Two Magic Workplace Words: BE SPECIFIC
Giving or receiving feedback is never an easy task—that's why our strongest impulse is to finish the process as quickly and painlessly as possible. However, this route is dangerous and frequently results in unclear or puzzling communication. For example, one of my coaching clients was recently told by his boss at a performance review that he needed to be more of a team player. After vigorously nodding his head in agreement, he promised to work on that issue. When I asked my client for specifics—examples of how he has not been a team player and what exactly it means to be a team player at his company—he looked at me, threw his hands up in the air, and admitted that he had no idea what his boss had meant.
Unfortunately, this appalling lack of exactness is not limited to performance reviews or to my one client. It's commonplace across the board and can be found on every rung of the corporate ladder. That's why one of my favorite coaching mantras consists of these two magic words: BE SPECIFIC. In every workplace situation, being precise in your communication makes a dramatic difference. When giving feedback, for instance, people can only meet your requests if they know exactly what it is you want them to do differently. And when you are on the receiving end, you need to be 100% certain that you understand what you are hearing. Don't walk away until you've agreed on specific steps for maintaining what is going well and for correcting the areas that need improvement.
Much of the language we use in the workplace is vague and open to multiple interpretations. If a supervisor says you are not managing your time well, then ask, "What would managing my time well specifically look like? Does it mean prioritizing my tasks differently? Setting deadlines? Learning to stay more focused despite interruptions? Delegating more to other employees?" If your boss tells you that your presentation today was excellent, then ask her what prompted the compliment about this particular one versus others you've given in the past. Ask questions until you understand the specifics regarding what was so great about today's performance. If you are a manager and you tell someone on your team that he needs to be more of a leader, back that statement up with specifics. Give examples of things he can do to take on more of a leadership role, such as volunteering for a committee, spending more time with his team, or joining a mentoring group.
Another client of mine was told that her promotion to partner was in jeopardy because she couldn't manage her team. For months, she had been staying up all night before group presentations trying to ensure a top-notch result. However, the stress of sleepless nights and shouldering responsibility for the entire team's work was apparent to her boss and had become the primary obstacle to advancement. In our sessions together, we worked on learning how to be specific with her team about every detail—right down to the font she wanted them to use on visual aids. Once she started giving very specific directions and deadlines, the need to pull all-nighters disappeared and she soon made partner.
Although there is no magic wand for improving workplace communication, once you learn to BE SPECIFIC, you might just think you have found one! You will be amazed by the power of these two deceptively simple words. Here are a few specific tips to help you get started:
- Write BE SPECIFIC on a post-it note and put it on your office wall.
- Use BE SPECIFIC as an inner monologue when giving or receiving feedback.
- Illustrate your point by using examples.
- Ask questions in small bites rather than with broad generalizations.
- Refer to actual situations or behaviors when giving feedback.
- Paint a detailed picture of the situations or behaviors you are talking about.
- Describe how things would look if they were how you want them to be.
- Avoid diluting your message with qualifying statements such as "sort of" or "kind of."
- Ask the other person for specific details when you are receiving feedback.
- Include the following phrases during communication:
I need you to be specific.
Give me some specific examples.
How is that specifically showing itself?
Specifically describe what you mean.
What does _________ look like?
What does _________ mean at our company?
LOST CANYON WINERY
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It's not that I've run out of other things to share with you—there are endless exciting picks out there. But I couldn't resist telling you about the winery that my husband and I co-own, right here in Oakland, California. Yes, in my spare time, I can be found bragging about our wine at tastings and wine competitions. Although Lost Canyon was first bonded as a commercial winery in August of 2001, we had been making small lots of ultra-premium wines for more than 20 years as a private venture under the label of Lost Canyon Cellars. The trek from then to now has been one of passion, persistence, and good fortune. In the short time since going commercial, we have received accolades from some of the biggest players in the industry. Most recently, the prestigious Wine & Spirits Magazine picked two Lost Canyon wines for their top ten picks of the year: Our Morelli Pinot Noir and our Stage Gulch Syrah. Now that's something to brag about!
Visit lostcanyonwinery.com to learn more. |
