How do you communicate complex technical information in a clear and concise way?
-
Michael BarrisTransformational Speaking Coach | Author of "How to Become a Super Speaker" | Rutgers U Faculty | WSJ Writer-Editor |…
-
Neil ThompsonTeacher of Geeks | Children's book author | Speaker | Podcaster | Engineer | Follow & Ring My 🔔 for Technical…
-
JD GERSHBEINTHE LINKEDIN™ STYLE GUIDE | Pioneering the Next Frontier of LinkedIn™ for Leaders, Business Owners, Physicians…
Before you start communicating technical information, you need to know who you are talking to, what they already know, what they need to know, and how they prefer to receive information. This will help you tailor your message to their level of technical expertise, their goals and pain points, and their communication style. For example, if you are talking to a decision-maker who is not very technical, you might want to focus more on the business outcomes and benefits of your solution, rather than the technical features and specifications. On the other hand, if you are talking to a technical expert who is interested in the details, you might want to use more technical terms and provide more evidence and data. You can also ask your audience questions to assess their knowledge and interest, and adjust your communication accordingly.
-
You can glean only so much knowledge about a recipient or audience. People are people. The communicator's goal is to be comprehensible, relatable, and memorable.
-
You have to tailor your language and explanations to their level of technical expertise. Avoid jargon if possible, or define any technical terms you need to use. Also consider their background knowledge and what might resonate with them.
One of the key skills for communicating technical information is to simplify your language without losing accuracy or clarity. This means avoiding jargon, acronyms, and technical terms that your audience might not understand, or explaining them clearly if you have to use them. It also means using short sentences, active voice, and simple words, rather than long sentences, passive voice, and complex words. For example, instead of saying "The device utilizes a patented technology that enables the optimization of the performance parameters", you could say "The device has a special feature that makes it work better". Simplifying your language will help you avoid confusion and misunderstanding, and make your message easier to follow and remember.
-
Building a deep vocabulary is essential for effective communication. Good leaders understand the power of language, build deep vocabularies, and carefully select their words. Clarity is king/queen.
-
You may only have an opportunity to verbally describe the value and function of a capital purchase, so use plain language and a break down complex terms into simpler terms that are easy to understand. Think, "Am I Smarter than a 5th grader". For example: - When you talk about a big idea, simplify your words. - Break down difficult terms into easy ones. - Pretend you're explaining to someone who knows nothing about what you're talking about. - Ask questions and pay attention to what they say. - Adjust how you explain based on what they understand. Clear, simple and concise communication makes information accessible to a wider audience, ultimately fostering better engagement and increasing the likelihood of successful outcomes.
-
You need to break down complex concepts into smaller, easier-to-digest pieces by using clear headings, subheadings, and bullet points to structure your information. Focus on the key points and avoid unnecessary details.
Another way to communicate technical information more effectively is to use visuals and examples that support your message and illustrate your points. Visuals, such as graphs, charts, diagrams, photos, or videos, can help you show rather than tell, and make your information more engaging and memorable. Examples, such as case studies, testimonials, stories, or analogies, can help you demonstrate the relevance and value of your information, and connect with your audience on an emotional level. For example, instead of just describing how your solution works, you could show a video of how it solved a similar problem for another customer, or use an analogy that compares it to something familiar to your audience. Using visuals and examples will help you appeal to different learning styles and preferences, and make your information more relatable and persuasive.
-
Relate technical concepts to everyday situations or familiar objects to make them relatable. Use concrete examples to illustrate your points and show how the information applies in real-world scenarios. You can use diagrams, charts, graphs, and other visuals to represent complex data and relationships. Visuals can be more engaging and memorable than text alone.
-
Visuals are the most powerful way to transmit a message. Find a way to break a multilayered concept down to a particular image or a video. You will stimulate more limbic lobes and increase your influence and impact.
To communicate technical information in a clear and concise way, you also need to organize your information in a logical and coherent way. This means having a clear structure, a main point, and supporting points for your message, and using transitions, headings, and summaries to guide your audience through your information. It also means prioritizing and highlighting the most important and relevant information, and eliminating or minimizing the less important or irrelevant information. For example, you could use the AIDA model (Attention, Interest, Desire, Action) to structure your message, and use the inverted pyramid technique (start with the most important information and end with the least important information) to prioritize your information. Organizing your information will help you avoid information overload and confusion, and make your message more focused and clear.
-
Preparation is the key to delivering a message clearly and concisely. When speaking, I rehearse tirelessly, organizing my talk tracks and supporting points. When writing, I agonize over the placement of every word, every sentence, and every paragraph to make sure everything flows.
Finally, to communicate technical information effectively, you need to get feedback and improve your communication skills. This means seeking feedback from your audience, your colleagues, or your manager, and using it to evaluate and refine your message and delivery. It also means practicing your communication skills regularly, learning from your mistakes, and seeking opportunities to improve your technical knowledge and skills. For example, you could ask your audience for their questions, comments, or suggestions after your communication, and use them to identify and address any gaps or misunderstandings. You could also practice your communication skills with a peer or a mentor, and ask them for constructive criticism and advice. Getting feedback and improving will help you enhance your communication effectiveness and confidence, and build stronger relationships with your prospects and customers.
-
When dealing with non-experts, it’s helpful to skip extensive technical descriptions of a process and double down on explaining the practical results that something gives the user. Be specific about how this product or system meets the user’s needs and solves problems.
-
Have empathy for your audience. You weren't always the expert you are now. For the past you (the non-expert you), what information would be helpful to get from the speaker to increase your understanding? Putting yourself in the audience's shoes works wonders.
-
Learn to ask absolutely brilliant questions - and then (after listening very carefully) use the language that your customers use in their answers (how they explain their issues and the current problems that they want solving) to explain back to the customer how the solution will work.
-
Start with the punch line. As a technical professional, you've likely worked hard to learn the expertise that's led you to the information you have to share. It's human nature to want others to understand the struggle that's gone into what you're sharing. But your audience likely can't appreciate what you can. And you risk losing them along the way when you try. Rather, start with the punch line. Share the answer, results up front. And make the background data and context available for anyone who would like to know more. This approach takes your audience effectively to the next step you have for them without risking losing them along the way. Start with the punch line.
Rate this article
More relevant reading
-
Technical SalesHow can you clearly communicate technical details in a sales presentation?
-
Direct SalesWhat are the best practices for communicating technical information to non-technical prospects?
-
PresentationsWhat are the most effective ways to use your technical sales presentation skills to expand into new markets?
-
Technical SalesHow can you avoid technical jargon during a technical sales pitch?