to put in an email. Questions that require answers in the next few minutes can go into an instant message. For crises that truly merit a sky-is-falling designation, you can use that old-fashioned invention called the telephone.
HOW thinks about the channel of communication. How can I communicate this information in the most concise manner without compromising the content, urgency, sensitivity, or clarity?
WHY…perhaps the most important question of all. Why am I sending this message? What is the purpose? What is the expected outcome? What is my motive?
When you think about it, we can think through each of the 4WH filters in a very short amount of time, but the result of doing so will have long term benefit. Ready to give it a try? Ready to be intentional in your communication?