Do you struggle to communicate effectively in your personal and professional life? Good communication is key to building strong relationships, but it's not always easy.
That's why we've put together 5 essential templates that can help you communicate more effectively, even in difficult situations. From action to feedback, our templates have you covered!
By improving your communication skills, you can foster collaboration, build trust, and create a more inclusive workplace culture. So why not try implementing these templates and start communicating more effectively today?
1. Communicate action effectively
To communicate updates or reports effectively in the workplace, you need a clear and concise structure. The Context-Action-Result (CAR) method is a useful framework for this purpose. Starting with context, explaining the action, and ending with the result ensures that your message is well-defined for the recipient.
For context, {context}. In response to this, I {action}. Then, {result} happened.
When using the Context-Action-Result approach, you provide the necessary background information or context, describe the action you took, and then share the outcome or result. This structure helps you clearly communicate what happened and what the impact was, making it easier for others to understand and respond appropriately.
- Context: Why would the person(s) who get this information be interested in it? What information do they need to understand it better?
- Action/Incident: What did you do about this situation? Or what exactly happened that you want to report?
- Result: What happened as a result of this action? It's important to include the outcome of your action to complete the story.
For example:
[Context] During a DE&I workshop, I realized that some team members were uncomfortable speaking up. [Action] To address this, I suggested implementing anonymous feedback forms. [Result] The forms allowed for open and honest feedback, leading to more inclusive meetings and increased participation from all team members.
2. Express and convey feelings tactfully
Some people might believe that feelings have no place in the workplace, but studies have shown that vulnerability can actually be a source of innovation, trust, and engagement. Learning to communicate feelings in the workplace may seem personal and overwhelming, but knowing how to do it right can help build an open culture in the office.
Use Event-Feeling-Need-Request to structure your message and convey all relevant information effectively, even in emotional situations. Start with the event that occurred, how it made you feel, what you need as a result, and finally, make your request. This will help you structure communication for clear and concise outcomes.
When {event} happened, I felt {feeling} because I need/value {need}. Would you be willing to {request} in the future?
- Event: What was the event that caused the feeling to arise?
- Feeling: What emotion are you experiencing? If you're having difficulty identifying the emotion, you can refer to this list of emotions to help you pinpoint it.
- Need: What underlying need was left unfulfilled or what value was at risk?
- Request: Your request should be specific and include clear actionable steps. For example, "Be more considerate" is too vague, whereas "Please notify me if you're going to miss a meeting" is a clear and actionable request that can be easily followed up.
For example:
[Event] During the team meeting this morning, I noticed that some members were consistently interrupting and talking over others. [Feeling] I felt frustrated and disrespected because it was hard to follow the discussion and contribute meaningfully. [Need] I value collaboration and inclusivity in our team's culture, and this behavior undermines that. [Request] Going forward, can we set some ground rules to ensure that everyone has a chance to speak and be heard without interruption?
3. Disagree to discuss constructively
Constructive disagreement in the workplace can improve not only the quality of your work, but also your job satisfaction and engagement. According to the Harvard Business Review: “Disagreements are an inevitable, normal, and healthy part of relating to other people. There is no such thing as a conflict-free work environment.”
Starting with an event, stating the reason for disagreement, and suggesting an alternative solution can lead to constructive conversations and better outcomes in the workplace. By providing clear reasons and alternatives, this model can help to avoid conflicts and turn disagreements into productive discussions.
Recently, {incident} happened. I disagree, because {reason}. Instead, why don’t we try {suggestion}?
- Incident: The event or point of disagreement is the context that will be established first. This can be something that was said, an event that happened, or even a stance taken on a particular issue.
- Disagree: You could simply say, "I disagree."
- Reason: This is where you state your position and explain the reasoning behind it. Offering a few reasons can help facilitate a productive conversation and reach a mutually agreeable resolution, which should be the goal of any disagreement.
- Suggestion: Offering a practical suggestion during a disagreement can be challenging, particularly when you're in the midst of a conversation. However, doing so can enhance the credibility of your argument and facilitate a quicker resolution to the discussion.
For example:
[Incident] During a team meeting, the new project manager announced that she would be micromanaging our work from now on. [Disagree] I disagree with this approach, [Reason] because it undermines our team's trust and autonomy, which are essential for creativity and productivity. [Suggestion] Instead, why don't we try having weekly check-ins where we can update each other on our progress and ask for help or feedback as needed?
