One of the quieter frustrations in the workplace is not a lack of drive. It is sitting through a meeting, listening to vague feedback that sounds important but does not actually say much.
You might hear things like “Make it more strategic” or “It needs more punch” or even “We are not quite there yet”. Then you spend the next few days trying to work out what any of that really means.
This happens at every level, whether you are leading a department, preparing a board presentation or discussing next steps with a client. The ability to turn vague feedback into clear direction is a key skill. The good news is that anyone can learn it.
The sooner you can translate abstract comments into something useful, the quicker you can make decisions and move forward. Here are some simple ways to do exactly that.
Ask for Examples Instead of Explanations
When someone gives vague feedback, the usual response is to ask for more detail. But that often leads to more vague language. Try asking for a specific example instead. Most people explain their ideas better when they describe something real.
For instance:
“Can you give me an example of something that worked well, so I can see what you are aiming for?”
“Is there anything you have seen recently that captures the feel or tone you are after?”
This shift helps move the conversation from theory to something concrete. It is especially useful when reviewing creative work, business documents or plans where structure and tone are important.
Turn Feedback Into Options
If the person giving feedback is not sure what they want, you can still help guide the conversation. Turn their comment into a few possible meanings and check which one they are thinking of.
For example:
“When you say it should feel more strategic, do you mean showing long term value, linking to wider trends or highlighting commercial results more clearly?”
This approach makes it easier for them to respond. You are not only asking for clarity. You are also helping them find it.
Use a Before and After Approach
If you suspect something is missing but you are not sure what to change, try showing your current version and describe what a revised version could look like.
You could say:
“Here is what I have so far. Based on what you said, I think the next version could start with the financial benefit, remove some of the technical terms and bring the conclusion forward. Does that sound better to you?”
This technique invites better feedback and saves time. It turns feedback into a conversation instead of guesswork.
Let Transcripts Do the Listening For You
During meetings, especially those with several people speaking, feedback is not always clear. Someone might make a useful comment in passing or suggest something without stating it directly.
This is where accurate meeting transcripts are valuable. Using outsourced transcription allows you to go back and review exactly what was said. You can catch lines like:
“Maybe the introduction could be stronger.”
In the moment, this may not seem important. But when you read it back, it might point to something worth improving. From there, you can follow up with something like:
“In the meeting, you mentioned the introduction might need to be stronger. Would you be open to a few revised options to see which one fits better?”
Transcripts give you a second chance to catch useful insights. Over time, they also help you spot patterns in how different people give input. This makes future meetings smoother and more focused.
Outsourced transcription is one of the simplest ways to improve clarity without taking up more of your time.
Send a Quick Follow-Up, Even If It Feels Obvious
Never assume that everyone left a meeting with the same understanding. Even one sentence can be heard in several different ways. A quick note after the meeting can confirm the direction and avoid mistakes.
The best part? You do not need to write it all by hand. You can dictate your message and use outsourced transcription to turn it into a clear summary, speeding up the process.
Dictation is up to four times faster than typing. By speaking your message and having it typed up for you, you can stay focused on the tasks that matter most. You do not need to worry about formatting or tone. That is all handled for you.
Using outsourced transcription saves time and boosts productivity. It is also a simple but powerful way to ensure clear communication with your team and clients.
Create a Culture That Encourages Clarity
If you lead a team, your approach to feedback sets the tone for others. When people feel safe to ask for clarity, work gets done faster and with fewer mistakes. Trust grows because people understand what is expected of them.
Here are three questions you can start using with your team today:
- What would success look like in one sentence?
- Is there anything unclear in what I have asked for?
- Would it help if I explained that in a different way?
These small shifts help build a stronger working environment. One where people are focused on doing good work rather than guessing what someone meant.
Clear Direction Helps Everyone Move Faster
In any workplace, miscommunication leads to delays. When feedback is vague, people waste time trying to guess what was meant. Work is repeated. Deadlines are missed. Tension builds. This kind of uncertainty often creates pressure that feels urgent but is not actually necessary.
On the other hand, when direction is clear, decisions are quicker and teams stay focused. Communication flows, and people know what they are working towards.
Whether you are writing a report, leading a project or sending a follow-up note, remember that clarity saves time and builds confidence. It starts by making it easy for others to give better feedback.
About OutSec
OutSec is the UK’s leading online transcription company, whose business has grown substantially since its inception in 2002. We are now one of the most successful transcription companies in the United Kingdom.
OutSec provides secure outsourced transcription services to the medical, legal, property and surveying, universities, media and interviews, advisory boards, conferences & seminars, inventories, financial, corporate, HR, recruitment and Executive Search sectors.
Why is Dictation More Efficient than Typing?
Well, the simple fact is that we can all speak considerably faster than we can physically type:
“The average person types between 38 and 40 words per minute”.
A “good rate of speech ranges between 140 -160 words per minute.”
In other words, dictation is up to four times faster than we can type. Therefore, simply dictating a document is more cost-efficient, giving you more time to dedicate your efforts elsewhere in your business.
Accounts are free, you pay on a per-minute basis (rounded to the nearest minute) on a pay-as-you-go basis, with no contracts or minimum spend. What do you have to lose? Why not open an account today?
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