For those who don’t give you any limits, create one for yourself and stick with it. Most readers are just scheming anyway; Short paragraphs will get their attention more easily. Chapter 24: Revising for Clarity, Conciseness, and Correctness 230 Example 24.5: Rough draft that requires editing of the topic sentence and the body of the paragraph To keep costs down, we have chos en Velcro straps to secure the compartments. Conciseness definition, the quality of being concise. Why is this the case? How to Communicate Concisely. This study will enhance your writing skills and help you compose messages that fulfill the criteria of correctness! Its forms include am, are, is, was, were, and will be, had been, is being, and was being. This makes it almost impossible to talk briefly. Why is the passive voice so hated? Velcro is easy to use and durable. 3. Not every article should contain everything you know. Remember, your goal is not to make your sentences short, your goal is to convey your ideas clearly and to avoid ambiguity. So just what is the difference between these two voices? Other examples of this are: Past memories Very empty Absolutely filled Free gift Imagine an entire report full of this: Even though you are reading excellent news, you’re about to keel over from the monotony, aren’t you? Those two items are identical, except for the price tag we added. That doesn’t mean telling your whole story with every article. Detailing is an example of conciseness of communication. ACTIVE VOICE: You cannot have a raise at this time. Required fields are marked *. What is conciseness? This research suggests that between 20 and 25 words is the maximum for solid comprehension. There is constantly more information to add to a single piece of paper used to summarize their lives and successes. So, “completely finish” is redundant, and both words are not needed in the sentence. It’s not especially important for you to be able to identify them in order to be a good business writer. We often come across letters that say, “I’m attaching a demand draft to your needs” am not just verbose, but grammatically unacceptable. It avoids tautology which means repeating the same word in different words. Extremely deleted. For more useful information on how sentences work, and to get some practice in before you start your own writing, check out this reading on Sentence Structure. Our user observations show that children can easily use Velcro “We could not send the goods on time as the truck drivers were on strike”. Or, it can simply mean being proactive and responsive in terms of how you communicate by email, over the phone, or in meetings. Identify and reduce prepositional phrases. In the simplest terms, an active voice sentence is written in the form of “A does B.” (For example, “Carmen sings the song.”) A passive voice sentence is written in the form of “B is done by A.” (For example, “The song is sung by Carmen.”) Both constructions are grammatically sound and correct. Accuracy, which is the careful conforming to truth or fact, has three main aspects:. ELIMINATE WORDY EXPRESSIONS 1. There is a prepaid envelope enclosed. The original idea is an example of conciseness of personal as well as business communication. Although most people don’t want to come with me on that adventure. Writing cleanly and concisely doesn’t mean writing like a robot. The pair review resource, when performed in an open, dialogue-based form, enables the most relevant characteristics in scientific communication by means of articles to be focused on: language precision, conciseness and clarity. It avoids the basic fuzziness … Thinking can come more naturally before you write, as you need to compose your thoughts, but many people do not bother to organize their thoughts before speaking. A sentence like this is not only confusing, it also becomes really boring to read and doesn’t sound very sophisticated: All three of these activities are part of the completion of a report, but they don’t really belong in the same sentence. The whole point of that sentence is that the company is doing well. When simplifying your writing for conciseness, examine your verb usage. One good way to think about conciseness … Grammatically, there are three kinds of sentences. Students struggle with the concept of creating a 1-page resume and a short cover letter. When the passive voice is used too frequently, it can make your writing seem flat and drab. Do you start sentences with “What it is, is . With business writing, the main focus is on the reader’s ability to quickly absorb and react to the communication. Conciseness - Conciseness means wordiness, i.e, communicating what you want to convey in least possible words without forgoing the other C's of communication. Concise business writing uses clean, straightforward sentence structure to improve understanding and retention. In written communication all the vital information is to be included otherwise it will act as a barrier and will affect the communication process. The ‘C of Conciseness’, one of six Cs which represents the six (6) qualities of effective communication, is concerned with the application of techniques that ensures conciseness in messages. Communication is an art. This kind of narrowing means you don’t have to say any more. This could be a good way to focus on ways to improve company strategy, rather than focusing on a single person’s performance (and avoid calling out a single employee in a potentially public setting). However, be sure you are not splicing together long strings of clauses that get really hard to follow. Your email address will not be published. Compound sentences consist of two (or more, but that’s tricky) independent clauses attached by a comma and a conjunction: Amanita threw the ball, and Fido fetched it. Conciseness 1. Empty Conciseness Many pairs of descriptive words are redundant and imply one another. What is my purpose for sending this email? However, taking a moment to think about how they work and what they do will help you become  more concise and clear. At the heart of business is the idea that “time is money.” This may lead you to believe that shorter messages are always better; however, concise writing is not just fast or short. Document accuracy refers to the proper coverage of your topics in appropriate detail. This article explains practically the 7 C’s of Effective Communication. Details of the required support only. Practice makes permanent. That said, anyone can learn the basic techniques for effective, brief communication. Concise communication has following features: It is both time-saving as well as cost-saving. A few encourage your writing; Pull