In any organization, achieving goals requires contributions from multiple parties, and communication is the key to the coordination of efforts. Understanding the communication loop can facilitate the process and ensure the desired results. Our tips for effective business communication involve 3 key steps for optimizing the communication loop.

Step 1 – Goal: Have Clear Objectives

Goals are truly the starting point for any task or project. One of the biggest challenges can be setting clear goals that accomplish the true objectives. Take  time to think about what the ultimate goal is and then identify the specific path to achieving it. This includes determining specific tasks and milestones and assigning them to appropriate team members.

Step 2 – Prepare/Send: Communicate Clearly

The next critical step is to communicate the information (tasks, milestones, and deadlines) to everyone involved. Even individuals attending the same meeting can somehow leave with different impressions. Carefully thinking about how information is presented can help resolve this issue. It’s also important to ask and listen. For instance, rather than merely providing information, ask individuals to explain things back to you. Listen and analyze whether what they are expressing matches the intended message. This is a great way to confirm that everything was communicated clearly and that everyone is indeed on the same page.

Step 3 – Follow Up: Request Action Items

The third step is to follow up for feedback and deliverables. If you correctly managed step 2 above in clearly communicating assignments and deadlines, then follow-up becomes a natural and expected step. Follow up time points can include:

• Before deadlines, for updates on progress and to verify that everyone is on track to meet deadlines
• At deadlines, to confirm deliverables
• At certain milestones throughout the process

In addition to requesting feedback and updates from others, you must lead by example in communicating your own progress. By making yourself equally accountable, you encourage others to do the same.

Repeating the Loop and More Tips on Effective Business Communication

In an ideal world, one communication loop achieves set goals. Unfortunately, life and business are much more complex and may require repeated attempts and delays. If you don’t receive the desired outcome after completing the 3 steps above, you may need to restart and repeat.

Here are a few final thoughts in our tips for effective business communication. Remember that how you approach delays and missteps by others will affect their response to your communications in the future. Be tactful in your approach as you repeat the communication loop and evaluate what changes may be necessary to achieve a different outcome the second or third time around. The most effective types of communication are done not with hostility, but with professionalism and strategic thinking.