Designing conversations that enhance communication are critical to your success. Communication is only as good as it is “made common” – that is, where all parties understand and agree on what’s happening, what needs to happen, and will do their part in 
creating results.
Every day we make countless requests: simple requests, like taking a message or passing the report, to complex and challenging requests, like committing to a deadline or outlining a process.
The fatal flaw in making requests is how much of the request is inferred rather than specified!
For example, if you and I are dining out, I might say, “Please pass the salt.”
That request is almost ALL inference!!! Here’s what a clearly articulated request might sound like: “Will you please pass the salt to me in my hand so that I can season my food right now?”
I know this may sound ridiculous, but so is all the trouble we get ourselves into when we don’t construct effective requests. If you practice making effective requests, an awful lot of confusion and missed deadlines might be avoided.
Notice that the first request is more an order or a demand than a request, as it’s a declarative statement. The second is in the form of a question, which requires agreement or negotiation. Put yourself in the other person’s shoes do you want to hear a demand or something open for negotiation?
Here’s a simple formula for making result oriented requests.
EVERY REQUEST HAS 5 COMPONENTS: THE 5 W’s:
- WHO: Who will do what, for whom, at all levels or any action, job or task
- WHAT: What will actually be done, including full scope of work, described accurately to avoid miscommunication or under-delivering on expectations
- WHERE: Literally where the deliverables will be delivered, e.g. email, phone, digital report, on site, at a meeting, etc.
- WHY: This is meant to clarify the actual need and purpose of the action. If the reason for a work request or task is explained and understood, someone might have a better solution or offer a suggestion for improvement
- WHEN: This is the most critical aspect for most business professionals. Make EVERY effort to clearly state what’s needed and when it’s needed, so that the next right action can happen. If you don’t set up a follow-up system or process that holds you and others accountable, then sloppiness sets in and progress is haphazard. Agree on the follow-up system or process with all stakeholders, so the accountability becomes a joint effort over time.
This takes practice, and you may want to prepare making effective requests by writing them down beforehand, and check that you have addressed all 5 W’s…yes, to the point of being ridiculous! Then simplify it if you must, but be careful of what you might be inferring which someone else may infer differently!
We are such complex beings, and helping each other starts with asking for help. By making requests, we encourage cooperation, build trust, and build empires with powerful teams. It’s really worth the time to practice making effective requests!
No comments