M2: Learner Manual

9. Providing Instruction in the Workplace

Tips To Give Effective Instructions

Make Expected Results Clear

Be very clear on what exactly you want from the person, the output or deliverable you expect at the end of following those instructions. This part is most important. Making sure of the outcome is a battle half won. Can you write down or articulate clearly and succinctly what you expect to be done?

Most managers are casual about this part. When they themselves are not clear about the outcome, they will surely transfer the same ambiguity to the listener. Even if the person fails to understand some of your instructions, if they are clear about the expected result, they will rise to the occasion. If you give due credit to their intelligence and ingenuity, you will be pleasantly surprised by the results.

Don’t Give Too Many Instructions

The more instructions, the less the comprehension and the higher the likelihood of non-compliance. The human brain finds it easier to understand and remember anything between two and five points or steps.

So, be it a process or a set of instructions, it is better to restrict them to a maximum of five. Easy-to-understand language and logically sequenced steps will help. If you can write them down and ask your colleague to read them out loud for clarity, it will be a pathway for success.

Go Slow

People tend to rush through when giving instructions. They talk almost at the speed of their thoughts. But listening comprehension of people can be pretty low. We speak faster than we can comprehend. You will be surprised how much the listener has missed if you ask them to repeat what you have told them. Keeping this in mind, the instructor needs to drop their speed to 50% of their normal speed.

Check Comprehension

It may sound presumptuous but asking the person to explain to you, what they have understood will almost always surprise you with the gaps in understanding or plain misunderstanding. This can also be done diplomatically. We don’t need to make the listener feel he is an imbecile. We can always ask if they have any suggestions or doubts.

Assure Support

Assure the person that they can always come back to you in case of doubts. People tend to give instructions and assume they are understood and will be remembered perfectly. It is always a good practice to end the session with an assurance that you are available if they hit a rough spot. It is also a good idea to monitor progress, especially in the case of trainees.[1]