When You Assume…

Don't Assume You'll Get A Perfect PBJ Sandwich - Or RequestAt some point we’ve probably all had that smart aleck in our life who asks if we know how to spell “assume.”

For me it was an old boss in the telecom world. Any time I used the word “assume” in a sentence – even if nothing had gone wrong – she would cut me off to remind me how to spell the word.

Bottom line: we all assume things. But we don’t realize how often we do it. Assuming can cause major problems in our communications. That’s why 37signals’ Jason Fried suggests communicating with people the same way we would program a computer.

Ever give instructions to someone and the voice in the back of your head says, “They’ll figure it out”? Well, that doesn’t work with computers. For a computer to work, it needs you to program every single detail.

If you get my gist…

Assumptions happen because we’re all cursed by knowledge. But you can beat the curse.

Here is a quick assumption-buster checklist:

Jargon:  Will everyone understand the acronym or buzzword I’m using? What might I need to clarify?

• Purpose:  Am I assuming we all know the point of the meeting is? Are we all on the same page?

Processes:  Do I need to go into detail about the processes I’m describing? Does this compute as easily for everyone else as it does for me?

History:  Am I referencing events well known to me, but less known to everyone else? Am I talking about something in the company history that newer employees don’t know about?

What other assumptions do we need to avoid? Add them in the comments, below.

 

What If Everybody is Cursed By Knowledge?

Highlighting the Curse of Knowledge

Anytime you’re presenting something – say, the ins and outs of cloud computing – and are so entrenched in that world you forget it’s possible for someone to not know all about it, you’re suffering from the Curse of Knowledge. We’ve written about this before.

But what if everyone in the room is operating under the same Curse of Knowledge? They cancel each other out, right? If everyone understands the curse, can I keep using it?

Well, maybe.

Anytime we’re presenting – whether at a meeting, conference, kick-off or coffee shop – we want to be on the same page as our audience. We need to be sure we are inclusive, which can mean speaking to the lowest-common denominator. This is true even in a room where everyone understands cloud computing (or righty/lefty splits in baseball, or whatever the cursed subject matter may be).

This is generally the part of the blog post where people assume we’re going to suggest dumbing down the message. In truth it is never about dumbing down the message.

Wait, really? Why not? Well for starters, “dumb it down” sounds like you’re explaining something in the same slow, pause-heavy pace you would use to explain to your four-year-old niece why her goldfish died. It’s usually best to assume intelligence on the part of your audience.

But more importantly, dumbing down your message doesn’t make it stick. As such, the better recommendation is to speak in concrete terms rather than abstract ones.

If your message doesn’t stick, it won’t survive beyond our initial audience.  When you speak in concrete details everyone in your audience benefits, regardless of their degree of cursed-ness.

Say you’re speaking to a room full of tech savvy folks. You could say “our network is secure.” Everyone in the audience – regardless of how cursed by tech they are – would have some understanding of what you mean. However, saying that also leaves up to the audience to interpret exactly what “secure” means. Let’s try something more concrete instead: “We dared the three biggest hackers in the Bay Area to break in to our network. None of them could.”

Boom. Everyone in the audience – from the most cursed person to the least – can pass along that concrete message.

Or imagine you’re in a meeting discussing internal candidates for a project manager job. All of you are “cursed” with the knowledge of what it takes to succeed, so it’s tempting to just say “she’s organized,” and leave it at that. Instead, think through the daily email load for a project manager and how important organization is. Then try saying something like, “I have never seen more than three items in her inbox.”

If you feel the curse at your job, where can you add concreteness? When has concreteness made a difference in your life? Tell us in the comments!

Video Blog: What is customer loyalty?

What does the commonly used buzzword customer loyalty mean to you?

Think about a company or organization to which you are a frequent and loyal customer. What makes you return? What makes you talk about it to other people? Please answer in the comments!

In this week’s video blog, I bring some clarity to the idea of customer loyalty, and challenge you to come up with your own examples. So often, it’s the experience a business creates for us that make us come back. So start creating an image in your own mind of what makes you a repeat customer to some of your favorites, and make a plan to emulate that in your own business.

Value-added, out-of-the-box… nothing!

Could someone have played buzzword bingo during your last pitch, team meeting, or presentation? Employees in the video below definitely could, enduring a rah-rah talk about “goal-oriented, disruptive, Web 3.0″ nothingness.

Jargon gushes out of us like water from a busted fire hydrant – when will we shut off the main line? We latch on to these phrases frequently because of the Curse of Knowledge (sounds oxymoronic at first doesn’t it?). As you become more expert in your field, it’s extremely hard to imagine not knowing what you know. This has hugely negative effects on your communication, and can curse you in to using language that seems straightforward in your head, but is vague and abstract to anyone else.

Yeah yeah, Ben. But my colleagues and I use the same jargon, so it’s not vague to us. Even if your colleagues use common buzzwords, you’re not safe from abstraction! That’s the thing about jargon — it can mean different things to different people. Avoid jargon, or at least define yourself with an example.

Let’s take this for a spin: say you’re rolling out a new emailing process that will improve your team’s efficiency. Improved efficiency seems great, people love the sound of it, so what’s the problem? Efficiency alone doesn’t provide a concrete image to your listener – they can’t “see” efficiency. Unpack that abstraction with an example.

“For instance, John, how annoying and redundant is it for you to send an email to our scheduler, then another to our office manager, and then another different email to our accounting department? This new process will allow you to turn 3 steps in to 1, freeing up your time.”

John is much more likely to support the new emailing process now that he can visualize improved efficiency and why it would matter to him.

Kick the Curse of Knowledge — get rid of the buzzwords, or define them. Here are some usual suspects, and suggestions:
  • Added value (Right, who doesn’t want it. Instead, try “Want some results? Then…”)
  • Data integrity (“Why does this matter? You could cut your spending 3x by sending me only one mailer, instead of one to Ben Decker, another to Benjamin Decker, and third to Ben C. Decker.”)
  • Total cost of ownership (“Our competitor’s offering is free like a puppy is free.”)
Why don’t you try your hand at…
  • Responsive
  • Fantastic Service
  • Seamless interaction
  • Greater reliability
  • Big savings
  • Growth opportunities

Are you Cursed by Knowledge?

It’s a tough question.

Mostly because you probably don’t even know you’re cursed. Psychologists and behavioral economists who study this phenomenon find the more of an expert you become in your field, the more likely you are to be cursed by your own knowledge. That is, you don’t know what it’s like NOT to know what you know. This has HUGE implications in our communications. We end up communicating to clients, internal team members, and even our kids in a language they can’t comprehend and then wonder why our product doesn’t sell, that project doesn’t move forward and why our kids just won’t patiently wait when we ask them to. According to Chip and Dan Heath, The Curse of Knowledge is the villain to all things sticky – including your messages.

Tamer Osman, CEO of RGlobe was a participant in our August Decker Made to Stick Messaging program. He noted that throughout his career it has been challenging to create messages that resonate and have a lasting impression on customers. “I’ve struggled with pinpointing the best approach to delivering complex messages to any type of audience in the most simple, yet effective way.”

Here’s an executive who has spent his career managing account and strategic relationships with Cisco Systems, Sun Microsystems, Oracle, CA, Microsoft and many other leading high tech companies. Experienced, smart, entrepreneurial and, like many technology execs (and likely the other 5.9B people in the world), Tamer had the classic case of the Curse of Knowledge. Just how cursed was he? As part of the program, each participant gets to test this out first hand by giving their pitch to a group of other professionals right out of the gates. Here’s Tamer with his “Take One” message, pitching RGlobe:

Was the pitch a SUCCESs?

Using Chip and Dan Heath’s SUCCESs framework from Made to Stick, Tamer received peer feedback about the stickiness of his message. Did it have the elements of being Simple, Unexpected, Concrete, Credible, Emotional, Story?

Tamer’s “Take One”

The biggest element missing here is that of concreteness. He talks about the process for leveraging a partner, streamlined platforms, and private collaborative networks. Those terms are common knowledge to Tamer – certainly, there’s a tune playing in his head that makes perfect sense to him. But to us, the listeners, it sounds like abstraction after abstraction and our minds start to blur. We have no concrete image of what the service offers.

You might be thinking, “He’s talking to techies. It’s concrete to them.” And yet, we too often make the wrong assumptions about what our listeners do or do not know (remember, we’re cursed!). In fact, one Oracle engineer in the program said, “I’m really technical but even I don’t understand what your company does.”

