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For many, clear and effective communication is the cornerstone of a successful business. Yet, ensuring that messages are heard and comprehensively understood can be challenging amid the many forms of communication exchanges between employees, clients and stakeholders.
So, how do leaders ensure clarity and accurate understanding in vital conversations? Below, 20 Forbes Business Council members discuss strategies to ensure that messages are not just transmitted but received, deciphered and internalized with precision. Read on to discover ways to create stronger relationships and organizational effectiveness through clear communication.
1. Establish Alignment
Alignment is key because it creates agreement. Alignment allows different opinions in the discussion to create the end result of agreement. Active and reflective listening is important. For example, I use sentences like, “What I’m hearing is—” and ask, "What are you hearing from me?” to distinguish interpretations from facts. Without alignment, agreement can’t be achieved. - Ariya Malek, Educational Awakening Center
2. Confirm Your Understanding Through Comments
I do my best to leave my phone aside and make confirming comments to make sure I heard what they said the way they intended it. For example, that can go like, "If I'm understanding you correctly, you did not like it when I pointed out the issue in the meeting in front of your peers." I then take ownership and discuss ways we could handle it differently next time. - Ryan Lucia, Such n Such Media
3. Prepare Yourself
I plan, think and prepare for the conversation and then take two to five minutes to sit quietly to deepen my awareness. When possible, I avoid using "you" statements and remember that I'm speaking with another human. I communicate the one or two things that are the most essential discussion points and work to develop mutual clarity and shared ownership for the desired outcome: A win-win. - Kent Gregoire, Stakeholder Business
4. Utilize The 'Feedback Loop'
There is one method I use without fail to ensure an important message is heard fully and accurately. I call it the "feedback loop." This involves repeating information back to the person and confirming that you understand their perspective. This method has proven to be effective time and time again, especially in high-pressure situations where communication breakdowns can happen all too easily. - Michael Shribman, APS Global Partners Inc.
5. Prepare Written Documents
Making sure that everyone leaves an important conversation on the same page is critical. It sounds elementary, but when I lead these types of conversations, I always make sure to have an organized, written agenda to help make sure all of the key topics are covered. I also share a written readout from the meeting that captures each goal and each stakeholders' related responsibilities. - Emily Kane Miller, Ethos Giving
6. Practice Active Listening
It is always important to communicate your message and then actively listen to any response that may come back. It is only through active listening that you can fully engage and ensure that your message has been heard fully and accurately. - Adam Taubenfligel, Triarchy
7. Provide Details With A Timeline
I spend the bulk of my day communicating by solving issues, nurturing customer relationships and coaching. Given the amount of time I have each day, the time must be well-spent. I must listen and be heard to close potential communication gaps. One technique I find most effective is providing specific details with a timeline. This manages expectations on both sides and builds trust. - Suzanne Ogle, Southern Gas Association
8. Listen, Observe And Empathize
Conversation is not just the reception and transmission of audio, it is a multi-channel data exchange. For me, the essence of communication lies in listening, observing and empathizing more than just talking for an effective exchange of information and context. When this strategy is collectively used, you communicate but when done on an individual level, it is just transmission. - Vaibhav Dobriyal, LUMIQ
9. Promote Open Communication
I encourage open communication to prompt others to share their perspective. In crucial conversations, I also employ active listening to confirm mutual understanding. By paraphrasing key points and encouraging feedback, I ensure the other party comprehends my message. This method fosters effective communication and promotes a collaborative dialogue, enhancing overall engagement and shared understanding. - Kranti Ponnam, Kipi.bi
10. Ask For Confirmation
I use a confirmation method to confirm the understanding of important information. I ask questions and ask the other party to retell what was said. This helps avoid misunderstandings and ensures effective communication in professional discussions. - Emil Loktev, Walzon LLC
11. Speak And Listen To Understand
I rephrase what I thought I heard to ensure we are on the same page. Using phrases, such as, "If I heard you correctly, you said—" or stating, "This is what I understand you are saying; did I miss anything?" ensures communication is effective and two-way. Often, we speak without regard to the fact that we have different backgrounds and life experiences. Understanding diversity matters in communicating effectively. - Sandy Harvey, Exodus Consulting Group, LLC
12. Focus On Clarity
Cut the fluff, jargon or industry speak. Speak in simple, clear terms. Then, do a "check-back" where you ask the receiver to summarize what you've said. This ensures they've absorbed the crux of your message. Likewise, actively listen and then reflect back their points. It's about mutual clarity, not just broadcasting. - Maxim Atanassov, IUVO Consulting Corp.
13. Demonstrate Your Understanding Through Next Steps
The best way I have found to ensure that one's message is heard fully and accurately is a combination of paraphrasing or summarizing and validating the next steps. First, use synonyms or build a different, shorter sentence with the exact same meaning. Then, summarize action items and next steps while making sure to assign an owner to these. If done properly, this should avoid any issues. - Ghadi Hobeika, Artefact
14. Listen With Intent
My philosophy is simple: "Find a problem and become the solution." I focus intently on what my clients are sharing, absorbing every detail and then echoing back my understanding. By doing this, I not only grasp their needs fully but also ensure they feel genuinely heard. This approach sets the perfect foundation for us to develop targeted strategies that really nail their objectives. - Kelly Rocklein, UGC Pro
15. Reinforce Conversations With Active Listening And Summaries
In important discussions, I actively listen, paraphrase to confirm understanding and watch for non-verbal cues. Clear, concise communication and feedback are encouraged. Afterward, a written summary is sent to all parties, ensuring alignment on key points and planned actions and reinforcing clarity and shared understanding of our conversation's outcomes. - Arunabh Dastidar, RealSage
16. Take Accountability For Miscommunication
After delivering the message, I will explain to the other individual that I sometimes miscommunicate. I then ask if they might repeat back to me what I just said. I do so tactfully so as not to offend or condescend, again accepting the blame if I miscommunicated originally. - Tom Freiling, Freiling Agency
17. Request A Summary Of Key Points
I ensure that my message is not only received but thoroughly understood by requesting the other party to reiterate key points in their own words for confirmation. Additionally, I also ask questions to understand if my message is heard clearly and encourage them to ask me questions if something is unclear. I always ask questions that prompt further explanation and encourage deeper understanding. - Gayatri Panda, Themis Technologies
18. Create An Opportunity To Clear Up Confusion
When I want to make sure I am fully heard by any employee, client or so on, I always make sure to ask, "Which part are you most hesitant about or foresee an issue with?" To answer this question, the person I am talking to should have heard my message fully or they will bring out which parts they didn't. When it is the other way around, I make sure to always summarize what they have said back to them. - Mina Elias, Trivium Group
19. Be Direct And Empathetic
I've cultivated a unique approach by being direct and leveraging the power of empathy. When I initiate a conversation, I clearly state my message and enrich it with personal experiences and stories. After sharing, I try to go silent. I actively listen, encouraging the other party to share their thoughts or repeat the message in their own words. This fosters a deep connection. - Michael Seaman, Swipesum
20. Outline Key Points
I always make sure the conversation has a set list of bullet vocal points to tackle. When having important conversations, without the right management, the conversation can go in many directions without a clear outcome. With a bullet point list of vocal points, conversations flow faster and also have a higher success rate. - Jason Wojciechowicz, Wojo Media
