Tom Henschel, workplace communications expert, shares tips on making sense to others and avoiding common communication mistakes. He emphasizes the importance of a four-step approach: creating a headline, sorting and labeling information, and transitioning effectively. Examples are provided to highlight the impact of sorting and labeling. The episode also discusses the significance of presentation skills and offers recommendations for improving communication.
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Quick takeaways
Sorting and labeling information is crucial for effective communication, helping receivers understand and retain the message.
Crafting clear messages involves using a four-step structure: headline, sorting, labeling, and transitioning.
Deep dives
Crafting Clear Messages
In this podcast episode, Tom Henschel discusses the importance of making sense to others and provides insights on how to craft clear messages. He emphasizes the need for clear communication and highlights two main issues: the receiver issue and the sender issue. The receiver issue suggests that our brains are wired to receive what we expect, so it is crucial to deliver information in a way that meets those expectations. The sender issue revolves around the structure of communication and the importance of sorting and labeling information. Tom introduces a four-step structure for making sense to others, which includes a headline, the number of points, labeling, and effective transitions. He provides examples and highlights the common mistakes people make in communication, such as breaking the contract by listing an incorrect number of points or failing to transition effectively.
The Power of Sorting and Labeling
Tom explains the significance of sorting and labeling information before diving into the details. He advises starting with a clear headline that captures the main point and guides the conversation. Additionally, he emphasizes the importance of assigning a specific number to the points being discussed, as this helps the receiver prepare their brain for the information. Tom also highlights the value of clear labeling, using examples and analogies to illustrate its importance. He cautions against the common mistake of explaining labels, as it can confuse the receiver and dilute the impact. Effective sorting and labeling can make information more memorable and enhance communication.
Common Pitfalls to Avoid
Tom identifies common pitfalls in communication and provides guidance on how to avoid them. One common mistake is breaking the contract by listing an incorrect number of points, confusing the receiver. Another pitfall is the tendency to explain labels instead of quickly transitioning between points, which hampers clarity. Tom also highlights the importance of being accountable for the conversation and staying focused on the topic. He underscores the utility of sorting and labeling in written communication, such as emails and messaging platforms. By using numbering and clear labels, information can be more easily understood and retained by the receivers.
Key Insights into Executive Presence
Tom's insights on crafting clear messages and making sense to others contribute to the development of executive presence. Effective communication is a crucial aspect of leadership, and Tom's framework provides leaders with a tool to enhance their communication skills. By employing sorting and labeling techniques, leaders can better engage their audience and ensure their message is understood and remembered. Tom's discussion aligns with other episodes on executive presence, including tips on elevator speeches, influencing executives, and the importance of consistent messaging. Listeners are encouraged to explore these episodes to further enhance their executive presence.
Tom Henschel: The Look & Sound of Leadership
Tom Henschel of Essential Communications grooms senior leaders and executive teams. An internationally recognized expert in the field of workplace communications and self-presentation, he has helped thousands of leaders achieve excellence through his work as an executive coach and his top-rated podcast, The Look & Sound of Leadership.
In this episode Tom and I discuss the common challenge of both making sense to others and making sense of what others say to you. Tom invites us to follow a four step approach of sorting and labeling so that it’s easier for listeners to follow our thinking. Finally, we explore some of the common missteps in communicating with more clarity.
Key Points
The why behind making sense: it’s better for both the sender and the receiver.
There are four key parts to the structure of making sense to others:
Create a headline
Sort into folders
Label each folder
Transition with precision
Tom shared an example of two different ways to communicate a message about presentation skills, one without sorting and labeling, and one with it.
Common mistakes in making sense include the espoused number of items not matching the number of actual items, explaining the folders first before setting the stage, and not transitioning well.
Resources Mentioned
Sorting & Labeling by Tom Henschel (PDF download)
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Related Episodes
Executive Presence with Your Elevator Speech, with Tom Henschel (episode 316)
The Way to Influence Executives, with Nancy Duarte (episode 450)
Your Leadership Motive, with Patrick Lencioni (episode 505)
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