Your memo caused tension with your manager. How do you navigate misinterpretation in the office?

1 Address Promptly

When a memo causes tension, address the issue promptly. Waiting can exacerbate the problem, as misunderstandings may fester into larger issues. Approach your manager calmly and request a meeting to discuss the memo. During this conversation, listen actively to their concerns and clarify your intent without being defensive. This demonstrates your professionalism and commitment to open communication, which can help de-escalate the situation and mend any tension.

2 Seek Clarity

To navigate misinterpretation, seek clarity about what specifically caused the tension. Ask your manager to pinpoint the language or sections that were problematic. This will help you understand the root of the misunderstanding and prevent similar issues in the future. By focusing on specific feedback, you can make necessary adjustments to your communication style and content to ensure your messages are clear and aligned with your manager's expectations.

3 Acknowledge Impact

Acknowledgement of the impact your memo had is crucial, regardless of your intent. Expressing understanding and empathy towards your manager's perspective can go a long way in smoothing over any ruffled feathers. It shows you respect their feelings and are willing to take responsibility for the miscommunication. This step isn't about admitting fault, but about acknowledging how your words were perceived and the effect they had on your manager.

4 Offer Solutions

After understanding and acknowledging the issue, offer solutions to move forward. Suggest revising the memo or sending a follow-up to clarify any misinterpretations. Propose ways to improve communication with your manager, such as using a different format or getting feedback before distribution. Being proactive in offering solutions not only helps resolve the current tension but also demonstrates your initiative and dedication to effective corporate communication.

5 Embrace Feedback

Embracing feedback is an opportunity for growth. View your manager's response not as criticism, but as valuable input that can enhance your communication skills. Ask for suggestions on how to better convey your messages in the future and be open to implementing these changes. This approach shows you're committed to personal development and value your manager's expertise, strengthening your professional relationship.

6 Reflect and Learn

Finally, use this experience as a learning opportunity to reflect on your communication approach. Consider how you can adjust your writing style, tone, or format to minimize the risk of misinterpretation. Reflecting on this incident will help you become more adept at crafting clear and effective memos, making you a more proficient communicator in the corporate environment.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?