Communication
Principle of Specificity
What is the Principle of Specificity and why does it matter?
The Principle of Specificity suggests that if we want to communicate effectively and get desired results
we need to be much more specific in our language. If we want the folder put in the top shelf of the
cupboard near the window, we should say ‘Can you please put this folder into the top shelf of the
cupboard near the window.’ NOT, ‘put it over there’
The more specific the information, the better the results.
Not communicating specifically causes enormous confusion, frustration and upset in a workplace. This
equates to lost productivity, unhappy customers and lost revenue. I would suggest that this has
become an epidemic of missed communication and is largely attributable to our busy minds and a life
that includes constant interruptions.
Examples of specific communication:
Vague - unspecific
Specific Communication
Ok, I’ll see you next week
Ok, I’m free Tuesday or Wednesday afternoon after 2pm. Which
day suits you better?
The workshop is a mess and it makes us look unprofessional and
could cause an accident. Can you please clean it up? I would
suggest you start over at that table by putting all the tools back in
their right place.
Yes. I’ll be able to attend the meeting. I have to drop off some
paperwork first and may be 5 minutes late. Is that going to be ok?
I’m out at the AIM workshop till 12. Has anyone got any questions
before I leave?
I’m really disappointed in how little has been achieved in the
week I have been away. I’d like to sit down with everyone right
now and develop an action plan so we can achieve our goal by
Friday COB.
The event starts at 9.00am and we all need to be there ready to
start at 9 so can you all please make sure you arrive at 10 to 9 at
the latest.
Can you fix this up?
Yes. I’ll be there.
I’m out.
This is a disaster
Be on time
Communication
Law of Specificity
Why do people talk in very unspecific terms and risk miscommunication?
There are many reasons why we don’t talk in specific language and say exactly what we mean. The
most common reason is that we’re just not focused on what we’re saying. Quite often we have a few
things going on in our head and this is distracting when we are talking to someone. So instead of
concentrating on what we are saying, we just let any old thing come out of our mouth. Life has got
busier and often busyness does not equate to effectiveness. Compared to our grandparents who had
the time to speak in a considered manner, we’re now - talking to people, plus planning events in our
head, whilst engaging with some sort of technical device!
To improve communication and avoid vague, problematic communication we need to:
1.
2.
3.
4.
5.
Slow down
Focus – put everything else down
Concentrate – on what you want to say.
Speak clearly and listen to what you are saying.
Ask for feedback to ensure you have been understood.
Coaching Questions (conversation starters):
1. Who in your life annoys you with a distinct lack of facts and specific communication? Give
examples
2. When are you most likely to be non-specific in your communication?
3. What are the consequences in your life of not being specific?
Exercise:
For the next week pay more attention to your language and how specific you are being. Make an
effort to slow down, elaborate and give more facts. Journalise insights you gain from this experience: