Introduction
Imagine you are in a meeting and are suddenly asked, ‘What are the current challenges facing the team?’ At that very moment, your mind goes blank; you panic, thinking, ‘I must say something’, and end up voicing opinions similar to those around you, whilst concealing your true feelings. I imagine many businesspeople have had this experience.
‘Nothing comes to mind’, ‘beating about the bush’… How difficult it is to crystallise thoughts before putting them into words. Yet in this day and age, the ability to express one’s views frankly is the very foundation that underpins an individual’s psychological sense of security and a team’s performance. In this article, Toshiya Araki—a copywriter at Dentsu and one of the authors of the book *People Who Can Put Things into Words Instantly Succeed* (Note: Whilst the original source credits Mr Araki, there is conflicting information suggesting the article in *Weekly Toyo Keizai* was written by Ms Yuka Hosono; however, for the purposes of this piece, we prioritise the concept of ‘the ability to articulate’ as the core of the source material), and will structure a blog post that proves useful to readers.
Once you realise that it is not simply a matter of refining ‘how you communicate’, but rather that the key lies in addressing the ‘what’—that is, the substance of what you say—the clarity of your work will improve significantly.
From oral tradition to ‘the ability to put things into words’. The key to increasing the ‘resolution’ of one’s thinking does not lie in ‘how one communicates’
Many people feel that they lack the ability to speak up in meetings, but this is not simply a matter of poor communication skills.
The reason for this is that the very act of taking thoughts formed in one’s mind and expressing them in words is still underdeveloped. This is referred to as ‘the ability to articulate’. According to an article in *Weekly Toyo Keizai* dated 2 September 2023, the ability to articulate refers to the capacity to convert thoughts that exist vaguely in the mind into clear written characters or spoken words.
The key point here is that this ability is not a ‘special talent’, but rather a ‘versatile skill that anyone can acquire through training’. However, the reality is that there has been little discussion to date regarding how to train for it.
This is a mindset that is no longer necessary in today’s changing society.
In the past, it was possible to proceed based on an unspoken understanding (a sense of mutual understanding), but in today’s workplaces, which bring together a diverse range of people, that approach no longer works. Particularly in organisations with a high level of psychological safety, value is placed on the ‘number of opinions’ expressed by members from different backgrounds. Therefore, there is no need to provide an answer that ‘everyone will agree with’ or a ‘model answer’. What matters is how well you can articulate your own thoughts.
In other words, even if you learn ‘how to communicate’, your ability to articulate your thoughts will not improve. Whilst there are numerous occasions—such as meetings and the drafting of proposals—where you need to express your ideas, the essence of business communication lies in the internal process of organising your thoughts—that is, deciding ‘what to say’—which comes before all of that.
How to Build Up a Chain of Thoughts Through Note-Taking Exercises
Specific know-how (A/B/C)
So, how exactly can one improve their ability to put thoughts into words? The ‘note-taking exercise’ featured in *Weekly Toyo Keizai* offers four major benefits.
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- Benefit1: Can be carried out in spare moments
You don’t need to set aside any special time; you can train anytime, anywhere—whether it’s during a break before a meeting at work or on the train during your commute. This is a major advantage in terms of encouraging consistency.
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- Benefit 2: Insights gained through an objective perspective
By writing your thoughts down on paper rather than simply thinking about them in your head, you can view your own thoughts objectively. This gives rise to insights and ideas that you may not have noticed before.
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- Benefit 3: Accumulation in the brain through a chain reaction
Taking notes is not an isolated activity. The words you write down act as a catalyst, sparking further thought and creating a virtuous cycle (chain reaction) in which new words are jotted down.
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- Benefit 4: Making use of your repertoire when speaking
When asked for your opinion in a meeting or similar situation, if you have a large store of accumulated thoughts and opinions in your mind, you can instantly pick out the necessary elements from that store. In other words, the size of that store is directly linked to your ability to express yourself clearly.
Specific training procedure: The ‘domino effect’ method
A specific method for achieving this is ‘uncovering your thoughts using A4 paper’. Let’s practise using the steps below.
