Juliette Han has always been an introvert. Upon securing her first job following the completion of her PhD in neuroscience, there were initial concerns about her ability to effectively communicate with others.
However, she swiftly discovered that there was no need to compel herself to adopt extroverted traits. What Juliette found to be the most underappreciated skill among successful individuals, particularly introverts, was the capacity to write with clarity.
Juliette believes that regardless of one’s industry, being a thoughtful and strategic writer can significantly boost confidence in various interactions, whether through emails, public speaking, or even casual conversations.
Her best advice is as follows:
1. Pick the right format for your message.
Prior to conveying an idea or making a request, it’s crucial to determine the most suitable format for presenting the information.
Juliette Han advises that, for instance, when disseminating research laden with intricate data, opting for a PowerPoint presentation featuring charts and images often proves to be the most effective format.
In cases where management decisions need to be communicated, Juliette recommends sending a comprehensive email. Bullet points can be a valuable tool for directing readers’ attention to key details and aiding their comprehension. The “STAR” method—comprising Situation, Task, Action, and Result—is another useful approach.
For discussions that revolve around progress updates or the collection of feedback, Juliette Han suggests that a concise email or an in-person meeting typically suffices.
2. Avoid industry jargon.
Juliette Han emphasizes that the most efficient method for conveying complex subjects is through plain and straightforward language. It’s essential to steer clear of jargon or industry-specific acronyms, even if they seem universally understood.
She suggests employing graphics or analogies to illustrate and reinforce key points. A memorable instance that Juliette recalls is when an executive structured his annual financial strategy presentation to resemble a children’s book.
However, it’s crucial not to inundate the audience with extraneous details that could veer off-topic or overwhelm them. If certain information isn’t integral to the discussion, Juliette recommends relocating it to the bottom of your message.
3. Reduce the amount of effort the audience needs to put in.
Juliette Han stresses the importance of considering your recipients’ daily inundation with emails and documents. She offers the following recommendations before sending any communication:
1. Begin by reminding them why you are reaching out, such as referencing a recent meeting or event.
2. Format your email for easy readability on mobile screens, which can be achieved through concise, bulleted sentences.
3. Clearly highlight action items, ensuring that the recipients are aware of the next steps and any associated deadlines.
4. If your message extends beyond one page, create a separate document for attachment, and use the email to provide key highlights.
5. Never assume that your audience possesses the same level of context as you do. It’s vital to include fundamental information to bring everyone to a common starting point.
4. Show your work.
When handling potentially contentious subjects, such as budget allocation or department restructuring, Juliette Han suggests the following approach:
1. Walk your readers through your thought process: Explain your reasoning, step by step. This method not only instills confidence but also demonstrates your thoroughness in considering a variety of nuanced perspectives. It emphasizes your ability to provide essential context for significant decisions.
2. Encourage feedback: Invite your audience to share their thoughts and concerns. It’s essential to foster open dialogue and address any potential issues or uncertainties.
5. Write with precision.
Juliette Han emphasizes the importance of projecting a strong and capable image in every facet of your work. Prior to sending any communication, she advises the following:
1. Maintain precision: Avoid sloppiness by meticulously checking for typos, grammar errors, and consistency in numerical data.
2. Exercise caution with humor: Steer clear of unnecessary jokes and humor, especially in written communication, as they may not translate well, particularly with individuals who are not familiar with your personality or sense of humor.
3. Streamline your message: Challenge yourself to eliminate unnecessary words, sentences, and even entire ideas. Then, evaluate whether your core message still remains intact.
Juliette’s fundamental principle is to regard words as a valuable currency and use them judiciously.
Source: cnbc.com