When You Say Too Much, and They Understand Too Little!
Strategies for Clear and Effective Communication
Have you ever found yourself in a conversation where you’re explaining something important, only to realize the other person looks confused, disengaged, or overwhelmed? It’s not uncommon to feel the need to say more, to over-explain in an attempt to get your point across. But sometimes, saying too much actually results in others understanding too little. Here’s how you can avoid this pitfall and communicate with clarity and impact.
Why Does This Happen?
When we’re passionate or anxious, we tend to over-communicate. We add more details, explanations, and background information, thinking it will help the other person understand. However, the more we speak, the more we risk losing their attention. People can only process so much information at once, and too many words or ideas can leave them confused about the core message.
5 Strategies to Ensure You’re Heard and Understood
1. Get Clear on Your Core Message
Before diving into a conversation, take a moment to clarify what you want to communicate. Ask yourself:
• What is the main point I want them to take away?
• What are the key details they need to know?
Once you’ve identified your core message, stick to it. Avoid the temptation to dive into too much background or irrelevant details.
Example:
Instead of saying, “Our sales team didn’t hit the target last quarter because there were some issues with the CRM system, and we also lost a key account due to a misunderstanding, which was partly caused by miscommunication,”
Say: “Our sales target wasn’t met last quarter, primarily due to a CRM issue and a lost account. I have two solutions to address this moving forward.”
2. Use Simple and Concise Language
Simplicity is key to clarity. Avoid jargon, technical terms, or overly complex language unless you’re sure the other person understands it. Use clear and concise sentences, and be direct.
Practical Tip:
Try explaining your point as if you were speaking to someone unfamiliar with the subject. This ensures that even when communicating with someone knowledgeable, your message remains clear.
Example:
Instead of: “We need to optimise the resource allocation matrix to increase operational efficiency and streamline workflows,”
Try: “We need to reorganise how we use our resources to work more efficiently.”
3. Pause and Check for Understanding
One of the most common communication mistakes is delivering a monologue. If you’re doing all the talking, you have no way of knowing if the other person is keeping up. Pausing regularly allows you to check in and gauge their understanding.
Practical Tip:
Ask questions like:
• Wht did you understand by what I just said?
• “Do you need more clarification on that point?”
This gives the other person a chance to ask questions or clarify anything they may have missed.
4. Use Analogies or Visuals
Sometimes words alone aren’t enough, especially when dealing with complex or abstract ideas. Analogies, examples, or even visuals can help break down your message into something relatable and easy to understand.
Example:
If you’re explaining how a system works, instead of using technical terms, compare it to something familiar:
“Think of it like a puzzle: all the pieces need to fit together, but if one is missing, the picture doesn’t make sense.”
5. Summarise Key Points
At the end of the conversation or presentation, it’s a good idea to summarize the key points you want the other person to remember. This reinforces your message and ensures they walk away with a clear understanding.
Example:
“So, to summarise: the main issue is the CRM system, and the solution involves better training and integrating a new tool. I’ll send over a plan with the details.”
The Balance Between Saying Too Much and Too Little
It’s important to find the right balance between providing enough information and overwhelming the listener. Keep the conversation focused, but don’t be afraid to ask questions or listen for cues from the other person. If they seem lost or unsure, pause and provide further clarification.
By using these strategies—clarifying your message, using simple language, pausing for understanding, incorporating analogies, and summarizing key points—you can make sure your words resonate and your listeners walk away with the understanding you intended.
Final Thought
Remember, communication is not just about what you say; it’s about what they hear. When you say too much, it’s easy for your message to get lost. Keeping it clear, concise, and checking in regularly can help you avoid that trap and improve your effectiveness as a communicator.
Giving Instructions:
Bad Instruction Example 1: Overcomplicated and Vague
“To begin the process, you’ll want to open the application, but make sure that before you do that, you’ve checked whether you have the correct version, which you can confirm by navigating through several menus and checking a sub-menu that may or may not be labelled based on the operating system you’re using. Once confirmed, proceed, unless you encounter an error, in which case restart and try again.”
Why It’s Bad:
• Too many steps in one sentence
• Vague instructions (“menus”, “sub-menu”)
• Lack of clear direction on what to do if there’s an error
Good Instruction Example 1: Clear and Concise
“1. Open the application.
2. Check the version by going to ‘Settings’ > ‘About’.
3. If the version is incorrect, update the app before proceeding.
4. If you encounter an error, restart the application and try again.”
Why It’s Good:
• Simple, clear steps
• Specific instructions for each action
• Clear instructions for what to do if something goes wrong
Bad Instruction Example 2: Long-winded and Confusing
“When you want to edit the document, you have to go into the document and then look at the toolbar and choose an option that allows you to make changes, but only after making sure that you’ve saved the previous version, otherwise, you might lose it. After that, depending on what changes you want, you might need to use a few different tools.”
Why It’s Bad:
• Unnecessary details (“look at the toolbar,” “might lose it”)
• Overly wordy
• Lack of specific steps
Good Instruction Example 2: Straightforward and Actionable
“1. Open the document you wish to edit.
2. Save a backup by clicking ‘File’ > ‘Save As’.
3. To edit, click on the ‘Edit’ tab and select the tool you need from the toolbar.”
Why It’s Good:
• Clear, numbered steps
• Focus on actionable tasks
• Eliminates unnecessary or redundant information
Bad Instruction Example 3: Too Many Assumptions
“Go ahead and submit the form the same way you did last time, and don’t forget to attach the necessary files.”
Why It’s Bad:
• Assumes the person remembers how they submitted the form previously
• Doesn’t specify how to attach files or what files are needed
Good Instruction Example 3: Detailed and Helpful
“1. Click on the ‘Submit Form’ button at the top of the page.
2. Attach the required files by clicking on the ‘Attach File’ button, then selecting the relevant documents from your computer.”
Why It’s Good:
• Provides step-by-step guidance
• Clearly defines what action to take and how to do it
By contrasting these examples, it’s easy to see that bad instructions tend to be overly complicated, unclear, or vague. Good instructions, on the other hand, are broken down into clear, simple steps that the listener can follow without confusion.
Call to Action:
The next time you find yourself over-explaining, take a step back, simplify your message, and focus on ensuring clarity. Your conversations—and your listeners—will thank you for it!
If you’re looking to improve your communication skills further, check out my Udemy Clear and Concise Communication course! This course is packed with practical strategies and exercises to help you deliver your messages more effectively, whether in meetings, emails, or everyday conversations. Perfect for anyone who wants to sharpen their communication in a fast-paced, diverse workplace:
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