How to leverage closed-loop communication for effective work

Do you consider yourself a high performer or a low performer?

As I navigated my career in different industries over the last decade, I’ve worked with high performers and low performers. Some of the traits of high performers I noticed are that they always deliver on time, keep the work process transparent, and produce on-point work.

If you watch a high performer in a close-up action, it doesn’t seem like there’s anything special going on. They just do their jobs really well in a given frame of time.

So what’s the secret? While every high-performer has their tricks in their sleeves, I’ll share one of the tactics I use to deliver high-quality work.

Without further ado, allow me to introduce closed-loop communication – a game-changing approach to verbal communication that can help you avoid ineffective communication pitfalls.

TL;DR:

• Closed-loop communication ensures clear understanding between sender and receiver
• It involves three steps: initiate, confirm, and verify
• Document conversations to avoid misunderstandings and forgetfulness
• Follow up regularly to catch errors and address new challenges
• Consistent practice leads to improved work efficiency and performance

What is closed-loop communication?

Closed-loop communication is a structured handover tool I first encountered during my service in the Air Force. This technique has its roots in high-stakes environments like military, aviation, and healthcare, where miscommunication can have serious consequences.

Originally developed for aviation and military operations, closed-loop communication has since been adopted across various industries to enhance clarity and efficiency.

So how does it work? Closed-loop communication consists of three key components that work together to “close the loop” and minimize misunderstandings:

• Sender: Initiates the communication
• Receiver: Acknowledges and confirms the message
• Sender: Verifies the receiver’s understanding

The concept is simple yet effective: it ensures that information is not only transmitted but also received and understood correctly.

Why should you care about closed-loop communication?

“How is that even going to help me?”

Well, if you look at all the low performers, it’s often caused by miscommunication and assumptions. For example, they forget to include something important or focus on work that is not a priority because they assume it is important.

At the end of the day, if you can understand your tasks clearly and complete them on time, you’re a high performer. Closed-loop communication is to ensure that you have a clear idea of what needs to be done and when it needs to be done.

A step-by-step guide to implementing closed-loop communication.

Let’s dive into how to actually do it. But don’t worry, it’s not rocket science. In fact, you probably already use some elements of this technique without realizing it.

The key is to be intentional about your communication and make sure you close the loop every time. Here’s a step-by-step guide to help you master this critical skill.

1. Initiate

The first step in closed-loop communication is to initiate the conversation. This is where you, as the sender, kick things off by providing your message or instruction.

Here’s how to nail the initiation:

• Choose the right time and place to avoid distractions
• Get the receiver’s attention before you start talking
• State your message or instruction clearly and concisely
• Use simple language and avoid jargon
• Provide context if necessary, but don’t overload with information

The goal here is to set the stage for effective communication. You’re not just throwing information at someone and hoping it sticks. You’re starting a conversation that will ensure both parties are on the same page.

It doesn’t matter whether you’re a manager or an individual contributor. You might be giving tasks or receiving tasks; either way, focus on the objectives.

2. Confirm

Now that you’ve initiated the conversation, it’s time for the receiver to confirm the message. This step is crucial in ensuring that the critical information has been received and understood correctly.

Here’s what the confirmation step should look like:

• The receiver acknowledges that they’ve heard the message
• They repeat back the key points in their own words
• If anything is unclear, they ask questions for clarification
• They confirm any deadlines or specific requirements
• They express their understanding of what’s expected of them

Whether you’re the one confirming or receiving the confirmation, this step is your safety net. It catches misunderstandings before they turn into mistakes.

3. Verify

The final step in closed-loop communication is verification. This is where the original sender ensures that the receiver has understood the task correctly. It’s your last chance to catch any misunderstandings before they lead to mistakes.

Here’s how to verify effectively:

• Listen carefully to the receiver’s confirmation
• Check if their understanding matches your intended message
• Provide verbal feedback on their interpretation
• Clarify any points that seem unclear or incorrect
• Confirm that you’re both on the same page about the task

This step might seem redundant, but it’s crucial. It’s your final checkpoint before the receiver goes off to complete the task. By verifying, you’re saving time and preventing potential errors down the line.

Remember, effective communication isn’t just about speaking clearly. It’s about ensuring that your message is received and understood as intended.

Key Considerations for Successfully Implementing Closed Loop Communication

Now that you know the steps of closed-loop communication, you might be thinking, “Great, I’ll start using this right away!” But hold on a second. Like any new skill, it takes practice to master.

Here are a few key things to keep in mind as you start implementing this technique in your daily work. These considerations will help you avoid common pitfalls and get the most out of closed-loop communication.

Remember, the goal isn’t just to go through the motions. It’s to create a shared mental model with everyone you speak to.

Check back for feedback.

Just because you’ve closed the loop once doesn’t mean you’re done. Closed-loop communication is an ongoing process.

Don’t assume everything’s fine just because you had a good initial conversation. You need to follow up and check back regularly to ensure everything stays on track.

Here’s why checking back for feedback is crucial:

• It helps catch any errors that might have slipped through
• You can address new challenges or changes that have come up
• It shows you’re invested in the task’s success
• It gives the other person a chance to ask for help if needed
• You can correct course if the task has veered off track

Think of it like a GPS. You don’t just set the destination and forget about it. You keep an eye on it, making sure you’re still on the right path. The same goes for tasks and requests.

Keep the lines of communication open and check in regularly. It’s the best way to ensure successful outcomes.

The document works better than your memory.

Let’s face it: our memories aren’t always as reliable as we’d like them to be. That’s why documenting your conversations is a crucial part of effective closed-loop communication.

Here’s why putting things in writing is so important:

• It provides a clear record of what was discussed and agreed upon
• You can refer back to it if there’s any confusion later
• It helps prevent the “he said, she said” situations
• It serves as a helpful reminder for deadlines and key details
• It improves your overall communication skills by making you more precise

Remember, your brain is for having ideas, not storing them. By documenting your communications, you free up mental space and ensure nothing falls through the cracks. It’s a simple habit that can make a big difference in your work effectiveness.

Final thoughts and my experience

My first mentor in the Air Force, a supervising captain, taught me the value of closed-loop communication. Before each new assignment, he’d ask me questions like:

“What are your objectives?” “When’s your report due?” “Who are the key contacts?” “Walk me through your work plan.”

He ensured I understood the task, preventing wasted effort. If surprises came up, he’d instruct me to report to my boss immediately for informed decision-making.

At first, I struggled, being accustomed to making assumptions. However, with experience, I realized this approach was the most effective way to complete tasks on time. This habit of closing the loop became my key to efficient work.

High performance isn’t about special tricks. It’s about delivering as expected and on time. Start practicing closed-loop communication in your daily work, and you’ll see your efficiency improve.

Remember, it’s a skill that develops with practice. Stay committed, and you’ll soon see the difference in your work quality and productivity.