In store-based businesses, people cannot work effectively on their own. Great teamwork is essential to achieving good results.
And yet, the way managers communicate can make a big difference.
The right message can help employees understand what needs to be done, feel motivated to take action, and work together smoothly.
The wrong message, on the other hand, can create frustration, misunderstandings, and friction within the team—ultimately making it much harder to achieve good results.
So, what makes the difference?
Let's take a look at five ways of communicating that motivate people to act—and five approaches that can have the opposite effect.
1. Explain the “Why” vs. Give Only the “How”
When giving instructions, clearly explain why something needs to be done and why it needs now.
When employees understand the purpose behind an instruction, they are more likely to accept it, think for themselves, and take initiative.
They may also come up with their own ideas for improvement and find better ways to accomplish the task. In other words, they are more likely to produce higher-quality work.
By contrast, if you simply tell people how to do something without explaining why, they may have little sense of purpose.
The work can quickly become nothing more than a task they are expected to complete.
That makes it difficult to maintain motivation—and difficult to expect great results.
2. Communicate from the Other Person's Perspective vs. Your Own
When giving instructions, consider the other person's level of experience, workload, and current circumstances.
When people feel that their situation is understood, they are more likely to think, “My manager understands me.”
This can make them more willing to approach their work positively.
And when people approach their work with a positive mindset, the quality of their work is likely to improve, increasing the chances of better results.
By contrast, communicating only from your own perspective might sound like:
“This is how I used to do it.”
or
“I'm busy right now, so I'd like you to take care of this.”
These approaches focus on what is convenient for the person giving the instruction rather than what is appropriate for the person receiving it.
Be careful: this kind of communication can quickly undermine motivation.
3. Be Specific vs. Be Vague
Specific instructions create a shared understanding between the person giving the instruction and the person receiving it.
For example:
“Please finish this by the 15th.”
or
“Make sure the report includes these three points: A, B, and C.”
There is much less room for misunderstanding when expectations are clear.
By contrast, imagine saying:
“Can you make sure this is done properly?”
or
“The last event report was difficult to understand, so please make sure you submit a proper report this time.”
The employee may naturally wonder:
“What exactly does ‘properly’ mean?”
or
“What do you mean by a ‘proper’ report?”
When instructions are vague, misunderstandings are almost inevitable.
4. Start by Recognizing What Was Done Well vs. Start with Criticism
When giving feedback or instructions, it is important to first acknowledge what the person has done well.
For example:
“You did a good job on this part. Could we improve this other part a little?”
or
“Thank you for taking care of this. When do you think you can complete the remaining part?”
By recognizing what the person has already accomplished, you create a more positive mindset and make it easier for them to accept what you want them to do next.
By contrast, if you focus only on what has not been done:
“If you do it that way, this is what happens. That's not good.”
or
“You still haven't done this?”
the other person may become nervous or discouraged.
Once someone becomes overly conscious of being criticized, it becomes much harder for them to perform at their best.
5. Two-Way Communication vs. One-Way Communication
Effective communication is not simply about delivering instructions. It is about creating two-way communication.
When you consciously communicate in both directions from the beginning, misunderstandings are less likely, and work can move forward much more smoothly.
For example, after giving an instruction, confirm that the other person has understood it in the same way you intended.
It is also important to create an atmosphere where people feel comfortable asking questions whenever something is unclear.
By contrast, one-way instructions such as:
“Just take care of this.”
or
“I sent you an email, so you should be fine.”
can create a sense of simply being told what to do.
They can also lead to missed instructions, misunderstandings, and differences in how the task is interpreted.
Good communication is not simply about getting people to do what you say.
It is about helping people understand, accept, and willingly take action.
The way you communicate can determine whether your team moves forward with energy and cooperation—or with frustration and resistance.
Are you communicating in a way that makes it easy for people to take action willingly?
