As super communicators you should observe these six basic guidelines to ensure effective communication:
1. Lead with the Conclusion: The agreed upon standard for communications used to be gradually building to the main point, usually best to state the main idea first and why it is important. After ensuring that all readers have at least understood the critical argument, writers can continue with supporting evidence, information, and a limited number of links for those interested in reading further.
2. Use Big Words Sparingly: Ironically, research shows that while people with stronger vocabularies are more successful in business, those who use too many big words are not effective communicators. When the audience is concentrating on a speaker’s vocabulary, they are missing the overall message. Rather than responding with admiration, people become frustrated or are put off by the speaker’s perceived attempt to brag or impress. Again, the aim is not to insult the audience’s intelligence, but merely ensure that their focus is on the information being conveyed.
3. Combat Jargon Abuse: While jargon feels good to use for insiders, it inherently excludes everyone else. When trying to simplify complicated subjects for a non-specialist audience, it is imperative to minimize and explain any use of jargon. Acronyms are like another form of jargon that increases efficiency for insiders but, again, is a hassle for outsiders. When content looks like “alphabet soup,” acronyms are being overused.
4. Shorter Sentences, Paragraphs, and Chapters: Just as with the overuse of big words, long sentences, paragraphs, and chapters are “roadblocks” for readers. Internet culture has promoted brevity in the same way it has encouraged easy readability. Overdoing it can make a document boring, however, so this is not a hard and fast rule but something to be mindful of.
5. Sync Content with the Audience’s Culture:
When making cultural references or analogies, communicators must be sure the entire audience will understand them. It is safest to stick with shared human experiences (e.g., food, family, sports) to avoid confusion. also need to consider the tone their messages are delivered in.
6. Make it Error Free: Errors ruin credibility no matter how intelligent the person presenting is. Communicators should always work with others to ensure work is free of errors, particularly those a computer may not pick up.
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This passage covers and explains the fundamentals of the standards to be complied with while preparing to communicate information with others. These standards are general, and stressing upon them assist in improving our communication skills not only in business, but also our personal life activities.
The six pillars to perfect the communication skills are: Leading with the Communication, Curbing the use of “Big Words”, Limiting the use of Jargons, using shorter paragraphs and sentences in presentations, syncing the content with Audience’s culture and ensuring no errors are present.
I believe that the explanations provided to curb the use of big words, jargons and preparing according to the culture of the listeners are all reasonable and obvious. As far as leading with the communication is concerned, we often try to explain the base idea of the discussion, however, due to the possibly premature attention span of the listener or a cantankerous personality, the depth with which the main topic should be explained is not enough. Hence, another key factor that I believe helps us to lead the communication is to confidently divert such extra questions so as to stay on track. As far as the content is concerned, limiting the content is of no point if the depth and understanding of the topic required to be conveyed is not sufficient. Hence, the sentences should not only be limited, but an extra effort must be put to develop the ability to summarize in short sentences. Finally, the errors can only be reduced with practice. No amount of reading/writing can help us reduce the errors unless we are serious about it and consciously put in efforts to restrict them.
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