The art of efficient instructions: 4 communication tips for managers

What it’s all about

Managers face the daily challenge of giving their employees clear, precise, understandable and motivating instructions. This is not only crucial for the efficiency and productivity of the team, but also for the satisfaction and commitment of employees. In this article, we explain how managers can formulate effective instructions that achieve these goals.

1 Clarity and precision: the basis of effective instructions

The basis of every good instruction is clarity and precision. Managers must ensure that their instructions are free of ambiguity. This means that every instruction is specific and direct, with no room for interpretation. Clear instructions avoid misunderstandings and reduce the likelihood of errors. For example, it is more helpful to say: “Please send the complete report by Friday, 3 pm” instead of “Send the report as soon as possible”. By specifying a concrete point in time and the expected target state, employees know exactly what is expected of them.

2 Comprehensibility: communication at eye level

Comprehensibility is another key to effective instructions. Managers should always adapt their communication to the knowledge and skills of their employees. In concrete terms, this means that intricate details and complex contexts should only be used if it is certain that the employees understand them. A good approach is to formulate instructions as briefly as possible and in simple, clear language.

Example of a complicated instruction

“Regarding the upcoming conference, it is essential that you create a detailed agenda that includes all discussion points, timelines and relevant materials. It is also necessary to ensure that all technical resources are functional and ready for use, including audio-visual equipment. In addition, you should inform all participants in advance by email and send them a copy of the agenda to ensure that they can prepare adequately. It is vital that you coordinate all aspects of the meeting to ensure it runs smoothly.”

Example of a simple and clear instruction:

“Please prepare for the upcoming meeting. Create an agenda with all discussion points and send it to the participants by e-mail. Please also check the technical equipment, such as the projector and microphone, to ensure that everything works. If there are any questions, just get in touch, thank you!”

3 Motivation through positive and supportive language

The way in which instructions are formulated contributes significantly to employee motivation. Team leaders should use positive and supportive language to encourage engagement and commitment from their teams. Instead of just explaining what needs to be done, they should also communicate the purpose and importance of the task. When employees understand why their work is important, they are more likely to feel valued and are more motivated. An example of this could be: “Please prepare the presentation for our meeting. It is crucial to winning a new important customer.” Such explanations show employees that their work has a direct impact on the success of the organisation.

4 Feedback and recognition: the key to continuous motivation

Regular feedback and recognition are essential elements in keeping employees motivated. Managers should take the time to monitor their employees’ progress and provide constructive feedback. Praise and recognition for tasks well done boosts employees’ self-confidence and satisfaction. It is important that feedback is specific and honest. Instead of giving general praise, it is helpful to explain exactly what the employee has done well and why it is appreciated. This reinforces the positive impact and shows employees that their efforts are truly seen and appreciated.

Conclusion

Effective communication is an indispensable tool for managers. Clear, precise, understandable and motivating instructions are crucial to ensure employee efficiency and satisfaction. Managers should be careful to formulate their instructions clearly and directly, ensuring comprehensibility and using positive and supportive language. Giving regular feedback and recognising employees’ achievements also contributes to motivation and creates a working environment in which employees can develop their full potential. By following these principles, managers can not only improve their team’s performance, but also foster a positive and productive organisational culture.

Further reading

• Thill, K.-D. (2023). Effective Feedback Strategies for Managers: Boosting Efficiency, Engagement and Success. Neobooks, Berlin.
• Battiston, D., Blayney, J., Woznica, A., Barabasz, A., Lowe, R., & Cha, J. (2022). Effective instruction: Exploring how successful managers motivate employees. Journal of Management Studies, 59(3), 623-652.
• Cleary, S., & Malleret, T. (2021). The art of clear communication: A guide for managers. Harvard Business Review Press.
• Doran, D., Stawski, R., & Guzzardo, M. (2020). Motivating through effective managerial communication. Organizational Dynamics, 49(4), 100806.
• Edmondson, A. C., & Chamorro-Premuzic, T. (2020). Don’t be afraid to give feedback. Harvard Business Review, 98(6), 40-47.
• Goleman, D. (2021). The manager’s guide to motivating employees. Harvard Business Review Press.
• Grenny, J., Maxfield, D., & Shimmel, A. (2022). Crucial conversations: Tools for talking when stakes are high (3rd ed.). McGraw-Hill Education.
• Mayfield, J., & Mayfield, M. (2022). The employee experience: How to motivate your people and achieve remarkable results. McGraw-Hill Education.
• Patterson, K., Grenny, J., McMillan, R., & Switzler, A. (2021). Crucial accountability: Tools for resolving violated expectations, broken commitments, and bad behavior (2nd ed.). McGraw-Hill Education.
• Robbins, S. P., & Judge, T. A. (2023). Organizational behavior (19th ed.). Pearson.
• Tourish, D. (2020). The art of making people listen: How successful leaders communicate. Harvard Business Review Press.

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