Communication

I didn't choose to major in product management during my college years, mostly because there wasn't even a degree for that. Instead, my focus was on Communications and Journalism. To be honest, writing and storytelling in journalism felt more real to me than straight-up communication. I mean, how do you even learn how to talk in school? It didn't make much sense at the time. It seemed confusing to me. The only thing that made sense was using my writing to express myself. But I soon realized that the real world required more than just good writing skills.

I had to find a way to finesse my communication skills and it involved more than being empathetic and having good delivery. It involved understanding someone else's views and why they felt a certain way even when I didn't agree. For instance, when I was at a start-up, the CEO staunchly advocated for risky "big bang" product releases because that strategy worked for him before. Rather than rigidly arguing against his approach in our meetings, I took a step back. By presenting concrete case studies and data around alternate release models, I was able to softly influence his viewpoint without confrontation.

True communication involves making a sincere effort to comprehend where others are coming from and why they think the way they do. It's about finding common ground between differing perspectives, rather than forcing your beliefs onto someone else. Through open and non-judgmental discussion, you can bridge gaps in understanding and arrive at mutually agreeable solutions.

💁‍♀️ Tip: Try to predict how others will feel, learn how they think, what they care about and where they may have doubts.

Sharpen Your Focus And Be Crystal Clear

Achieving clear communication begins with clarity of thought.

Good communication really begins with understanding what you're talking about. Ever found yourself trying to explain something that you didn't fully grasp? We've all been there. I recall my early days in my first tech job. For the initial three months, terms like CRUD API, RESTful API, databases, and infrastructure were like a foreign language to me. I struggled to connect with my audience because, honestly, how could I explain things clearly when I was still trying to wrap my head around them myself? We must genuine understand what we are trying to say before we can communicate to others.

The following are a few approaches I used to break down my thought process so that I can be more clear in my thinking:

Ask probing questions: What exactly am I trying to solve or figure out here? What information do I already have about this issue? What information am I missing or don't understand fully? What assumptions am I making? What are the root causes or core contributing factors? Breaking it down with targeted questions forces you to examine your thought process.

Break it into parts: Mentally divide up the issue into smaller, more definable chunks. For example, if you're dealing with a big project, break it down into categories like planning, research, writing, editing, etc stages. Deal with bite-sized pieces of the whole.

Use models and diagrams: Visually mapping out your thought process via flow charts, concept maps, mind maps, decision trees etc makes the components and steps clearer. Seeing it laid out forces logical connections.

Explain it to someone else: Trying to articulate your thought process aloud helps identify gaps, inconsistencies, and areas that need more clarification. Feedback questions from others also help improve your clarity.

Take a break: Stepping away briefly or sleeping on it lets your subconscious mull things over, allowing pieces to fall into place better. Don't expect complex issues to be quickly clear - simmering on them is key.

Write stream-of-consciousness style: Free writing to dump out all your unfiltered thoughts without self-editing first gets them out of your head so you can organize and evaluate them more clearly after.

💁‍♀️ Tip: Sometimes it's helpful to break down your thoughts into three key points. If you are having trouble, then chances are you aren't very clear with your argument.

Let's Grow

Adapt your communication style to receive desired outcome
We've all received emails that leave us guessing—messages with no clear purpose or desired outcome stated upfront. The sender may launch into details, make requests, or ask questions without first establishing context and explanation around what they aim to achieve. This lack of direction places the burden entirely on the recipient to decipher urgent action items from general updates and define appropriate next steps with little guidance.

And if we're honest, we've likely been that sender—composing emails in a stream-of-consciousness manner focused on getting our thoughts out rather than considering the reader's needs and perspective. We fail to recognize that our familiarity with a topic or eagerness to propose a solution may outpace the audience's. Opening with the end goal in mind provides allows for recipients to then fully digest additional details and respond helpfully.

Before crafting any form of communication, be it an email, a product launch announcement, or a message to a colleague, it's essential to first question the 'why' and the 'what' of your intent. In other words, consider what you aim to accomplish through this message.

It's important to note that many people tend to skim through long emails or extensive messages rather than reading them in full (I'm guilty of this myself). Therefore, to capture the reader's attention and emphasize the main ideas, it's beneficial to use bullet points, italicize certain words, boldface the key terms, and sprinkle in an emoji occasionally for emphasis.

Good Communication is Predictable
As a Product Manager, the ability to anticipate how others will react to your communication is invaluable. Misunderstandings are common, but the key lies in learning from them. What insights can you gather from these instances? How can you more effectively reach your desired outcomes? Reflecting on these questions helps you uncover the missing pieces in your communication strategy.

