Master the art of giving clear instructions

D. C. Sharma

Do you give instructions to your team, then leave, and return only to feel disappointed to find how your subordinates are still struggling with that specific assignment? SUch instances can easily put a questionmark on the abilities and leadership qualities of a manager. It is not a wise thing to assume that team members or juniors have understood everything even if they have nodded while you were giving instructions. A manager ought to be an expert in reading between the lines. It is not improbable that some of the team members are not forthcoming in asking questions or seeking clarifications just because they can't word  those properly. A manager needs to judge the gaps in their knowledge, when they actually try to do a specific job. That’s the reason for delays and false starts in whatever they do. But ultimately it is the manager who has to bear the brunt of missing a deadline.  Here is how you can  frame your instructions well

1. Assuming things may be the biggest drawback. Mixed messages, assumptions, and multiple messages mean that messages received might differ from what you actually wanted to convey.
2. It is better to crosscheck as to how and what your employees have understood from  your briefing. It might hurt the feelings of some of them as it may give an impression of you doubting their level of understanding. But as they start understanding that this is just a measure to avoid any mistakes, they would start appreciating your specific skill and may even open up more.
3. Many managers believe in padding up a lot while giving instructions to their subordinates. If you are the one like them, then remember that it would be a sheer wastage of your time and energy. Instead be very clear and straight. That would surely help in making your instructions more action-oriented and focused.
4. Giving deadlines about a specific assignment surely helps to get the best done provided the instructions you impart are clear and specific. But telling the team to complete a specific assignment “soon” would again mean confusion rather than meeting the deadline. Be very specific about the deadlines.
5. There are certain assignments giving instructions about which can be tedious and confusing. In such cases ‘example-giving’ formula can be the savior. Again, to make it an effective way to instruct, your examples must be clear and precise.
6. While giving instructions it is always useful to give your juniors a sense of success. It is a sad and serious matter that some mangers make a mountain out of a mole hill sized failure on the part of an employee. Self confidence born out of success keeps the employees alert, motivating them to do their best.
7. You must not forget to recheck soon after the employees begin their work as per your instructions. Often some managers take it lightly and forget to re-check. It is surely a very serious and dangerous flaw in their managerial capacity. Often some employees start committing mistakes right from the beginning. Frequent rechecks would rather be useful. 

The writer is a Kangra-based career coach