Giving Clear Instructions

Whether you are a company president or the most junior member of an organization you give directions, instructions, orders, suggestions or make requests every day. Getting the results you want may not always happen. If your instructions or requests were inadequate, mistakes can happen, wasting time and money. You may react by exactly repeating your original request, ONLY LOUDER!

Here are some tips that are helpful in sending better instructions:

1. Visualize the results you want

After you decide what you want, develop suggested procedures and determine what the other person needs to get the job done.

2. Discuss the task

Most people like to know why a task needs to be done. Share the reason with the other person. Present the desired result, deadline, resources to access (if known), possible obstacles and potential solutions. Use illustrations or other visual aids if appropriate. Reassure the other person that he can accomplish the task.

3. Don't rush

Good directions save time. If you or the other person doesn't have enough time to go over the project sufficiently, schedule another time to discuss it. Don't overwhelm the other party if the task is complex or will take a lot of time. You may want to give additional instructions after each part is completed.

4. Be specific

Vague instructions give vague results. Use specific, direct, concrete language that the other person understands. Avoid abstract or ambiguous terms.

5. Stay consistent

If you communicate you want something done one way, don't change in the middle without sufficient explanation. Likewise, don't complain later that the task should have been done a different way.

6. Ask for understanding

Ask the other person if they understand what is to be done and if they have any questions. Additionally, if appropriate, ask the person how they will approach the problem.

7. Follow-up

Check-in with the other person regarding the status of the project. Convey your interest in their progress, but don't become a pest.

8. Don't "Order"

No one likes to be ordered around. Most people want to take responsibility for a task. Leave room for them to do so and allow them to use their creativity.

Every month we give recommendations on making your work life more manageable and enjoyable. Check the website for other tips in this series