When giving instructions managers often temper the way they outline their requirements. They generally do this so they sound as though they are nicer people but the effect is often to cloud the message. Worse, it can give leeway to the staff by showing them that they could get away with not doing the job or by doing it on their own terms.

For instance, when a manager has an important and complex task to do that will take a couple of hours he may decide not to take any calls to allow him better concentration. He could ring his receptionist or the staff in the virtual office who handle his calls and say something like:

“I’ve got quite an important job on for the next couple of hours or so and really don’t want to be disturbed. Could you take all calls please? Of course, if you think they’re urgent you’d better put them through.”

This pleasant message does not convey his total need not to be disturbed. It also gives quite a bit of leeway to the receptionist as to whether she puts the calls through or not.

A better instruction for the manager to give, whether to his PA or to virtual office staff, might be:

“I need to concentrate on the budget without interruption between 2.00 and 4.00 this afternoon. Will you take all calls please? I’ll ring you when I finish it and be available then.”

The message is no less pleasant, but is considerably clearer and definite. By giving more useful information it is also more helpful.

Review your instructions and see if you can make them clearer for better results.