Management is about getting results through people’s efforts. That means effective communication is essential. Here’s what to do:
• Tell the employee what you want. This can get lost in the rush. Be clear and specific about the task or project you’re assigning. You don’t necessarily have to tell the employee exactly how to do it, but be sure to emphasize what the end result should look like.
• Ask for a plan. Be diplomatic; you don’t want to the employee to wonder whether you think he or she is an idiot. But ask the employee to summarize how he or she will approach the task. This gives you a good idea of his or her aptitude and interest in the assignment.
• Invite questions. Encourage the employee to ask questions about anything that’s unclear. Answer these questions the best you can, without implying that you think they’re stupid or unnecessary. Clear up any confusion ahead of time, before the employee starts working on it.
• Give the employee a reason. Explain why the task is important—how it affects the organization, other employees, and customers. This will help provide motivation to do a good job.
• Set a deadline. Let the employee know when the task or project should be completed. A deadline will help him or her set priorities and focus on the right work. For major projects, establish a schedule for checking progress periodically to be sure everything is on track.
• Give feedback. Tell employees how they’re doing as they work on the task, and how they’ve done once it’s completed. Don’t just point out problems; positive feedback goes a long way toward motivating employees to do their best work.
—Adapted from The Virginia Engineer website