5 Rules of Effective Communication
I’ve been thinking a lot about communication lately. It’s one of those things that seems simple on the surface—you send a message, someone else receives it—but in practice, it’s anything but straightforward.
Not long ago, I reached out to a company we are working with. I needed some data that was crucial for our next steps, so I send them an email with my request. Hours went by with no response.
It turns out they had seen my email but didn't think a reply was necessary since they'd planned to get me the data the next day. The reason they did not reply was just timing, but I didn’t know that. That one missed email ended up delaying the project.
This got me thinking about the communication habits of some of the most successful people I know: they manage their own emails and almost always reply very quickly. They know speed is everything.
Over time, I came up with a few things I believe are important in communication. They might seem obvious, but like other simple things, they are easy to overlook.
- Be Polite and Proactive
First off, replying to messages or emails quickly makes a huge difference. If someone sends you an email or a message, a quick "Got it, thanks!" lets them know you are on the same page. It might seem like a bit too much, but letting the sender know you have received their message reassures them. I strongly believe it is better to overcommunicate than leave people wondering.
- Keep It Short and Friendly
We have all read emails that are long blocks of text, where the main point is hidden somewhere inside. It's frustrating. By keeping our messages short and friendly, we help others understand us better. It's not about making things too simple; it's about respecting other people.
- Avoid Ambiguity
Ambiguity is the enemy of efficiency. Phrases like "Let's touch base soon" or "We might want to consider..." can leave people wondering what's expected of them. Being specific eliminates guesswork: "Can we meet on Tuesday at 3 pm to discuss the marketing plan?". It might feel a bit more direct, but in the end, most people will appreciate it.
- Meaningful Subject Lines
The subject line of an email is like the headline of an article; it determines whether and when someone will read it. A good subject line sets the expectation for what's inside. Including relevant details, like the project name or the action required, helps your email stand out in a crowded inbox. For instance, "HackerPulse: Q3 Report Draft" is immediately informative.
- Use Formatting to Your Advantage
Blocks of unformatted text make me immediately sad. Breaking up your message with bullet points, bolded key phrases, or numbered lists makes it more digestible. It guides the reader through your thoughts and highlights the important parts. Think of it as designing your message for ease of use.
These are not strict rules, but they have help me and our team communicate better. At HackerPulse, we care not just about what we do, but how we work together. Good communication is key to that.
In the end, it’s about making sure ideas flow smoothly, without any roadblocks. When everyone is on the same page, we can focus on building, creating, and solving the problems that really matter.
I would love to hear your thoughts. What communication habits have worked well for you?