As a software engineer, you often need to communicate with non-technical team members, such as clients, managers, or stakeholders. How do you make sure they understand what you are doing, why you are doing it, and what challenges you face? Here are some tips to help you bridge the gap and avoid misunderstandings.
Before you start explaining anything, you need to know who you are talking to and what they need to know. Different people may have different levels of interest, background knowledge, and expectations. For example, a client may want to know the benefits and features of your solution, while a manager may want to know the timeline and budget. Try to tailor your message to your audience's goals and concerns, and avoid jargon or technical details that may confuse them.
You should know your audience or stakeholder. It's important to use a stakeholder engagement plan. This does ensures that you identify who he is, what is important to him and gives an idea of the scope of his knowledge. This is a confidential document belonging to and can be used to generally open communication blindspots and help you craft how best to communicate to this stakeholder or colleague.
If you know your audience it will be easier to understand how to communicate with them… first, know who you are dealing with in order to deliver a clear message and not confuse them with terms they don’t understand.
Imagine explaining a car engine to someone who's never driven. Tailor your explanations to their existing knowledge. If they're familiar with websites, use that as a jumping-off point.
To ensure understanding among non-technical team members, I'd use simple language, avoid jargon, and offer real-life examples. Visual aids like diagrams or charts can clarify complex concepts. Encourage questions and feedback to address any confusion promptly. Summarizing key points at the end reinforces comprehension
One of the best ways to make complex or abstract concepts more accessible is to use analogies and examples that relate to your audience's experience or domain. For example, you can compare a database to a library, a function to a recipe, or a bug to a typo. You can also use real-world scenarios or stories to illustrate how your solution works or what problem it solves. This can help your audience visualize and remember your points better.
Ditch the technical terms like "plugins" and "shortcodes." Instead, use relatable analogies. For example, compare a plugin to adding features to a smartphone app, or a shortcode to a pre-written message template.
Another way to make your communication more effective is to simplify and summarize your main points. You don't need to explain every detail or step of your process, unless your audience specifically asks for it. Instead, focus on the big picture and the key takeaways. Use clear and concise language, and avoid long or complex sentences. You can also use diagrams, charts, or screenshots to show rather than tell, and to highlight the most important information.
Don’t use technical terms that will confuse your clients instead communicate in clear and simple language that resonate with them, visual representation will do really well
Don't overwhelm your teammate with every technical detail. Focus on the "what" and "why" before diving into the "how." Let's say you're building a contact form on your website. Instead of explaining the intricacies of form validation and data submission, focus on the bigger picture. Explain how the form allows visitors to easily reach out, improving communication and lead generation. This keeps them engaged and invested in the process.
After you have explained your topic, you need to check if your audience understood you correctly. You can do this by asking open-ended questions, such as "What do you think about this approach?" or "How do you see this affecting your work?" You can also ask them to summarize or repeat what you said in their own words, or to give you feedback or suggestions. This can help you identify any gaps or misconceptions, and clarify or correct them as needed.
Summarize what you have been saying and ask for feedback to be sure they clearly understand you. This will help avoid misunderstanding and misconceptions. Checking for your clients understanding is important, that will make you feel successful
Paraphrase what you've said and ask questions like, "So, in your own words, how would you explain what a plugin does?" This helps identify any gaps in understanding.
Finally, you need to be patient and respectful when communicating with non-technical team members. You may encounter some resistance, confusion, or frustration from your audience, especially if they have different perspectives or priorities than you. Don't assume that they are ignorant or uninterested, and don't talk down to them or dismiss their questions or concerns. Instead, try to empathize with their situation, and show them that you value their input and collaboration. You can also thank them for their time and attention, and offer to follow up or provide more resources if they want to learn more.
Technical concepts can be new and confusing. Be patient with their questions and avoid technical jargon even when frustrated. Remember, the goal is to create a shared understanding.
Visuals are Powerful: Use diagrams, flowcharts, or even website mockups to illustrate complex processes. A picture can be worth a thousand technical terms! Focus on Benefits: Explain how what you're doing benefits the team or the project. This keeps them engaged and invested in the process.