Josh Doody, author of Mastering Business Email, shares strategies to improve business communication for software engineers. Topics include various communication modes, effective communication platforms, writing business emails, creating PowerPoint presentations, navigating cross-cultural communication challenges, and using positive language.
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Quick takeaways
Using positive language and being kind in any communication medium is crucial.
Focusing on articulating the purpose of meetings and determining the appropriate meeting format is essential.
Approaching disagreements positively, finding common ground, and focusing on shared objectives can lead to productive discussions.
Effective email communication involves clear subjects, skimmable content, concise writing, and explicit calls to action.
Powerpoint presentations should prioritize conveying key points through simple and concise slides to maintain audience engagement.
Deep dives
Effective Business Communication
Business communication is focused on moving business objectives forward, and it is important to understand the purpose of communication. Personal communication styles can be effective in certain contexts, but it is essential to strike a balance between personal and professional communication. Context and objectives matter when determining the appropriate communication style.
Managing Different Types of Meetings
When scheduling a meeting, focus on articulating the purpose and make sure all attendees have a clear reason for being there. Different meeting formats have different considerations, such as one-on-one meetings versus group meetings. Assess the necessity of each attendee and ensure the meeting stays focused. Various meeting formats include teleconferences, Zoom meetings, and in-person meetings, with each serving different purposes.
Handling Disagreements in Meetings
Disagreements in meetings are common, and it is important to approach them positively. Assume that both parties have honest reasons for disagreeing and aim for a collaborative resolution. Finding common ground, acknowledging differing perspectives, and focusing on the shared business objective can help promote productive discussions and positive outcomes.
Effective Use of Email Communication
Effective email communication involves using clear and specific subjects to grab attention and facilitate discoverability in the future. Emails should be skimmable, providing a clear purpose and action items. Formatting, concise writing, and explicit calls to action can maximize the effectiveness of email communication while minimizing the time required for recipients to process and respond.
Managing Email Overload
One approach to managing email is to deal with it right away. This involves archiving emails that don't require immediate action and snoozing those that require further attention. Setting up labels or folders can also help organize automated emails, such as pull requests or deployment status updates, and keep them out of the inbox. Unsubscribing from unnecessary newsletters is recommended to reduce distractions. The goal is to keep the inbox clutter-free and focus on emails that require action.
Effective PowerPoint Presentations
Powerpoint presentations should avoid information overload and focus on conveying the key points. Keeping each slide simple and concise with limited text, bullet points, or relevant images is crucial. The number of slides should also be minimized, ensuring that the presentation facilitates live communication rather than solely delivering information. While there can be exceptions based on the presentation style, generally, less is more in terms of slide content to maintain audience engagement.
Cross-Cultural Communication
When communicating with individuals from different cultures, it is important to be mindful of potential language and cultural differences. Being direct and using simple, commonly understood words can enhance clarity and understanding. Written communication, especially asynchronous channels, should focus on being explicit. Positive language should be utilized to build rapport and avoid potential misinterpretations. Additionally, periodic synchronous meetings can help establish a personal connection and bridge cultural gaps.
Improving Active Listening
Active listening involves being fully engaged in the conversation, processing the speaker's words, and avoiding preoccupations with formulating one's response. Various strategies can aid active listening, such as finding a method that works best for each individual, like note-taking or summarizing conversations afterward. Positive language, along with a focus on being present and attentive, can further improve active listening. Creating opportunities for synchronous communication, like phone or video calls, can also enhance understanding through non-verbal cues.
Conclusion
In this podcast episode, several strategies for effective business communication were discussed. Managing email overload involves prompt handling, organizing, and unsubscribing from unnecessary newsletters. PowerPoint presentations should prioritize conciseness and simplicity. Cross-cultural communication necessitates being direct, engaging positively, and embracing differences. Active listening entails being fully present and concentrating on the speaker's words. The use of positive language was emphasized throughout all communication strategies.
Josh Doody, author of Mastering Business Email, speaks with host Brijesh Ammanath about how software engineers can master business communication. They begin with an exploration of various communication modes, including Slack, virtual meetings, emails, and presentations. Josh shares several strategies to improve communication skills and cross-cultural communication, but if there's one key take away from this episode, it might be: “use positive language for any medium of communication; be kind and use positive words.” Brought to you by IEEE Software magazine and IEEE Computer Society.
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