As leaders we often give our team instructions or directives on what to do.  To make as effective as possible, these instructions need to be clear and understandable.  To make clear and understandable, we cannot wing it.  Instead, we need to think ahead and often write down what and how we are going to give the instructions ensuring that we consider each of the following five keys.

Keep the message simple and clear

• Short (3 – 5 points) and ‘impossible to misunderstand.’  As Napoleon said, “orders must not be easy to understand. They must be impossible to misunderstand.”  Let me share an example of a message that was possible to misunderstand. 

As detailed in the book, There’s Got to Be a Better Way, engineers at Harley-Davidson were instructed to build an engine with 10% more power.  The engineers and designers spent several weeks discussing what more power was.  Did they need to get more horsepower (which would allow their motorcycles to reach higher top speeds) or more torque (which would allow their motorcycles to accelerate faster).  Finally, they had to have a meeting with Willie Davidson, a Senior Vice President and the grandson of one of the co-founders.  His response was that he wanted the new engine to beat the old engine off the line after a light turns green.  So, torque it was after a lot of wasted time and discussion.

• Stick to the essentials (avoid adding unnecessary details that can confuse the message) and focus on the action (what we want them to do).
• When complex, consider making a visual diagram or writing down the bullet points on a card ahead of time and giving to the person

Consider the other people’s perspective and level of knowledge and understanding

• Know the level and capability of your team and ensure that the message can be understood by them and the action can be completed by them

Explain the ‘Why’

• Explain why we are doing the action
• Give, as needed, any background to help with their understanding
• This leads to better buy-in and acceptance.

Ensure understanding

• Don’t ask, ‘do you understand?’
• Instead ask them to repeat back what they are supposed to do: “What am I asking you to do?”

Follow up to ensure that they are doing what was asked of them

• Follow up after the fact to ensure that they are doing what was directed
• Use the follow up as an opportunity to discuss one on one to ensure understanding