All that changed in January when I took a new job as marketing manager for a small safety training products firm. My first major project has been to help this company to launch an ambitious, multi-faceted training curriculum to the mining industry. Based on a blended learning model, it incorporates web-based training modules, a PC-based simulator, and a variety of on-the-job training tools for trainers and trainees. It can also include a learning management system and several other elements.

The bottom line? This is a complex product. Obviously, it would take a mind-numbing volume of words to adequately describe how all of the pieces worked together to provide a powerful training solution. How could we communicate it quickly and simply to prospective customers?

Being a visual kinda guy, I realized almost immediately that one of the best ways to do that would be to create a visual that showed how all of these elements work together to provide a complete training solution. Using SmartDraw 2010, I created a series of diagrams that became awesome talking points with my boss, as we worked our way through successive iterations and came closer to a complete and accurate representation of the training curriculum.

Here’s what I learned about SmartDraw 2010 in the process of working with it during the past two-and-a-half months:

• It is intuitive and easy to use; all of its functions behaved as I would expect them to, and there were no ugly surprises.
• It makes great use of right-click commands, so you can accomplish common tasks without mousing over to the ribbon toolbar.
• The set of templates in SmartDraw 2010 is very impressive, and more importantly, very useful. You can easily take one of them and use it as a starting point for your own diagram.
• The straightforward, well-designed set of diagramming tools in this program made it easy for me to quickly create some compelling, great-looking diagrams that got incorporated into a number of planning documents, and could also be given to our developers and designers, to incorporate directly into sales brochures and web pages – or to inspire them to create something more polished and colorful in Adobe Illustrator.

The bottom line is that SmartDraw 10 has helped to make me look good to my new employer. I think they appreciate the fact that I’m able to think and represent my ideas visually – thanks to this excellent program.

If you were to ask every manager on Earth to list their five least favorite managerial activities, all of them would include “putting out fires” on their list. We all know what it’s like to have to put out a fire – a fire starts when somebody screws up and suddenly your project is in jeopardy. You, being the person in charge, inevitably have to swoop in and put the fire out, and putting it out requires a lot of last minute scrambling, long nights, weekends in the office, and plenty of stress.

Fires occur because of poor communication. Perhaps someone doesn’t understand why what they’re doing is important or who is actually responsible for what. But somewhere along the way some part of a major project or assignment falls apart and you, the manager, are the lucky one who gets to put it back together. It gets worse: bad communication is endemic, so you’re going to be putting out lots of fires. You move from crisis to crisis, fixing care of one urgent, mission-critical screw-up after another. You’re stressed, you have too much to do, you can’t go home early, it becomes harder to schedule vacations, and on and on.

But wait a minute – we identified the disease responsible for creating crises: bad communication. Rather than treat the symptoms of bad communication, the fires, why don’t you start treating the disease of bad communication? How can you communicate in a manner that makes your specifications absolutely clear and easy for your co-workers to remember?

A better way to communicate

How can we communicate both clearly and memorably? Do we simply repeat ourselves more? Communicate slower? No.

Instead, we should communicate visually. We’ve all heard the expression “a picture is worth a thousand words,” and it’s true – what takes one thousand words to explain correctly can be described much more easily using a simple picture.

Not only is it easier to communicate something using a picture, but it’s also much easier for people to remember things that have been communicated to them visually. Psychologist Jerome Bruner of New York University has studied the art of communication, and his studies have shown that:

• People remember 10% of what they hear;
• 20% of what they read; and
• 80% of what they see and do.

Most people are visual learners; a recent study by the U.S. Federal Government suggested that up to 83% of human learning occurs visually. The study also indicated that information which is communicated visually is retained up to six times greater than information which is communicated by spoken word alone.

Managers’ problems can’t resolve their mis-communication problems with their teams by merely speaking more or writing more – you can’t scale failure into success. Instead, we should augment what we’ve been trying to say with pictures. It’s that simple.

What can be communicated visually?

Let’s say that you’re managing a project for your company; like any project, you have to come up with a project plan before your team can begin work. Most folks simply use their project plans to provide answers to the six classic questions:

• Who?
• What?
• When?
• Where?
• Why?
• How?

However, in project manager speech, these six questions usually look something more like this:

• Who is responsible for this?
• What needs to be done?
• When will this be done?
• Where will we focus our efforts?
• Why is this important?
• How are we going to do this?

So, how can you be sure that your answers are clear and easy to remember? By communicating visually. For instance, if the project you were managing were a construction project, you might answer these questions using the graphics pictured above right.

None of these graphics are particularly difficult to produce with today’s visual diagramming software. These types of graphics are called “business graphics” because they are simple and easy enough for the average businessperson to use; you don’t need to be an artist to be able to produce clear business graphics which communicate your plans clearly and memorably.