Improve Your Communication by Answering these Five Questions

Tip: Become aware of communication preferences for those you regularly communicate with; if appropriate create a checklist for future use. Having this information on hand allows you to proactively tailor your communication to your audience and improve the chance of clear communication.

Do they prefer email, phone, or hall-way conversations?
I once worked for a Manager who wouldn't return email; his motto was "If it is really important, they'll call." Whereas another person I worked with hardly ever returned calls, but always answered email. Simply asking is the best way to get this information.

How do they like to be addressed - Mr. Smith, Fred Smith, Fred, Hey You...?
One person I worked with always preferred to be addressed formally (Mr. Smith) and was offended if people, especially subordinates and vendors got too chummy with him. Others prefer to go on a first name basis. Culture and upbringing plays a role in people's preferences.

Do they prefer having a conversation, a formal presentation, an email and then phone conversation, or something in between?
I've worked with several C-level executives who are wary of formal presentations, but instead prefer to have interactive conversations, with supporting documentation to review in more depth if questions come up. Others prefer the formal presentation approach. These preferences are often learned by trial and error, by being aware of the reactions you recieve in your communications.

What type of questions do they ask?
By logging the types of questions being asked, you can then proactively anticipate questions that will be asked in the next communication and incorporate the answers, or have them available 'in your hip pocket' for reference should the questions come up again.

Are there words or colors they do not like?
The last Director I worked for got distracted whenever the word "going" was used. The C-level executives preferred presentations on a white or light background. Another director hated Orange, while others didn't like shades of green. One shut down if purple was used. Colors impact us emotionally and psychologically. Paying attention to color choices will impact the effectiveness of your communication.

What distracts you?

Understanding and profiling your audience's preferences allows you to communicate with them better, more effectively over time. It shows respect and cuts down on re-iterative discussions.

Update: For more on how to remove the distractions and effectively communicate with your co-workers, end users, and management, I invite you to join me for my IT Communication Skills Training course at http://ITCommunicationSkills.com