OK; so you are crystal clear on your objective. You've got your plan. You know your resources. You've thought about the obstacles and how they affect your plan.
The next step - Step 5, is to communicate your plan to your team and anyone else that needs to know. Good communication is the lubricant to you plans and actions.
A summary of the plan is a good place to start, smaller sections are easier to deal with. Then communicate each section to the parties involved and the whole plan in summary to the whole team and to everyone else who is involved. Also listen carefully to what is being said throughout this process. Careful listening is another key skill in communicating. You will then know what needs to be explained in a different way or whether you need to provide more detail.
Various individuals will need more detail and the key is to communicate that to them clearly.
The summary should let people know what others are doing. At the mini team level, they definitely need to know what the others around you are doing.
The chain of command needs to be known by everyone.
If there is any contingency planning, communicate that as well.
Tips for Step 5
1. Know your main point.
2. Be concise - Less is better. Don't ramble on. Get to the point.
3. Deliver one message at a time.
4. Get the attentions of those you are communicating with. Request it. Get their attention and this will gain their respect.
5. Only speak when you have their full attention.
6. When you use other people's names, it gets immediate attention and respect
7. Eye contact conveys sincerity. Powerful people look you in the eye. Weak people don't.
8. Use clear loud communication.
9. Know what you want to say ahead of time and speak clearly.
10. Touch: You can shake a hand, or touch a shoulder, be gentle for acknowledgment and heavy for reprimand.
11. Use visuals: body language, flip charts, power point, handouts, put thing in writing.
12. Voice tone, speed and volume: The words you say only account for 7% of comprehension. The tone, speed and volume account for 55% of comprehension. If people can't hear you they won't be led by you.
13. Use WE, Us, Our vs. I, Me, My
14. Inspire: use passion and emotion. Encourage people to a greater effort.
15. Give them the reason. Give them the WHY. The bigger the why the bigger the how.
16. When ever you instruct people about your plan you should ask them to confirm what you just told them. Ask them to repeat the instructions in their own words and listen very carefully. - Your communications need to be confirmed.
Step 5: Are You Communicating Clearly?
Reason with passion to inspire people!
You either affect or infect others!
Be Optimistic,
Exude Enthusiasm,
Be Proactive
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