How to Communicate More Clearly
How to Communicate More Clearly
Here are four ways to improve the clarity of your communication:
- Define all your key concepts.
- State your message in affirmative terms.
- Use numbers whenever possible.
- Use diagrams, images and visual aids.
Break language into two types: Vague and specific.
You should be specific in your language, not vague.
1. Define all your key concepts.
You need to specify the exact meaning of any vague, ambiguous or abstract terms.
There are many ill-defined terms such as, "appropriate size" or "Tasteful colours".
Anything that can be misunderstood, will be misunderstood.
Therefore, you must work to clarify the exact meaning of any ambiguous term, by providing a clear definition.
Clarity is a virtue, vagueness is a vice.
2. State your meaning in affirmative terms.
Write down what you do want, as opposed to what you don't want.
State your messages in affirmative statements.
Rather than say, "I don't want a small one", say, "I want one that is between X and Y metres".
Rather than say, "I don't what to go to Paris", say "I prefer to go to London".
Saying what you don't want does not clarify what you do want.
3. Use numbers whenever possible.
Using numbers is the best and easiest way to improve the clarity of your language. Why?
Because numbers denote more exact times, exact measures, exact proportions, they make your message more objective and less prone to misunderstanding.
Whenever possible, specify your meaning by using numbers.
4. If possible, use a visual image, diagram or drawing.
You have heard it said that a picture is worth a thousand words. If you cannot find the words, then consider using a diagram or a photograph or drawing.
Do whatever it takes to gain clarity.
Definition: clear communication
Clear communication means sending a message that cannot be misunderstood. In business, it is a principle that works only when you define every key term, phrase what you want in positive words, back your points with numbers, and support them with a picture or chart. If any one of these parts is missing, the talk becomes less clear.
Show CG4D Definition
- Specifies the exact meaning of all key terms
- States ideas in affirmative language
- Quantifies information with numbers
- Uses visual aids to illustrate meaning
Article Summary
To cut confusion, define each key term, say what you want not what you don't, add numbers for accuracy, and show a quick visual; these four moves turn vague talk into clear action.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
Why does defining key concepts make communication clearer?
How do affirmative statements improve clear communication?
When should I use numbers in my message?
Can visuals really improve communication clarity?
What is the risk of vague language at work?
How do I change a negative request into a clear, positive one?
What quick checklist ensures my message is clear?
Thought of something that's not been answered? Ask Us Today!
Did You Know: Key Statistics
A 2023 Grammarly Business survey found that unclear communication costs organisations an average of £1.86 million per year. The Project Management Institute’s 2020 Pulse of the Profession report shows that 28% of project failures were caused by poor communication.About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
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