Mastering the 10-Second Communication Technique: How to Handle Last-Minute Tasks from Your Supervisor Like a Pro
In the fast-paced world of the workplace, there are times when we find it challenging to speak up. But does effective communication really depend solely on innate emotional intelligence to avoid offending our superiors? When faced with important last-minute tasks before clocking out, is there a polite and efficient way to negotiate leaving on time? Let the workplace experts teach you two essential techniques to dissect the Good Points and Bad Points behind every response!
Author: Ayako Sato
Chapter 3: 10sec. Express Your Thoughts Without Harming Your Evaluation
Scenario 1: Just about to leave work, but the supervisor assigns you an important task
#Declining the boss #Hoping to leave early #Maintaining trust
\10 seconds to make you disliked\ (23 words)
X Sorry, I can’t. I’m already off duty and don’t have time.
\10 seconds to improve likeability\ (37 words)
O This task is indeed important, and I would like to handle it promptly. However, I’m not feeling well today. Can we address it tomorrow instead?
[Bad Point]
X Directly stating that you can’t do it may give a negative impression
①Direct denial + ②Critiquing the other party
Sorry, I can’t do it①.
I’m already off duty and don’t have time②.
While it’s commendable that you want to leave on time and even add a “Sorry,” your supervisor is aware that it’s the end of the workday. Therefore, stating this might come off as making excuses to avoid the task. Moreover, using a definitive tone to say “I can’t do it” is a misstep. This kind of statement amounts to a double negative, so you should follow the second guideline and change all affirmations to partial negations.
Perhaps the supervisor only wanted you to help out as much as possible and didn’t truly need you specifically. However, using such strong language to decline can leave a negative impression on the supervisor.
[Good Point]
O Acknowledging the importance of the task, offer a partial adjustment
①Acknowledging the importance + ②Honestly stating your feelings and circumstances
This task is indeed important①,
I would like to handle it promptly. However, I’m not feeling well today. Can we address it tomorrow instead②?
By understanding that the task assigned by the supervisor is crucial, you exhibit “complete affirmation,” which is the correct approach. As for asking if it can be addressed the next day, this is a “partial adjustment,” which is also the correct approach.
Perhaps the supervisor will notice that you’re tired or realize it’s already after hours. In that case, the supervisor might agree to your request to address the task the following day. Using this approach, even if you decline the supervisor’s proposal, you can maintain their expectation and enhance your evaluation.
Incorporate these body movements into the conversation:
Express your enthusiasm through eye contact and tone, while also showing signs of fatigue, gently declining the supervisor.
Photo Credit: Real Culture Publishing
Looking into the other person’s eyes, speak clearly and briskly about your value for the task.
Pause for a moment, slightly tighten your lips and create a feeling of fatigue in your cheeks.
When you say “if it’s not too much trouble,” remember to pause, expressing your concern.
Speak slowly; speaking too quickly may displease the other person as they might think you won’t understand anyway.
Book Introduction
This excerpt is from “The 10-Second Communication Technique: Witness the Impact from Top Executives to Political Leaders! Request, Apologize, Comfort, Praise, Blame… Effective Expressive Techniques for Any Situation.” Real Culture Publishing
Author: Ayako Sato
Translator: Ting-Chao Yeh
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Regardless of how skilled or prepared a person may be, the key to forming a good or bad impression actually lies in the first words spoken!
Japanese expert in expressive psychology and bestselling author with over 4,000 top executives and 56 parliament members as successful students, even the former Prime Minister of Japan is a student!
※This book includes a QR Code to download the “10-Second Good Impression Expression Guidelines”※
►In an era where every second counts, communication must be swift and accurate. Modern-day professionals are busy handling various matters, and in limited communication time, it’s better to express oneself concisely. Not only is it efficient and time-saving, but it also leaves a lasting impression.
►In just 10 seconds, a single sentence can determine whether you are disliked or admired. Japanese expressive psychology authority Ayako Sato, with 40 years of practical experience, discovered that changing one’s impression doesn’t require a week, a day, an hour, or even 10 minutes… In reality, it only takes 10 seconds! She points out that even if a person is highly skilled, without mastering these brief 10 seconds, saying whatever comes to mind can lead to regret.
►In 10 seconds, a single sentence can convey approximately 44 words (including punctuation). With conscious practice, one can achieve high-quality communication, understand the other person’s psychology, induce emotions, and thereby gain favor and reverse the situation. Therefore, she lists eight common communication objectives, including: requests, proposals, apologies, comforts, praises, blames… Through 59 scenarios, she provides illustrated examples of “10 seconds to make you disliked” and “10 seconds to improve likeability,” explaining the wrong and right ways of speaking, even offering good suggestions for body movements, so you can understand communication guidelines and speak concisely, achieving your goals quickly with just one sentence:
– Scenario for making a proposal: Presenting innovative ideas in a meeting
(X) The previous proposals had many flaws. However, my proposal can remedy these flaws.
(O) I think the previous efforts were great. Based on this foundation, I’d like to add a new proposal. What do you all think?
[Bad Point] Using negative terms will attract aversion
[Good Point] Call for innovation and change, while affirming the past
[Body Movement] Add a smile and nod to express your agreement; the other party will accept your opinion
– Difficult situation to address: Assigned a time-consuming task by the supervisor before leaving work
(X) Sorry, I can’t. I’m already off duty and don’t have time.
(O) This task is indeed important, and I would like to handle it promptly. However, I’m not feeling well today. Can we address it tomorrow instead?
[Bad Point] Directly stating that you can’t do it may give a negative impression
[Good Point] Acknowledging the importance of the task, offer a partial adjustment
[Body Movement] Express your enthusiasm through eye contact and tone, while also showing signs of fatigue, gently declining the supervisor
– Apology to mend the relationship: Improper handling by a subordinate leading to client complaints
(X) So… I don’t think our staff would do such a thing…
(O) It was indeed a mistake on our staff’s part, and I sincerely apologize. I will immediately verify the situation and then apologize with that staff member.
[Bad Point] Avoid making excuses to evade responsibility
[Good Point] Acknowledge the facts first, state the next steps to achieve corrective results
[Body Movement] Maintain gentle eye contact to express your apology and suggest the next steps
– Inspiring a subordinate’s motivation: Chatting with a well-performing subordinate
(X) Amazing! You’ve only just started and can do this, it really surprises me.
(O) You’re so busy with work, yet you haven’t neglected the necessary preparatory tasks. You’ve been a great help to me.
[Bad Point] Undervaluing will only undermine the other party’s motivation
[Good Point] Express your gratitude and praise the other party’s abilities
[Body Movement] Maintain a friendly expression and gestures
Each communication scenario in the book is accompanied by psychological principles, illustrations, and specific examples. With practice, you can apply these guidelines to various situations, adapt on the fly, and ensure that with just one sentence, you can turn the situation around, improve likeability, and communicate effectively in any situation.
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Responsible Editor: Guanwei Feng
Proofreading Editor: Shihang Weng