Miscommunication can be a real pain point, but there are ways to bridge the gap and improve understanding.

Tips and techniques to help you reduce miscommunication

Before you communicate:

• Clearly define your goals and message: What do you want to achieve with this communication? Be specific and avoid ambiguity.
• Consider your audience: Who are you communicating with? What are their knowledge, background, and communication preferences?
• Choose the right channel: Is email, phone, text, or face-to-face the best way to reach them? Consider the message's complexity and urgency.

During communication:

• Be clear and concise: Use simple language, avoid jargon, and stick to the point.
• Active listening: Pay attention to both verbal and nonverbal cues. Ask clarifying questions and repeat back key points to ensure understanding.
• Emphasize key points: Use repetition, summaries, and visuals to reinforce important information.
• Be mindful of tone and body language: Your tone and nonverbal cues can convey different meanings than your words.
• Encourage feedback: Ask questions and invite the other person to clarify or ask questions.

Additional techniques:

• Use multiple communication channels: If possible, combine email with a follow-up call or video chat for complex messages.
• Paraphrase and summarize: Restate what you heard to ensure understanding and avoid assumptions.
• Avoid assumptions: Don't assume you know what the other person is thinking or feeling. Ask for clarification if needed.
• Be patient: Understanding takes time. Give the other person space to process information and respond.
• Openness to different perspectives: Be willing to consider other viewpoints and adjust your communication accordingly.

Look Deeper Than The Surface
Often, we become caught up in discussions that don't contribute to our goals, leading us to overlook the true purpose of our efforts. It's important to reflect and question, "What is the actual topic of debate here?"

As a Product Manager collaborating with a designer, imagine you're debating the color scheme of a new app feature. You propose a vibrant, eye-catching palette, but the designer advocates for more subdued, minimalist colors. Initially, this might seem like a conversation about aesthetic preferences. However, it's fundamentally about understanding your user base. Are your users looking for something bold and attention-grabbing, or do they prefer a simpler, more understated design? The key is to align the design choices with the preferences and expectations of your target audience.

Ideas And Principles

Write Captivating Emails

Subject Line: Grab their attention

1. Use a Relevant Subject Line: In an email, make sure the subject line is clear and reflective of the email's content. This helps the recipient prioritize and sort their emails effectively. Put a request in the subject line.

   Poor Subject Line Example: "Upcoming Plans" This subject line is too vague and doesn't specify what the email is about. It could be about anything related to the project, making it hard for the team members to understand the urgency or context of the email.

   Good Subject Line Example: "Finalized Launch Plan for Feature X – Review & Feedback Needed by March 15" This subject line is clear and actionable. It specifies what the email is about (the launch plan for a specific feature), indicates that the plan is finalized and ready for review, and includes a deadline for feedback. This allows the team to immediately understand the importance of the email, the action required, and the time sensitivity, enabling them to prioritize their tasks accordingly.

2. Keep it concise and clear: Aim for around 50 characters or less to ensure your subject line displays fully on most devices.

3. Consider urgency and timing: If your email needs immediate attention, use words like "urgent" or "important" in the subject line. Alternatively, if the information can wait, you can mention a timeframe like "FYI for next week" or "Action needed by Friday."

4. Include key action words: Use verbs like "ask," "request," "need," or "update" to indicate the purpose of your email. This helps recipients prioritize your message if it requires immediate action or response.

Body of E-mail: Brief & Skimmable

1. Call to Action: In the first few lines clearly state what you expect from the recipient, if anything. Whether it’s a reply, a confirmation, or to take some action, make your expectations clear.
2. Brief and to the Point: Keep the body of your email brief and focused. Stick to the main points and avoid unnecessary details. Long, rambling emails can be confusing and may not be fully read.
3. Use Bullet Points: Break down complex information into digestible pieces. At the end you can write a TL:DR highlighting the main points through bullets.
4. Use Simple and Direct Language: Avoid jargon, overly complex sentences, or technical language that the recipient may not understand. Clear and simple language ensures your message is understood by a wider audience.
5. Use Emoji's: Emojis can make messages more engaging and visually appealing, capturing the reader's attention.

🚨 Important: Use emojis appropriately – considering the context, audience, and the platform of communication. Overuse or misuse of emojis in professional or formal contexts might lead to misunderstandings or appear unprofessional.

