by Tash Hughes of Word Constructions (www.wordconstructions.com)

When you work in a larger business, you sometimes need to get information or work from other people. Although most of these people are willing to give you what you need and may even understand the importance and urgency of your request, it often isn’t always easy to get what you need.

To avoid the frustration of waiting for others to supply things, it is worth learning some techniques that will increase your chances of getting the information, report or feedback from others.

* Make it easy for them to give it to you

Depending on what you are after and who you are asking, consider the format of the request as if it is easy to answer you, you are more likely to get quick responses. And busy people will appreciate your efforts to save them time. If you are after a number of facts or answers, consider using a table or spreadsheet, numbering questions or sending an email so they can answer next to the questions.

Likewise you will get a quicker response if you offer alternatives rather than asking an open ended question. Compare ‘what colour font should I use?’ with ‘should I use a blue or black font?’ and you’ll see the value of alternatives. If you need a decision from a manger on a more complicated issue, you can take this further by outlining the issue first so the manager doesn’t have to do that research to be able to answer your question.

* State how to get it to you

No one wants to prepare the information and then have to search for you to hand it over so make sure they know how to get the information to you. For example, if you are out of the office, let them know that you will still be checking emails or that they can courier it to your interstate office. Likewise, if you need to use the information in a document a soft copy will help you more than a fax or paper response, and a phone call won’t help if you need written confirmation of something.

* Give as much notice as possible for large tasks

If you want a report that will take a week to prepare, you won’t get a positive response if you ask for it with a week or less to go. Give as much notice as possible and you not only will cause less resentment, you are likely to get a better response, too.

* Be appreciative of their efforts and timely responses

Of course it is polite to thank someone for doing as you asked, so that goes without saying. However, if someone goes out of their way or does something major to help you, it is worth showing more appreciation. It is a good relationship skill to do so and it may just mean that person will help you again in the future.

Showing appreciation could be a written thank-you, a token such as some chocolates, a public thank-you (eg in a meeting) or praising their efforts to their boss.

* Explain your requirements clearly so you get the right things

Never assume the other person knows your project as well as you do. Example…

The time it takes to make the request clear and informative is less than the time you may lose if you are given the wrong answers.

* Set specific deadlines

For particularly large tasks, set deadlines for intermediate steps, too. This helps the other person break down the task and assures you that the project is underway.

* Explain consequences of not providing the information to you

If people understand why you want something they may be more inclined to provide it to you within the required timelines. For example, ‘If you give me those figures by 12 I will be able to submit the tender by the 3pm deadline’ will probably get the figures sooner than ‘I want the figures by 12.’

* Make a group request

Sometimes knowing that others are working on the same project can build a team effort and people will provide you with their answer in a timely manner. This can be done through group emails or at meetings.

For some people, simply knowing that others are aware of their responsibilities will also keep that task high on their priority list.

* Let them know others are also aware of their actions

In cases where you expect resistance to getting the information you need, making your request public may convince the person to help you. This includes cc’ing the other person’s supervisor or colleague into an email. At the minimum, if things go wrong because you don’t get the information in time, those people realise that you had made that attempt at getting the information.

Clear communication is critical to the success of any business, but it is often left to care for itself in many businesses. Tash Hughes is a professional and skilled writer who makes technical and otherwise boring information accessible for everyone a business needs to communicate with. Next time you need webcopy, articles, newsletters, reports or any other business document, visit www.wordconstructions.com to see how Tash and her team can help your business succeed.