06 When you let them know what you know
Whether you deal with a friend, customer, or boss, sometimes it’s important that you let them know what you know. You want to show that you’re informed and can be trusted.
Situation: You want to let the other person know that you’re on top of everything, and you don’t need a reminder. Use these phrases to help you carry on with the conversation.
Josh: I just wanted to reiterate that the error in the report your department made last month has caused some hiccups in our workflow.
You: Yes, I’m aware of the issue, and we are taking the best measure to solve it. Now, if you’ll allow me, let me explain our procedure for X, Y and Z…
It’s a subtle difference, but responding with “I’m aware of that” sounds much better than “I know.” If you want to be taken seriously in a professional environment, opt for “I’m aware of.”
Situation: You want to solicit for information or request a favor. Before asking a question, you want to let them know what you know, so that they feel comfortable sharing information with you.
“I heard that your branch office hired three new employees. Could we get their names?”
“I heard” is a little too casual. Instead try:
“We were notified that your branch office hired three new employees. Could we get their names? It would help us keep our database up to date.”
In business, people often use “we” instead of “I,” even if you are the only person in the team. It makes the responsibility that is expected of you less.
Alternately you could say, “We were informed that ~”
Situation: Someone is telling a story that you already know. You don’t want to waste your time listening until the end of the story.
Josh: Did you know that Taeji’s ex-wife had an affair? It was a sunny day when Taeji was on his way to a concert…
You: Yes, I heard about that. It was a big surprise to everyone, and I’m sure it wasn’t easy for Taeji. I hope he’s over it now.
Say it with the same level of enthusiasm as the person telling the story, and tell your thoughts about it in hindsight.
Wrap-up:
If you simply want to let them know what you know, use:
I’m aware of ~
We were notified that ~
We were informed that ~
To stop someone from retelling you a story, say:
“I heard about that” and share your thoughts or draw a conclusion.
People don’t know what you know. It’s your job to tell them what you know.