This is not to say that you can’t have technical terms and information. We’re not encouraging you to dumb it down. Instead, for any abstraction, think of a concrete example to support it. Even better, lead with the concrete example, and THEN reference the abstract term. The bonus is when you do this, you’re helping your technical audience spread the message further. And that could mean closing the deal if they take your oh-so-sticky message and sell it internally to senior management.

Here’s where it gets really good…check out Tamer’s “Take Two” pitch, delivered in the afternoon after applying the Decker Made to Stick principles throughout the day.

The Secret to SUCCESs

What SUCCESs factors stood out?

Concrete: Check! Tamer uses a fantastic set up that is targeted to a specific listener group. He’s provided a concrete image of the difficulty, and potential, of working effectively with partners. You can “see” it.

Simple: He’s added an analogy to help you instantly get the concept. “It’s as simple to use as Facebook, but it’s private and secure.”

Emotional: He’s getting to the pain points of the listener. Dealing with partners is complex and time-consuming. Houston, we have a problem.

After completing the program, Tamer said “I now have a new prospective on how to reach my audience by crafting the right message through their eyes and the confidence to know the difference between the right way and the wrong way.”

What now? How do you spot the Curse?

The first step: Sit back and think about your listeners (or readers). Now REALLY think about them and ask some questions: what’s important to them? Why would they be resistant? What do they know about you/your service?” Then and only then can you start crafting your message.

Next, have someone outside your immediate team, organization, or even industry to review your message – they’ll be able to spot the curse before you do.

Better yet, sign up for an upcoming Decker Made to Stick Messaging program: November 17th in NYC, or December 10th in SF. Hope to see you there!

What Joni Mitchell might say about cloud computing

A cute white puffy cloud – like the kind you used to draw next to the smiling sun in Kindergarten. But rather than find it on your child’s artwork, these days you’re more likely to see it right smack dab in the middle of an insanely complex technical diagram (the one below is nothing compared to what I saw recently in a client slide deck!). And it’s widely accepted as the universal symbol for all things cloud computing.

Yes, it’s simple. I get it. It’s a cloud. There’s just one little problem. Clouds stink because you can’t see through them. Their mere presence makes the morning commute a little bit longer, and they’re notorious for delaying flights in and out of SFO.

For those in high tech, you’re cursed big time with your own knowledge about cloud computing. You know what happens in that cloud – you can talk all day about leveraging shared capabilities that are self-healing to maximize efficiency and minimize risk, right? Unfortunately for you, the rest of us don’t know that tune. In fact, we’re probably a whole lot more like Dorothy trying to figure out what’s going on behind the curtain.

So, how can you differentiate your message about the cloud (or any technical jargon for that matter)?

First, think about your customers – what’s the number one thing they’re concerned with? What would make them resistant to your idea? Maybe it’s security. For example, why would I (as a CTO) hand over all my precious data to you, and not know exactly what’s happening in that cloud and how it’s being used?

Next, try a dose of Unexpectedness to get your message to be heard – here’s how a recent participant from our Decker Made to Stick program framed her message around the cloud:

When we think of clouds, we typically think of big, white puffy things. The cloud I’m talking about is completely different because you can see through it. It offers the transparency you need to clearly see all the data flowing in and out of the network…

All of a sudden the big benefit of visibility is brought to life because she juxtaposed it right next to our schema of what a cloud is: nebulous, nontransparent and even confusing.

I leave you with a little inspiration and perspective from the great Joni Mitchell and her lyrics to Both Sides Now (my Women in Music professor would be so proud – watch a fabulous performance here). Imagine that your customers view your cloud offering this way…

Bows and flows of angel hair and ice cream castles in the air
And feather canyons everywhere, I’ve looked at clouds that way.
But now they only block the sun, they rain and snow on everyone.
So many things I would have done but clouds got in my way.

I’ve looked at clouds from both sides now,
From up and down, and still somehow
It’s cloud illusions I recall.
I really don’t know clouds at all.

It’s on you to make sure your customers and even non-technical team members know those clouds inside and out. How else are you going to get them to buy off on that cute white fluffy thing?

We’d love to hear some of your great message successes (technical or not) – send them our way!

