How to Give Verbal Instructions
Giving verbal instructions is often the quickest and most effective way to communicate ideas in the workplace. Having said this, verbal communication can often leave room for error and confusion. Following these simple steps should keep you on track and get the job done right.
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Instructions
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Get attention. Before giving any instructions, make sure you have everyone's attention. Clarify who needs to listen to your instructions when addressing large groups and check that everyone can hear you. Make eye contact with as many people as possible to hold attention.
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Only give a small number of instructions at any one time. People will quickly forget large quantities of information. It is sometimes useful to give corresponding numbers so nothing will be overlooked and people are certain of the number of things they need to do.
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Use simple words. Be clear and concise; don't use complicated language and long words when simple vocabulary will do. Gesture when appropriate but only if it enhances the meaning of your instruction. Don't flap your arms around unnecessarily, as it can be distracting and confusing.
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Repeat your initial instructions with any necessary explanations. Avoid saying exactly the same thing, as it will seem patronizing. Give only a summary of the previous instructions and don't add extra things or change commands.
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Ask your co-worker(s) to repeat the instructions back to you in their own words. Ask whether there are any other questions and give people an opportunity to raise any concerns. If the subject is embarrassing or personal, let people know that they can approach you in private with any other issues.
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Tips & Warnings
Always stay calm and don't rush instructions.
