conciseness in communication

Conciseness in Communication – How to Improve Skills

(Last Updated On: April 18, 2021)

Communication is an industry where conciseness is one of the cores in any sorts of corporate, personal, and business communication. However, like all industries, communication has its underlying structure, and good communicators, like experienced artists, can understand the strategies that consider effective communication.

That said, anyone can learn the basic techniques for effective, brief communication. Once you’ve practiced a bit, creating logical, structured communication that takes your audience or reader straight to the point becomes second nature and you do it without thinking about it.

Think before you say it

Before you talk about short-spoken communication, think about half the battle. Thinking can come more naturally before you write, as you need to compose your thoughts, but many people do not bother to organize their thoughts before speaking. This makes it almost impossible to talk briefly.

You certainly can’t take 30 times to fully organize your thoughts and try to refute what you have in mind when you mean exactly what you are saying. It’s okay to take a few seconds to think about what you want to say. Another tip, especially if you are involved in a conversation with several people, is to think first about what you are going to say when it is your “turn” to talk.

The original idea is first

Communicate the original idea first. The human brain processes a lot at the subconscious level and lets your conversations begin to think about the topic, to get to the basic idea that you want to communicate there early in the conversation.

As the topic develops, it helps you to follow through. Think about communicating the key idea to give your conversation partners a glimpse of the direction you’re first going. The original idea is an example of the conciseness of personal as well as business communication.

Details of the required support only

Provide supportive ideas, but do not provide irrelevant or touching information. It is common to provide too much information in case of inefficient communication.

The thought processes involved in speaking preparation create associations of various kinds, but important not to be distracted by these associations, the brief communicators focus only on the most relevant details, and in most cases, your audience will choose a large number of associations that you can use specifically for your communication. Mention Did not do. Detailing is an example of the conciseness of communication.

Use meaningful, descriptive verbs

Avoid weak verb constructions like “there” or “we have”. Weak verbs require more words to convey sufficient meaning, but active, descriptive verbs provide context and meaning through more complex, layered meanings. Avoid passive construction; Active constructions carry a greater meaningful burden on fewer words. Meaningfulness is an example of the conciseness of communication.

Focus on your audience

Tailor both the style and content of your communication to your audience. Who are you talking to and what should they really know? Different social contexts have different expectations about communication, so focus on where you are and who you are with, and structure your communication around their expectations.

Strive for clarity and conciseness in email communication

Summarize your purpose for the startup email

Provide a context for the reader (include the original message when replying)

Use a single-spaced block paragraph to separate thoughts

End your email with the desired result at the end of your message (“I will follow this email with a phone call” or “I will discuss this further in our next meeting”).

Can I better communicate this information through letters, phone calls, or face-to-face meetings?
Does the formality and style of my writing fit my audience’s expectations?
What is my purpose for sending this email?
Did I use proper grammar and punctuation?
Do I separate my thoughts into paragraphs?
Have I identified myself clearly?
Will the recipient be able to open and read any attachments?

Strive for clarity and concision in writing

Avoid the use of short words, it uses unnecessary words. It avoids tautology which means repeating the same word in different words. It completely avoids the use of more words than is required. Extremely deleted. Clarity is an example of consciousness of communication. All irrelevant topics and words are deleted. Compare these two sentences.

“We could not send the goods on time as the truck drivers were on strike”.

“Due to a truck driver’s strike, we could not ship the goods on time.”

The second sentence is abbreviated except for unnecessary words.

Don’t tell. “Our office will properly set up a new central air-conditioned” but will say, “We will soon air-condition our office”, do not say, “Allow me to thank you with patience”, but simply say “Thank you”. We often come across letters that say, “I’m attaching a demand draft to your needs” am not just verbose, but grammatically unacceptable. “With” makes a theoretical error, this is unnecessary repetition. You can easily say, “Attachment is D / D”.

Check the following pair sentences. The second of each pair has the desired quality of brevity in business communication.

1. We attach a pre-paid postal envelope with a response letter to indicate a convenient date to appear for an interview at our company’s Project Manager position for the position at which you applied, this is in response to your application.

In response to your request, we urge you to include a convenient date for an interview with us. There is a prepaid envelope enclosed.

2. We would be grateful if we could send your new Aqua Filter with a new 75 piece off your mailing address and receive this mail order with the draft.