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- Step 1: Outlining the theme
At the top of the A4 sheet, write down the task or topic you are currently working on (e.g. ‘What are the team’s challenges?’). This serves as a trigger for your thinking.
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- Step 2: Write your answer in the top row
For each topic, start by stating the conclusion or answer in the top line (line 1). For example: ‘The team’s problem is that there are too few opinions.’
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- Step 3: Explore the reasons in more depth in the lower section
Below that, I’ll note down why I felt that way (the reasons) and any related thoughts. I’ll deepen my thinking in a ‘domino effect’—for example, by writing down the thoughts that come to mind when looking at the answer I wrote on the first line on the second line.
Important Rules: Concentration and Time Limits
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- The time limit is 2 minutes
When practising note-taking, set a time limit of approximately two minutes per session. This encourages you to think deeply and instantly, and helps to improve your concentration.
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- The target is 3 to 9 sheets per week (or a few sheets a day)
By doing this every day, it becomes a mental habit and you’ll find yourself thinking more quickly. In particular, if you set yourself a target of ‘around three pages’, the benefits of making this a habit are significant; ultimately, it will not only improve your ability to put your thoughts into words but also lead to a deeper understanding of yourself.
In this way, the act of putting ‘unconscious thoughts’ into words and writing them down not only sharpens the clarity of one’s thinking but also fosters the ability to understand both oneself and others. Consequently, one’s ability to listen carefully to what others have to say and to build on it by adding one’s own thoughts is enhanced.
Breaking away from ‘unspoken understanding’ is the key to making the most of a diverse workforce
Impact on one’s perception of work
If you make a habit of practising note-taking, you will notice the following changes. It is a good idea to view these as a ‘sense’ for your work.
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- The ‘resolution’ of one’s thinking increases
Emotions and issues that were previously vague can now be defined in concrete terms. For example, ‘a vague sense of unease’ becomes ‘concerns about budget shortfalls and delays’.
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- The time allowed for preparing remarks will be reduced
You’ll no longer panic when suddenly asked for your opinion during a meeting. By selecting the appropriate response from the pool of thought patterns you’ve prepared in advance, you’ll be able to speak immediately.
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- Improving psychological safety
As the ability to articulate ideas improves, trust amongst team members deepens, contributing to the creation of an organisation with a high level of psychological safety. Consequently, performance improves further.
Point to note: Don’t get bogged down by technical terms
The term ‘ability to put thoughts into words’ may seem rather daunting at first, but it does not simply refer to ‘good grammar’; rather, it is the ‘skill of externalising one’s inner thoughts’. Should concepts such as ‘psychological safety’ come up, please understand them to mean ‘an atmosphere where it is acceptable to make mistakes’ or ‘an environment where one can express one’s opinions frankly’. The note-taking method introduced in this article requires no special tools and is a simple action that anyone can practise.
Summary: The process of self-improvement begins with organising your thoughts
Is it simply a lack of ability that prevents people from speaking up in meetings? No, that is not the case. It is because the level of detail in their mental processing is too low. The very essence of business communication lies in engaging with one’s inner self, so as never to be at a loss for words.
How can one clearly articulate thoughts before putting them into words? The answer lay in a simple note. Write down the topic on a sheet of A4 paper, give your answer in the top half, and explore the reasons in the bottom half. This is the most practical way to organise your thoughts in a ‘domino effect’ manner. If you set a time limit and carry this out with two minutes’ concentration, the results will be immediate.
The true significance of this training goes beyond simply improving one’s speaking skills. It is a process of personal growth achieved by understanding others and refining one’s own thoughts, and ultimately serves as the foundation for expressing one’s true self within an organisation made up of a diverse range of people.
If you find yourself at a loss for words, might it be because your thinking lacks depth? Viewed in this light, the tension felt in meetings seems like a warm-up exercise designed to sharpen the clarity of your inner thoughts. From today, make sure you have a pen and paper to hand, and try to visualise your thoughts. This is the first step towards gaining a sense of psychological reassurance and raising your overall performance at work.
