Making Your Time Count (Part 1)

How to Communicate to Save Time

You may be tired of hearing rhetoric about how everyone needs to improve communication skills. However, are you aware that how you communicate can have a direct impact on your time? Clear communication is often the first step in ensuring that activities are finished correctly and on time. Additionally, communication can drain you of time or energy, or it can move you forward toward mutual goals. The following tips on communicating effectively to save time can help you reduce conflicts and use your time well.

State it Clearly

While it sounds obvious, many people do not take the time to stop and think about the best way to communicate a message. However, everyone has been in a situation that has circled around, seemingly going nowhere, simply because of poor communication.

In our hurry to get information out and resistance to taking the necessary time to listen to others, information becomes distorted, is not heard, and is not understood. It is worth taking the time upfront to ensure that the messages you convey are understood, and that messages you receive are understood.

When providing information, ask the other party to repeat the information back to you. Yes, it may sound silly, but this is an effective communication tool that allows both parties to clarify any misunderstandings before parting ways. If any confusion arises, it can be dealt with immediately, rather than after a project or task has been started or completed incorrectly.

Use this when receiving information as well. Repeat what you hear, and ask for any clarification. This ensures that you understand your part. It also demonstrates to the other person that you are interested in understanding and doing what is necessary to avoid conflict or unpleasant situations.

Awkward Situations

There are times when you simply don't have the time to communicate, such as when you are struggling to meet a tight deadline (due to a project being foisted onto you at the last minute) or need to concentrate for a length of time. Interruptions during these times are inevitable, so be prepared. If you do not have an action plan for dealing with these interruptions, you run the risk of communicating negatively and perhaps damaging relationships.

Inform those who may interrupt beforehand so that others understand you're busy. This can reduce the numbers of interruptions. When you are interrupted, politely ask how long the conversation will take, and if necessary, ask to schedule for later that day or at your earliest convenience. Let the other person know you're interested in what they need to say, but that you're temporarily unavailable. This validates the other party while allowing you to continue your work.

Use tools to deal with other types of interruptions, such as the phone or email. Turn off your phone's ringer, and allow voicemail to answer (just remember to return calls as soon as possible). In addition, turn off your computer's email alert system, so you won't be tempted to check new messages. Again, reply as soon as you're able.