Words: Write them clearly. Prefer short simple words. Write with vigor. Write concisely. Prefer positive words to negative ones.
Sentences: Use a variety of sentences. Use active and passive voice appropriately.
Paragraphs: Keep paragraphs unified and coherent. Use parallel structure. Control para length.
Overall tone:Write confidently. Use courteous and sincere tone. Use appropriate emphasis and subordination. Use non-discriminatory language. Stress the 'you' attitude. Design your documents for readability.
Writing clearly: Be accurate. Be complete. Use familiar words. Avoid dangling expressions with misplaced modifiers and unclear antecedents.
For egs: Dr Mashalti gave a presentation of use of drugs in the auditorium (Were drugs used in the auditorium?).
Rather>>> Dr Mashalti gave a presentation in the auditorium on the use of drugs.
For egs: Sheela explained the proposal to Meena, she was not happy with it. (Who was not happy - Sheela or Meena?)
Rather>>> Sheela explained the proposal to Meena but Meena was not happy with it.
Prefer short, simple words: Here is a list of complex words and their short, simple alternatives:-
- Endeavour>>>Try
- Enumerate>>>List
- Ascertain>>>Learn
- Fluctuate>>>Vary
- Indispensable>>>Vital
- Initiate>>>Start
- Modification>>>Change
- Recapitulate>>>Review
- Substantial>>>Large
- Termination>>>End
- Utilization>>>Use
The tip is : ''Write as you speak".
Write with Vigor: Use specific, concrete language.
For egs:
The vehicle broke down many times recently (vague?).
The pick up truck broke down 3 times this week (better?).
Avoid slang, cliches and buzz words: Slang is an expression, often short-lived, that is identified with a specific group of people. Not many in India understand American slang. Some examples of the slang are:- Chewing one's head (Bothering with continuous small talk)
- Pay through your nose (pay a lot for something)
- Hate one's guts (Feel jealous of one's fearlessness)
- Zonked out (Pass out due to exhaustion)
- Hit off well (Get along famously with one another)
A cliche' is a word or a phrase that has lost its charm due to overuse. Some egs:
- For your information
- Further to our telecon
- Please be advised that
- Needless to say
- Last but not the least
A buzz word is an important sounding word used with the sole purpose of impressing people. Some egs:
- Paradigm shift
- Impact
- Interface
- Bottom line
- Vision statement
- User-friendly
- Ball park figure.
Ask questions about this topic by adding comments to this post.
With so many e-mails to process on a daily basis in our workspace environments, misunderstandings are often caused by miscommunications. This site offers good tips to streamline communications..very useful!
ReplyDeleteYes Shashi, I have described information anxiety in one of my previous lessons. Information overload leads to confusion in making choices. It is upto us to choose what information to process and what to ignore. Take for example the electronic media. There are thousands of TV channels all over the world. Do they all report the same event in the same fashion? Do they all give the same facts about say a natural disaster like a flood? No two newspapers are alike in reporting the same happening. This leads to a discombobulated audience who end up not knowing which source to trust and which to reject.
ReplyDeleteIt is indeed a very useful eye opening article. Helps in making communication more effective, simple and short which is the need of the hour in the corporate world, where there is very little time to communicate. The tips and examples given are very useful.
ReplyDeleteThanks Shubha for commenting on my blog. Please let me know if I you have questions on this topic. I would glad to answer them.
ReplyDeleteThis comment has been removed by the author.
ReplyDeleteAre you want to take landline texting service for your business. Also, other services that can keep your communication with your client well and fast. Then you should visit our site, Text My Main Number is a service which can help you to get success on your business.
ReplyDelete