I’d like to share six ideas of motivational communication for how to give instructions and orders that produce results. These ideas will build motivation, and form a motivational style of management communication. Once again, I would like to emphasize that the process is verbal and not written, although it may later be followed up in some written format.
1. Clear Order or Instructions
You should make it clear what the order is or what the instruction is. It’s common sense, I know, but too many authorities fail to articulate exactly what they expect. It is common for them to assume the other person knows what they are talking about because they understand the situation so well.
2. Repeat your instructions
Would it be possible to get people to repeat your instructions in their own words? Especially if their manager is impatient, many people will not admit they don’t fully understand what they are being told or are expected to do.
3. Discussions and questions should be encouraged
If someone asks you a question, don’t appear to be annoyed or irritated. It increases participation and involvement if people are able to ask questions. As a result, misunderstandings are reduced and clarification opportunities are created. What do you think? How about you?’ Would you mind sharing your ideas with me?
4. Instead of telling, try asking
By asking people pleasantly instead of barking orders, the motivational manager achieves greater results. Is it possible for that package to be dispatched today? It is much better to ask ‘Is it possible for that package to be dispatched today’ rather than ‘Dispatch that package today.’ ‘ Could you please complete that report by lunchtime?’ is more effective than ‘Please complete that report by lunchtime.’ The way you ask people to do things makes such a difference to the relationship that develops between you and to how well they cooperate with you. Resentment can also be avoided by asking.
5. Don’t forget to explain why
It doesn’t have to be a long explanation. However, understanding why instruction is relevant not only makes their job more interesting but also helps them to understand your point of view better. It is far less likely that someone will make a mistake if they understand why they are performing a task. If the job becomes unnecessary, they will have the sense not to continue. In addition, as they commit and become involved, they will also be more committed and involved. In contrast, if they don’t understand the reason for doing the job, they will blindly do what they have been instructed to do.
6. Don’t forget to follow up
A helpful way to prevent small problems from becoming big ones is to stay in touch. Also, it encourages successful and positive results from people since they will wish to share their progress with you. Those who know they will be asked to discuss something with their manager will be much more dedicated to succeeding if they know that they will be asked to do so. Certain situations require careful handling.
People have different levels of confidence. Some are extremely sensitive, and some have ego problems. They may need coaching to believe that the idea or reason behind the instruction came from them. When asking how they would like this handled, you can ask, ‘How would you like it handled?’. Then after they respond, the reply can be, ‘I thought you would say that’. Or, ‘I thought that was what you were thinking.’
‘I admit I made a mistake,’ are the six most significant words.
Five words will make a huge difference: ‘I’m proud of you’.
It’s all about four words: ‘What’s your opinion? ’
The most critical words are: ‘If you please’.
It is important to say ‘Thank you’ twice.
There is one word that is crucial: “We”.
It is the word ‘I’ that has the least importance.
