Being an influential and memorable communicator is a skill that anyone can develop. In this blog, I am going to share with you a formula I use often. I use the 5W’s and 1H; with my spin.
When will this process be valuable?
- When a decision has to be made,
- You need your message heard and understood,
- During any negotiation,
- When a change in thought, attitude and action is required, or
- You need directives understood and followed.
Now, let's break down the 5W's & 1 H:
Who am I speaking to?
- Who is this person or people I am talking to? What is important to them and how can I align with their values and speak their language so they hear my message.
- Who else may be involved that needs to be present or will be affected.
- Most importantly, understand who you are, what you value, and why this is important to you.
When is the best time to speak to them?
- When is the time that the person will be most present and open to hearing what I am saying?
- When will there be enough time to cover the issue thoroughly, and encourage feedback and buy-in.
What do I want to say and what is the outcome I want.
- Be specific, honest and to the point about what you want.
- Use I statements to avoid perceptions of blame (I Feel.. When You…. Because…. I would prefer…).
- What is the frequency that this message needs to be delivered; once or numerous times. What is the follow-up process?
Why do I want to speak to this person?
- Be clear about the results you are looking for.
- Know what you will be doing differently.
- Share succinctly what this means for the those involved.
Where is the best place to speak to them?
- What medium would suit and at what time? For example, phone, email, in person, Skype, personal message or text.
- Depending on the importance of your message, verbal communication is the most effective first. Written and electronic material is useful as a follow-up process and to summarise discussions.
- Make sure your message is in the right place and to key stakeholders initially to avoid rumours and hearsay.
- Avoid distractions where possible.
How can I get my message across most authentically and compellingly?
- How are you feeling? Is your emotional state matching how you would like your message to come across; as well as how you would like those involved to feel?
- Be aware of your non-verbal and body language cues. Most people will respond to body language first even before you start speaking. Make sure you are using open body signals and a tone that matches how you would like to come across.
- Mirror their body language or electronic language as much as possible; as mirroring builds rapport between you and who you are talking to. The person will be more comfortable and open to hearing from you.
- Rehearse what you want to say either through drafting or saying it out loud before entering into discussions.
- Ask yourself, am I the right person to deliver this message. If not, who is?
The “5W's & 1H” approach can help you avoid communication break-down and misunderstandings.
How can you use this process, and ask the questions above, to get better results?
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