How to Communicate More Clearly

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How to Communicate More Clearly

Here are four ways to improve the clarity of your communication:

1. Define all your key concepts.
2. State your message in affirmative terms.
3. Use numbers whenever possible.
4. 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.

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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Further Reading in Communication - Clear Communication

• How to Prevent Misunderstandings
  Not everyone is on the same wavelength as you, and therefore misunderstandings can occur when you speak to people. Whether your message is complex or your audience reluctant to listen, read our great tips to prevent misunderstandings happening.
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• Clear Communication
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• The Importance of Business Communication Skills
  If you want to succeed in business, being a good communicator is essential. Not only do you need to communicate to others what, why and how a goal is to be achieved, you need to listen to feedback received in order to make adaptive changes.
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• Virtual Presenting Skills
  With more presentations than ever being held online, Presenters have had to adjust their presentation styles in order to keep and maintain the interest of their virtual audience. Join us for our FREE webinar on Virtual Presenting Skills.
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• The Most Important Question
  Many people speak in vague terms, or they don’t make themselves clear, so don't be afraid to ask them for clarification. It is dangerous to guess their meaning; ask the all important question before jumping to conclusions.
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Looking for Communication Skills Training?

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