*UPDATE: Here’s an awesome plain-spoken explanation on cloud computing from Walt Mossberg at the Wall Street Journal (thanks to our buddies at ServiceSource for the tip!).

Attention airlines: It’s high time to focus on communicating!

I’ve been traveling quite a bit lately (actually sitting on an American flight to Chicago as I write), and I’m finding the airlines have some serious work to do in their communications.

Let’s start with the behavioral side (the part that we hear and see as someone is speaking to us):

The pilot came on the PA system to give an update on our delay. In what was possibly the worst monotone voice I’ve EVER heard (keep in mind that I hear a lot of them), he explained:

Um, there was a, um, delay due to, um, bad, um, weather in Chicago, um. [Insert long, painful pause] Um, we, uh should be um, pulling away from the uh, gate, in about um, five minutes.”

I wish I could say I was exaggerating. I overheard the couple next to me saying that he sounded like he was falling asleep in the middle of his announcement. Awesome – a narcoleptic pilot. Perfect for a cross-country flight.

And on the content side (the words we say):

Flight status updates are basic — and brief. Why should there ever be an abstraction in them?  These announcements talk about low acceptance rates and flow control. How does that help me understand why I won’t be home in time to tuck my kids into bed? It’s simple. The pilots are cursed by their own knowledge.

Yes, we passengers want details and an explanation for what happened, but please speak in plain English. I have no clue what a low acceptance rate is. One flight attendant on another recent flight finally spoke up, “SFO usually operates two different runways, but they had to close one of them due to the nasty rain. Now they can’t land as many planes, things are backed up and we just have to wait our turn.” Ok, I get it now. Thanks for the translation.

So what?

We’re a lot like these pilots. Many of us don’t consider ourselves to be public speakers. But we’re ALWAYS public speaking (there’s really not much private speaking going on). If you’ve got a high-stakes presentation, you probably work pretty hard at both what you’re going to say and how you’re going to say it. But those are rare moments. How are you working on your daily communications? In your one-on-ones, staff meetings, on a conference call, and even over the PA system.

Time for a self-check: how do you come across on a conference call?

The good news is that you can always be practicing. Pros are always in school, constantly working to get better. Get feedback (an audio recorder and/or a trusted colleague work great) and start tweaking and testing.

[Note that Southwest, Jet Blue and Virgin America are far better in these interactions – primarily because they make them conversational, both in behavior and content. They don’t fill them with jargon. Rather, they just tell it like it is, and have fun with it too – a little of that goes a long way on the tarmac.]

The Visual Dominates – Mehrabian Revisited

There’s been a lot of unfortunate controversy among communication professionals about Professor Albert Mehrabian’s oft quoted research (below). It’s good to have discussion though, for his research has altered the communicating landscape and has helped to get people out of the ‘curse of knowledge.‘ Here are my thoughts and personal experience on the issue:

Mehrabian wrote the classic “Silent Messages” in 1981 (2nd Ed). From this book came the research that shows vocal and visual outweigh the verbal when you have a conflicted message. The weight is at the feeling level (‘likability’), not at the informational level. His exact numbers were:

  • Verbal 7% (the word, or words, or message)
  • Vocal 38% (the sound of the voice)
  • Visual 55% (what people see)

For extensive background on the research detail and methodology see the links here. Olivia Mitchell did her usual thorough job of research also, although I disagree with her conclusions. And to not make this post too long, let me hit on what I think are the critical points.

1. Mehrabian’s research was only on the inconsistent message! When your message and your tone and your look are one, are congruent – Mehrabian is irrelevant. He was measuring what the listener judged more important in ‘liking’ (and thus trusting, believing, being open to) when there was inconsistency and incongruence between the message and the behavior. This is the critical issue.

2. Many say that Mehrabian’s findings mean content is worth 7% of the message and ‘body language’ is worth 93%. Totally wrong. The research was not at the information level. It was at the feeling level. And it just measured what channel the listener liked (trusted, believed) more than the other. Many bloggers have pointed this out by now – so hopefully at least that misinterpretation should be put to rest.

3. The visual dominates! The most important takeaway is that when there is an inconsistent message, the listener will overwhelmingly judge the visual cues more as to whether they like (trust and believe) the speaker. And realize all this happens at the unconscious level.

