You’ll receive more accurate results when your communication with contributors is clear, honest and timely. Make sure your contributors understand your expectations and that everyone is working towards the same goal. Good communication builds trust and helps contributors feel more confident and comfortable.
Whether you’re responding to a private message or leaving feedback on a specific task, follow these tips for more effective communication.
Be Clear
Make sure your responses are as clear and direct as possible. Avoid using industry-related jargon, and define any unfamiliar terms. Use examples, photos and/or screenshots to better illustrate your points. Anticipate any follow-up questions the contributor might ask, and attempt to answer them in your initial response. This reduces the need to go back and forth several times to get an issue resolved.
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Be Timely
Communication must be timely in order to be effective. For best results, respond to all private messages within 48 hours, and provide feedback on submitted tasks within three days.
Pay special attention to issues that prevent a contributor from accessing or submitting work. Each assignment on Project Center has a designated time limit per task, and if a contributor doesn’t receive an answer to a task-specific question before time runs out, they could lose their work (and their pay).
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Be Honest
Honesty is a critical part of building a good relationship with contributors. Always be upfront about how long it will take you to process work, respond to an inquiry, or resolve an issue. If you make a mistake, own up to it, apologize, and explain how you’re going to prevent it from happening in the future.
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Be Attentive
Good communication starts with attentive listening. If a contributor reaches out to you with a question or concern, carefully read their message and make sure you understand their problem before you respond. Avoid making assumptions or jumping to conclusions. It is much better to ask questions whenever you’re unsure of something. This helps all parties understand how to produce the best work.
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Be Respectful
Give your contributors the same respect you give the colleagues you interact with in person on a regular basis. Use a positive tone, and avoid coming off as condescending, insulting or demeaning. Treat contributors as part of your team, and be respectful of both their time and their opinions. Be friendly and approachable, but avoid discussing personal or potentially sensitive topics.
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Be Patient
Honesty and clarity are paramount, but communication should also be professional and polite. If you find yourself feeling frustrated, wait to send a response until you’ve regained your composure. Take a deep breath, go for a walk, or ask a colleague for advice. Come back to your response once you have a fresh perspective.
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Be Constructive
Many contributors work on several different projects at once. When giving feedback, always be as constructive as possible. Avoid using unhelpful generalizations, and be specific about the things that need improvement. Provide encouragement by taking the time to call out accomplishments and give thanks for a job well done.
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Be Consistent
Consistency helps contributors understand what to expect while working on your tasks, and it makes it easier for them to establish a routine. Be careful not to send conflicting feedback or establish inconsistent expectations. Avoid making changes to your assignment instructions after contributors have started working on tasks. If you need to make a change, clearly communicate that change to all contributors.