5. Logical Structure: Organize your email logically. Start with a call to action, and provide context, followed by your main points, and end with a recap and a follow-up to your call to action.

Things to Consider:

1. Consider Cultural Differences: If you’re writing to someone from a different culture, be mindful of cultural differences in communication styles.
2. Assigning Task: Be extremely careful about assigning tasks in an e-mail unless it was already previously discussed. This can come off as dictatorial
3. Proofread: Always proofread your email for grammar, spelling, and punctuation errors. A well-written, error-free email is more professional and easier to read. Depending how important the e-mail is you can choose to have your boss or another leader you trust proofread.
4. Retrospectives: Retrospectives are a great process for addressing miscommunications and improving future interactions. After each email exchange, particularly those with misunderstandings, ask yourself how you could communicate more effectively next time. This reflective practice fosters continuous improvement in our email communications.
5. Consider your audience: When writing an email, tailor your tone, language, and content to your audience. Use a formal tone for business communications and a casual one for familiar colleagues. Adjust technical language based on the recipient's expertise, focusing on clarity and relevance to engage and respect your audience effectively.

Recommended Practices for Speaking In-Person
Be respectful when people are in the zone. This involves a combination of awareness, communication skills, and empathy.

Here are some best practices:

1. Observe and Respect Non-Verbal Cues: Pay attention to the body language and facial expressions of the person. If they seem deeply focused or heads down in their work, it might be best to not interrupt them.
2. Ask for Permission to Speak: If you need to have a conversation, gently ask if it's a good time to talk. Respect their answer; if they're busy, ask when might be a better time.
3. Be Concise and Direct: When you do speak, be clear and to the point. Avoid long-winded explanations or tangents that can disrupt their focus more than necessary. Practice what you want to say before hand.
4. Recognize the Importance of being in the zone: Understand that when someone is deeply focused in their work, they are likely engaged in their most productive and creative tasks. Interrupting this intense concentration can significantly disrupt their progress.

Remember, the key is to balance the need for interaction with respect for the individual's focus and productivity.

Recommended Practices for Conducting Meetings

Goals + Agenda = Focused Meetings

1. Clear Purpose and Agenda: Define the purpose of the meeting clearly. Send out an agenda beforehand so participants can prepare. Include topics, time allocations, and who will lead each part.
2. Right Participants: Invite only those who are necessary. Having too many people can hinder productivity, while too few may limit perspectives.
3. Time Management: Start and end on time. Respect participants' time by keeping discussions focused and within the allotted time for each agenda item.
4. Active Facilitation: The meeting leader should actively manage the discussion, encourage participation, and keep the conversation on track. They should also be prepared to mediate any conflicts or disagreements.
5. Encourage Participation: Create an inclusive atmosphere where all participants feel comfortable sharing their ideas and opinions. This might involve directly inviting quieter members to contribute.
6. Action Items and Follow-up: Conclude the meeting with a summary of decisions made and actions to be taken, including assigning responsibilities and deadlines. Send a follow-up email to all participants with these details.
7. Feedback for Improvement: Regularly seek feedback on the meetings' effectiveness and areas for improvement. This can be done through anonymous surveys or direct conversations.
8. Documentation: Keep concise minutes of the meeting, capturing key points, decisions, and action items, and distribute them to all relevant parties.
9. Regular Review of Meeting Necessity: Periodically review whether regular meetings are still necessary or if their frequency can be adjusted. Sometimes a quick email or a short call can replace a formal meeting.

Final Words 📖

Communication is an evolving skill that requires lifelong cultivation. There is no end point to mastering communication, as we engage with diverse personalities, perspectives and cultural backgrounds daily. Effective communication does not necessitate always being right nor convincing others of your views. Rather, it involves making sincere efforts to comprehend how others think and see the world, finding common ground between differing vantage points.

When we approach conversations with patience, empathy and open-mindedness to understand alternative viewpoints, we build relationships and arrive at mutually agreeable outcomes. Communication is most meaningful when you can close the gap between your views and theirs.

Remember, the delivery of your messages is crucial. Keep them concise and straightforward. If you require specific action, clearly state it at the outset, preferably in the email's subject line and again at the beginning of the e-mail. (should it be in the subject line and again at the beginning?) Considering that many people may not have the time for lengthy emails, ensure your message is easily skimmable. To emphasize the key aspects of your email, use bold text, italics, and bullet points to draw attention to the most important information.

Next Steps 🚀

1. 6 rules For using -mail as a Product Manager
2. Writing better e-mails, a simple guide
3. 10 Tips for effective product management meetings