“Your assumptions are the windows on the world. Scrub them off once in a while or the light won’t come in.”
-Isaac Asimov
Assumptions can lead to faulty outcomes. Take the famous Monty Hall Problem, for example. It demonstrates that the assumption most contestants in that famous game show made when offered a choice of doors, hoping to win a car, was wrong.
If you make assumptions in business communications chances are they won’t be responsible for your failure to win a new car. But they definitely can damage your chances of success with clients, or prospective clients. I see it all too often — business letters and emails that are supposed to entice new clientele, but are written without demonstrating any real knowledge of that client’s business concerns. In many instances this approach stems from a lack of research and preparation. But sometimes it also stems from biases.
I like what Jeremy Cummings has to say about bias in a post at The Medium , that it “lead us to believe we understand something when we may be working with a distorted or incomplete picture.” He also observes that poor communication sometimes is a result of two people operating from two different sets of assumptions. When you hear those two people argue, as a third party you may realize that actually, they agree. But because they assume they disagree the conflict escalates. (We’ve probably all experienced that around a family dinner table at some point!)
So, it’s important to try not to make assumptions about who you are communicating with. Being open minded is key. So is taking the time to figure out your audiences’ needs, interests etc. If you do, you’ll have a much better chance of advancing your business goals.
This is not to say that it’s easy to identify your own biases. But this checklist at Business Management Daily may help. I’ve a feeling you’ll recognize yourself as holding at least one of these “eight biases that hurt communication.” I know I did!
Here are some of my own recommendations that may help you to avoid making assumptions in your business communications:
1/Be Informed: Do your research to gain an understanding of who it is you are trying to communicate with. Ask yourself if you truly have a grasp of that person’s business needs.
2/Be Specific: Vague information is responsible for an equally vague reception of information. Make sure you are specific in your business communications. The words you choose matter.
3/Be Meaningful: Jargon may make sense in a certain work or industry culture, but you can never assume that everyone knows and understands the same jargon. (For that matter, you can never assume that even if someone does understand the jargon, he or she will appreciate that form of communication.)
4/Be Understanding: Always remember that there may be cultural differences that pose challenges. In many parts of the world the workforce is multicultural and includes ESL learners, so it pays to choose your words carefully, and be aware of your own body language.
I think it’s safe to say we all make assumptions. But equally true, we all have the ability to pause, before we jump to a conclusion, and ask ourselves, “how do I know this”? If you answer that question honestly and realize you haven’t got any actual evidence or information to support your conclusion — you may be making a false assumption. Yes, it takes a little more mental and emotional effort to go through this exercise, but which would you rather do: make an assumption that leads you nowhere, or win the car behind door number three?
Schedule a 30 Minute Complimentary Meeting to meet Sandra via phone or video. Find out if you both are a good fit to work together. Come to the call with your questions and what business communications challenges you’d like to get help with.