Let me amplify:

Dr. Mehrabian Interview
When I interviewed Dr. Mehrabian
at his UCLA offices in Los Angeles in May of 1981 on his findings, I
learned a lot.

Here is one of his quotes from my June, 1981 newsletter (no blogs in those days):

“It’s true we say that non-verbal
is more important than the verbal when it comes to conveying emotions
and attitudes. Now I cannot say to you non-verbally that my check book
is in my desk drawer at home on the left hand side. That’s information.

“So we have to be very careful to make that distinction. But when we
are talking on the emotional level, attempting to be persuasive,
getting across information in an important way, here the non-verbal
elements of our speech become more important in the impact that we
have.”

Which leads into one of my favorite findings:

People buy on emotion and justify with fact

In my book “You’ve Got To Be Believed To Be Heard” I write about the importance of the emotions – the feeling level – in all our communications. It is very powerful, and works at the First Brain (emotional brain, limbic system) level. And as I point out in my book, the eye sensory input is by far the most important nerve pathway to the emotional First Brain (25 times larger than auditory). Not only does the visual dominate, visual cues have a direct pathway to the unconscious brain.

In his book “Blink,” Malcolm Gladwell talks about the adaptive unconscious (First Brain), and how important the enormous visual input is in making immediate and unconscious decisions. (In the first 2 seconds a police officer may have to decide to shoot or not – Gladwell calls it Thin Slicing.) We make those same decisions in communicating – in whether to believe someone or not.

So when you meet someone for the first time, the visual will dominate, and likability will be important to your openness to the person. If you don’t like someone, you will tend to neither trust nor believe what they say. Likability has been proven to be the most significant factor in electing Presidents, or in any voting for that matter. (See also Tim Sanders book, “The Likeability Factor.”) We tend to discount emotionally and unconsciously those we don’t like. Doesn’t matter how important or true the message is, it will tend to not be heard. Thus Mehrabian’s findings are important to point the way to being better communicators.

Overcoming the ‘curse of knowledge.’

In Chip Heath’s great book “Made To Stick” he talks about how we – our society and all of us as communicators – are caught up in the ‘curse of knowledge.’ Starting in our academic system we are taught information reigns supreme – if we say the words people will get them. But it just isn’t so. It takes more than words.

Mehrabian points the way for overcoming the ‘curse of knowledge.’ But there are so many other examples and proof points (I could write a book… well actually, I did.) Suffice to say, when we speak we create a communications experience where people WILL get our message if we are trusted and believed. And enthusiastic and confident. And we connect and engage. If we are congruent with our message. And unfortunately most people communicating in business aren’t congruent – when they are nervous, lack confidence, or otherwise sabotage their message with inappropriate vocal and visual cues. Those cues are what will be believed at the feeling, liking and unconscious level. That is what Mehrabian’s research shows. And if you want a visual and vocal example, look at these clips from people who are at first nervous and then gain confidence.

The ladder is leaning against the wrong wall.

Much of the criticism of Mehrabian in recent blogs comes from his methodology – he was using still pictures, he combined two different experiments, etc. These interpretations miss the point. I think most statistical research can be faulted in some way – and as Mark Twain said, “There are three kinds of lies: lies, damned lies, and statistics.” But what is the essence of the findings? It is that the visual dominates at the feeling (liking) level, and that is the dominant factor in establishing trust and credibility. Which is critical in getting any message across.

I’ll close this post with my personal experience that I think totally verifies Mehrabian. I founded Decker Communications, Inc. 30 years ago this year. We have trained and interacted with well over 100,000 people in 1 and 2 day “Communicate To Influence” programs. I have personally been involved with tens of thousands of our clients in coaching and training.

To my knowledge, there has not been an exception to:

  • every participant coming in content-burdened and behaviorally-challenged in some way, exhibiting an inconsistent message.
  • every participant gaining confidence and conscious control of behavioral skills – vocal and visual – that allowed them to give a more consistent and powerful message.
  • …and finally, there has not been an exception to any participant who did not agree with the substance of Mehrabian’s findings after learning of the research intellectually, and then spending some time observing themselves on video, with feedback and coaching – and seeing how important a congruent message was.

Professor Albert Mehrabian has provided a great service to communicators who learn of, and apply, his work. Let not misinterpretations of that work diminish the importance of Mehrabian.