The technology of manual typewriters, ribbons, and white-outs demanded a high level of expertise, manual skills and practice. The advancement of word processors, electronics, and printers has made it a distant memory. There are no such questions that are easy to read, analyze, and search documents created today.

Video and infographics seem to be in a similar state. Software for creating and editing videos has evolved to be almost as common as word processing. The file size and amount of processed information is “order of magnitude” large, but the process is surprisingly simple.

conciseness in communication

The focus on being short and efficient has not changed.

Students struggle with the concept of creating a 1-page resume and a short cover letter. There is constantly more information to add to a single piece of paper used to summarize their lives and successes. Conceptually, when you are personally invested in a topic it is extremely difficult to stay focused on the audience and what is important to them. Focus is an example of the consciousness of professional as well as business communication.

Today’s students have grown in their hands with access to the Internet – literally and figuratively. They will see infographics, diagrams and videos to illustrate events and complex relationships.

Continuous transparency in writing for further marketing

Consistent brevity will make you a more marketable author.

Briefing is not achieved during writing, while editing. Self-editing is tough for brevity. Here are four tips for self-editing briefly.

1. Stuck an idea.

I have an idea of ​​what a new playground is for my kids: an exciting new area to explore and discover.

Although most people don’t want to come with me on that adventure.

When someone decides to read your article, they are seeking to gain the gems of knowledge you have discovered. They don’t want you to give them my whole.

Choose one specific idea per article (or section) and stick to it. Narrow this idea as much as possible. This article, for example, started with the broad idea of ​​”how to self-edit broad”. I planned and wrote unless the idea is there before you narrow it down.

This kind of narrowing means you don’t have to say anymore. Believe me, my brain and your brain also have a lot of information to fill pages and pages. Not every article should contain everything you know.

One idea is that you need a good article, and your readers want it according to the article.

2. Cut out your contacts.

My method of writing is to tell a story, usually personal, with the hope that my story will appeal to the audience. Often, my storytelling role is so long that I’ve used three-quarters of my word count before I even got a big idea. Keeping contacts is an example of conciseness of communication.

Writers want intros that can draw a reader, but it’s good to catch up with internet articles that if the reader clicks on your article, he or she invests in your idea. Enter directly.

We have been told to cultivate an audience through personal connection and thus build and follow your brand so that you become a beloved author who is able to succeed financially.

That doesn’t mean telling your whole story with every article. If you want to include personal information about yourself, give one or two sentences where appropriate. Your readers will know who you are so you don’t waste their time.

Don’t waste time on a long contact when a short person often does (often with more precision).

3. Delete the word.

We use a lot of words.

Editing is less about grammar and spelling correction and less about improving communication. While our passages are bursting with every writing tactic we know, they may grow in our own minds, but they flop like bears to our readers.

After you write your first draft, take a break for at least half an hour, then come back and delete it.

Adjectives and activities are easy to get rid of. A few encourage your writing; Pull it a lot. Get rid of them.

Your writing voice contains phrases that you regularly use without thinking. My defaults are “Of course,” and, “To tell you the truth.” Of course, to tell you the truth, they are not necessary. They take up space and slow the reader down. They have to go.

A good idea bears repeating, which is the easiest way to draw emphasis. However, extra work bad vies to find better ways to emphasize your point. If you make your statement good, once is enough.

Learning to Write in Active Voice Probably the best writing lesson I learned was lesson active voice is more enjoyable and easier to read, and it uses fewer words. Active voice communicates better than passive voice. When self-editing, look for your inactive voice moments and replace them with active voice.

4. Know your limits

Some publications give you a one-word limit right from the beginning. Stick with it. For those who don’t give you any limits, create one for yourself and stick with it.

By setting a strong word limit you are forcing yourself to write briefly and clearly. You do not have the time or space to deli-dally.

Don’t worry too much about the number of words when writing, though. Focus on your ideas and words. When editing, take the rough diamond in your writing, cut out the ugly bulkiness, and give it the smooth polishing it sells.

Set limits in your paragraphs as well. For online articles, a paragraph should not exceed four or five lines. Small text blocks are easy to read on smaller devices. Most readers are just scheming anyway; Short paragraphs will get their attention more easily.

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Consistency is key.

Practice is not perfect. Practice makes permanent. Consistency is an example of conciseness of communication.

Writing and editing go together, and you both have to practice constantly to produce quality content that people will want to read.

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