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We communicate with one another all day, every day. We cannot avoid it. It's been noted that you cannot not communicate!
Communication is the tool by which people exchange thoughts, experiences, and ideas. It's the foundation on which all political, social, and business endeavors rest. Given this fact of life, it becomes apparent that the person who excels at communication will excel in all of those areas related to communication: teamwork, managing people, building products and services, and interacting with customers.
You have probably worked with people who suffered from inadequate communication skills. You may have been confused or frustrated when you worked with them, because you were unsure what was happening or what they meant to convey to you. But try not to be too critical; few people have the gift of remarkable communication skills and not enough people have been educated in the essentials of effective communication. In fact, you can probably recall a time where you had trouble conveying your thoughts or feelings to someone you were speaking with!
Since communication is a requirement in every business setting, mastering more effective communication techniques can only improve our work relationships and allow us to spend more time focusing on the important aspects of work, rather than correcting wasteful and unnecessary miscommunication.
Clarity and Impact
Communication starts with the message to be communicated. The message can be simple: "I would like this report done by Friday." It can be complicated: "Given that the rate of customer attrition and new customer recruitment are mismatched we will need to revisit our sales strategy to solicit better qualified customers and allow low-value customers to more easily seek a competitor." Either way, a clear message is essential since it is the primary focus of the exchange.
The message is then sent by a senderto a receiver through a medium. For example, a speaker (sender) may address an audience (receivers) by talking at a podium through a public address system (medium). Or an employee (sender) may send an email (medium) to a customer (receiver) about a new product features.
You can see how crucial a clear message is. If the sender is unsure of the message, how can the receiver possibly decipher the intention? Furthermore, any medium that reduces the amount of context (such as vocal inflection, tone, facial features, and pacing) can only make communication less clear.
The most important aspect of communication, therefore, is the clarity of the message.
The clarity of a message is enhanced or detracted from depending on the nature of the delivery: the tone, the demeanor, the emphasis, and so on. The most impactful messages are those which are not only clear, but are delivered with congruent tone. If I say "I'd love to see a movie with you this Friday," in an unenthused, disinterested tone, the receiver of my message will at the very least question my sincerity and possibly attribute intentions I do not mean. Realizing that it is more oftenhow you say something than what you say that determines its impact will allow you to consciously support your message with an accurate, impactful delivery.
The most important goal of effective communication is clarity. Clarity is not the same as simplicity . Often, simple things are clear if the message is intended to be brief and small, but often the message is about a complex relationship that can only be presented with a necessarily large amount of data. This complexity can be made to appear clear by effective organization and presentation and need not be reduced to meaningless…bite sized…chunks of data, as simplification usually does. Clarity refers to the focus on one particular message or goal at a time, rather than attempting to accomplish too much at once. Simplicity is often responsible for the dumbing of information rather than the illumination of it”.
Brevity key to effective communication
We frequently find ourselves in the company of people who not only talk for too long, but also insist on
repeating every point ad nauseum. The same goes for their written output too.
Well, most of us are guilty to this vice and tend to go on and on. Chances are that you are already shaking
your head in an instant negation; arguments of denial must have already sprung to your lips. And if that
isn’t proof enough, just imagine having to sit through your own long-winded discourse or having to read
your own copious reports and you will have your answer.We cannot help but marvel at the sheer volume of
endless blubber all around us.
Everyone is talking, rambling discussions, prolonged meetings and elaborate presentations that are still
missing the point, it can be said for prodigious memos, emails, reviews and blogs.
The problem lies in the fact that most people think that the number of words used better conveys a
message. What they conveniently overlook is that content is what really matters.
In fact, good content often gets lost in effusive repetitions delivered at breakneck speed, hindering both
decision-making and action.
So, brevity is the key to effective communication – both verbal and written. Plain and concise dialogue can
be clearly heard/read and understood. Observing economy of words with a specific and goal-oriented
approach not only saves time (which is of precious value in any organisation) but also leads to clearer views,
wise decisions and immediate end-results. As Thomas Jefferson once said, “The most valuable of all talents
is that of never using two words when one will do!”
How to qualify your use
Before speaking or writing anything, assess the needs of your audience and the extent to which they are
acquainted with the subject. Think over what you want to write/say and try to paraphrase yourself
immediately. There is no need for a long-winded repetition; people will get the message on the first
hearing/reading especially if they are familiar with the topic.
Communication experts exhort the adoption of a minimalist style by combing for unnecessary words,
phrases or sentences that can be reworded, restructured or even omitted entirely. Tightening yourself will
ensure that the focus is on the significant points, making your argument clearer and more compelling than a
complicated rambling.Do not write or say the same things again. Avoid flowery phrases or analogies in
favour of a direct approach. Steer clear of vague expressions that actually hint at your nervousness or
uncertainty. In short, speak to express, not to impress! But, do ensure that you do not sacrifice content at
the altar of brevity.
Simply present the points or questions on hand and try to get opinions and answers. Never should you
ignore what others have to say in the rush to present your piece. Make note of people’s views and objections
as only when you are a good listener who pays heed to others’ words, will you win respect and attention for
yours. Once you start making concerted efforts to qualify yourself with economy of words at all times – be it
corporate gatherings, one-on-one or on paper, conciseness will start coming to you spontaneously!