4. Give constructive feedback for growth
Giving feedback can be like disagreeing, except that it may involve personal attributes. According to Radical Candor, feedback should be given with care and the belief that the giver cares for the receiver. Otherwise, feedback may be perceived as aggressive or insincere.
This model starts with the purpose of feedback, describes the observed incident and its reactions, and offers suggestions for improvement. It's a constructive way of giving feedback and shows that the giver cares for the recipient's growth and success.
The reason why I’m bringing this up is because {purpose of feedback}. I noticed that {incident observed}, and it resulted in {reactions}. Perhaps you could consider {suggestions}.
- Purpose of feedback: This clarifies the reason for giving the feedback and reduces tension in the discussion by avoiding guesswork on the receiver's part.
- Incident observed: The triggering event of the feedback. Using a clear incident helps maintain feedback clarity and logic, and avoids relying on vague expressions like "usually" and "always".
- Reactions: The consequences resulting from the feedback. This helps the recipient understand the impact of their actions on others, the organization, or themselves.
- Suggestions: If appropriate, offering suggestions can demonstrate support. However, it's important to keep in mind that everyone is unique and it's up to the feedback recipient to decide whether to accept the suggestions. If you find it challenging to give suggestions in a positive manner, it might be best to refrain from doing so altogether.
For example:
[Purpose of feedback] I wanted to talk to you about the recent deadline that you missed on the project we were working on together. [Incident observed] Last week, you submitted the deliverable 2 days later than the agreed deadline. [Reactions] This delay caused us to reschedule the project plan, and the client was unhappy about the delay. [Suggestions] Going forward, I suggest that we discuss any roadblocks that might prevent you from meeting deadlines, and we work together to come up with a plan to avoid any delays in the future.
5. Receive feedback graciously to learn
If you’re willing to give feedback, you should also be ready to receive it. No matter, if the feedback is valid or not, learning to receive it well, can be a show of strength and a willingness to learn. Most importantly, it will keep the feedback coming, which is extremely important if you’re going to continue growing as a person.
Unlike the previous frameworks, this template requires a more conversational approach rather than a monologue. This is because actively listening, and demonstrating that you're listening, is a critical aspect of receiving feedback effectively.
Can I clarify: {understanding}?
I hear what you’re saying: {repeat feedback}. Thank you {appreciate}, I think that {respond}, and in the future I will {build}.
- Understand: Make sure you fully comprehend the feedback. If it is not clear, then ask questions to obtain clarification.
- Repeat: Reiterate the feedback to the person who provided it. This step is useful not only to confirm mutual understanding but also to demonstrate active listening.
- Respond: You can either choose to accept or reject the feedback right away, or take some time to process it before making a decision. Either way, it is important to remain respectful throughout the conversation.
- Appreciate: Express gratitude for the feedback, regardless of whether or not you accept it. Providing feedback can be difficult, and it takes effort and consideration. Showing appreciation can encourage future feedback and helps to build a culture of open communication.
- Build: Expand your response to feedback. If you accept it, provide more details about your experience or plan for the next steps. If you reject it, briefly explain why. If you're not ready to act on it, share your emotions and what's holding you back. Always show appreciation to the person who gave the feedback.
For example:
Albert: [Understand] Can you provide more feedback about how my presentation did not meet expectations?
Brenda: Sure! Some of the data was not presented in a clear way, and it was difficult for the audience to understand the key points of the presentation.
Albert: I see. [Repeat] So the way I presented the data made it difficult for the audience to grasp the main points of the presentation.
Brenda: Yes, that's right.
Albert: Thanks for letting me know. [Appreciate] I appreciate you taking the time to give me this feedback. [Respond] I will work on presenting data in a clearer way in future presentations, and would welcome any additional feedback you may have. [Build] I would also appreciate it if you could share any specific suggestions or resources that could help me improve my presentation skills.
Start communicating effectively today!
You've just learned 5 essential communication templates that can help you communicate more effectively in various situations. Whether you need to communicate action, share your feelings, constructively disagree, give feedback, or receive feedback, these templates will guide you through the process. By improving your communication skills, you can foster collaboration, build trust, and create a more inclusive workplace culture.
| Note: This article was initially published in 2020 and has since been revised with fresh insights and statistics. |
