Trade Tips: But I Thought You Said…

Trade Tips: But I Thought You Said…

By: Nicole Hayes

We’ve all been there. Someone gives us an instruction and we neglect to truly listen, fully understand, ask questions and write it down. We return to our desk to carry out the task thinking we heard one thing and inevitably learn we were told something else. The project has now taken on another shape, with unnecessary time and resources involved. The  response from the poor listener tends to be, “But I thought you said to…” and the person communicating the instructions could rightfully  reply, “What I said was…” Soon each person could blame the other for miscommunications.

To avoid such impasses, property sales entrepreneur and author of Little Things Matter, Todd Smith shares “Six Ways to Avoid Misunderstandings.” Here are Todd’s tips:

1)      Make Sure Your Written Communications Are Clear. Reread your message to determine if it could be misunderstood in some way.

2)      Evaluate the Clarity of Your Written Communications.  People aren’t mind readers and most of your key thoughts may lie trapped in your head and not fully communicated.  Be clear and deliberate with what you say.

3)      Write All Things Down and Repeat Them.  Make a commitment from now on to write down instructions given to you. Then, review those instructions with the person.  This will also give you a confidence in completing the task.

4)      Watch for Potential Misunderstandings. Pay attention to comments people make, confused looks on their faces in responses or other distractions that may brew miscommunications.

5)      Confirm All Details in Writing. Event dates, deadlines, deliverables, roles you’re assigned—write it all down so there is no confusion. You are 100% accountable for ensuring the information received is correct. The more personal responsibility you accept in this process the less likely a miscommunication will occur.

6)      Ask Others to Repeat What They Heard. Ask others to repeat their instructions back to you, to confirm what was said. You can also gain clarity by saying, “What I believe I heard you say was…” and that person will indicate whether or not the instructions you’ve received are correct.

As communications professionals we know it’s not always about talking, but more listening. Maybe you’re already using these tips, but if not, we share these tools to improve.  All the best!