Clear communication makes the world go round. Without clear communication – spoken, written or non-verbal – there is chaos. With poor communication, confusion and disorder can result. Whether you’re communicating in business, academia or as a layperson, your ability to accurately convey your message is a primary goal. Effective communication is clear communication. Whatever field or role one is in, clearer communication should be the ultimate objective.
Achieving Easy-to-Understand Communication
Lynch and Golen (2003) offer some tips to implement when writing a document to achieve clear and concise text:
- Ascertain the main thesis of the document. In other words, pinpoint the message you are trying to convey before you begin writing. Once you’ve achieved this, the entire piece can be outlined. This ensures you will not stray from the topic and the confines of what is considered appropriate format. This will result in an easy-to-understand document.
- Develop supporting points or arguments. This also ties into the outline. Once you’ve decided the main message of the piece, it is important to provide points to support the message. This will take the reader logically through the argument and ensure comprehension.
- Start writing at any point in the document. You do not have to start at the beginning when writing a document. If a part of the document is going to be straightforward, then start there.
- Use subject sentences to set up the paragraph. That is, use a sentence at the beginning that describes the entire thesis of the paragraph. You can then explain and support the sentence during the paragraph.
- Shape language to the reader. There is no point using jargon and other language that is not easily understood by the reader. The entire point of communication is to convey a message and if written in a text that is incomprehensible, the entire point of the exercise is wasted. Clearer communication will be achieved if the text is written with the audience in mind.
- Incorporate headings where applicable. Some types of documents do not accept headings, so gauge whether this is appropriate in the first place. These signal to the reader that a particular topic and section is to be presented. It offers clarity to the reader. They are able to recognize where the writer is taking them and it will assist understandability in the text.
Egan (1995) suggests that writers should always start their document with their conclusion as their main idea. It is also important to work out who your reader is prior to writing the document and then you’re able to write according to the reader’s concerns, their perspective and what they want from the piece. This will add to the clarity as it is essentially custom made for the reader.
Promoting Clearer Communication with Software
Achieving clarity in communication has never been easier with the help of software like StyleWriter. The software assists by recognizing words and phrases that contributes to poor writing. In order to develop clearer writing skills, the software program includes learning about: complex words; jargon; abstract writing; abbreviations and acronyms; foreign expressions; legal words; and signpost language.
References
Egan, M. (1995) ‘Total quality business writing’, The Journal for Quality and Participation, 18 (6): 34-38
Lynch, D.H. and Golen, S. (2003) ‘10 steps to writing clear documents’, The Internal Auditor, 60 (1): 53-57.