it a lot. It completely avoids the use of more words than is required. We have to clear these lines of customers quickly. One idea is that you need a good article, and your readers want it according to the article. His hands trembles when he eats. Think about how the small nuggets of information relate to one another, and combine them in sentences that a) make sense, b) put the important news first, and c) show that you take pride in writing well. Or you could say, “My shoe … Revision: Because many of the words in this sentence are unnecessary, we should edit it. Have I identified myself clearly? Starting a sentence with a dependent clause can sometimes bury the important news at the back end of the sentence. Stick with it. Often, my storytelling role is so long that I’ve used three quarters of my word count before I even got a big idea. 1. It is yet another example of how Twitter has literally transformed not only the face of communication, as we know it, but the profession of journalism as well. Strive for clarity and conciseness in email communication, Summarize your purpose for the startup email, Provide a context for the reader (include the original message when replying), Use a single spaced block paragraph to separate thoughts. PASSIVE VOICE:  The potential sale in North Dakota was lost. Briefing is not achieved during writing, while editing. Consistency in communication usually means two things: repetition and frequency. Learning to Write in Active Voice Probably the best writing lesson I learned was lesson active voice is more enjoyable and easier to read, and it uses fewer words. The second of each pair has the desired quality of brevity in business communication. Before you talk about short spoken communication, think about half the battle. Think about communicating the key idea to give your conversation partners a glimpse of the direction you’re first going. Editing is less about grammar and spelling correction and less about improving communication. So this doesn't mean you cut down words to sacrifice on the content. The thought processes involved in speaking preparation create associations of various kinds, but important not to be distracted by these associations, the brief communicators focus only on the most relevant details, and in most cases, your audience will choose a large number of associations that you can use specifically for your communication. At the same time, be careful of turning a single sentence into a paragraph by stringing together every idea you’ve ever had. Here are four tips for self-editing briefly. Believe me, my brain and your brain also have a lot of information to fill pages and pages. Conciseness is the extent to which a piece of writing communicates clear information in as few words as possible. [This includes a prepositional phrase, “on her perch,” and a compound verb “sat” and “whistled,” but it’s still a simple sentence.]. They take up space and slow the reader down. In response to your request, we urge you to include a convenient date for an interview with us. Compound-complex sentences — you can probably figure this one out from the name and the example: While Amanita looked for the ball, Fido chased a grasshopper, and Whiskers looked bored. Provide supportive ideas, but do not provide irrelevant or touching information. Set limits in your paragraphs as well. In the second example, for instance, a writer who If you are trying to avoid throwing someone under the bus, one strategy is to de-emphasize the actor or subject in the sentence. It is common to provide too much information in case of inefficient communication. It also lends more confidence to your writing. Some publications give you a one word limit right from the beginning. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to … However, like all industries, communication has its underlying structure, and good communicators, like experienced artists, can understand the strategies that consider effective communication. There’s a whole different response when the sentence tells the important news first. Avoid the use of short words, it uses unnecessary words. After reading you will understand the basics of this powerful communication skills tool. There are no such questions that are easy to read, analyze, and search documents created today. Communicating clearly is based on direct and strait forward points. Findings from Goddard (1989) suggest that sentence length is related to reader comprehension. Practice is not perfect. Once you’ve practiced a bit, creating logical, structured communication that takes your audience or reader straight to the point becomes second nature and you do it without thinking about it. A concise message is complete without being wordy. Consistency is an example of conciseness of communication. PASSIVE VOICE: A raise can not be given at this time. The second sentence is abbreviated except for unnecessary words. Do I separate my thoughts into paragraphs? . Discuss strategies to improve concision in writing. Consistent brevity will make you a more marketable author. Avoid weak verb constructions like “there” or “we have”. Strive for clarity and concision in writing. Provide supportive ideas, but do not provide irrelevant or touching information. Bring out your sensitive side by knowing how to tactfully apply passive voice. It is the opposite of being vague or non-specific. Don’t tell. That said, the more complex the material you are discussing, the more straightforward and clean your sentences need to be.[1]. There are two types of verbs: action verbs and state-of-being verbs. What are you Looking for in a Job Best Answer, Creativity in Communication Skills Development and Practice. Evoke senses of taste, smell, hearing, sight, and touch with your word choices. A. Get rid of them. If you make your statement good, once is enough. Conciseness is a necessity for effective communication. 5. NON- VERBAL COMMUNICATION:Analysing Nonverbal Communication NON- VERBAL COMMUNICATION:Environmental Factors TRAITS OF GOOD COMMUNICATORS:Careful Creation … But, like all art, communication has an underlying structure, and good communicators, like experienced artists, understand the techniques that underlie effective communication. Remember, your goal is not to make your sentences short, your goal is to convey your ideas clearly and to avoid ambiguity. Yay! Simple sentences consist of a single independent clause: Fido fetched. Isn’t it obvious that “I am writing”? Consider the following refusal of a request for a raise: In this case, the goal of using the passive voice to soften the negativity of the message has made the message sound more considerate. Don’t be afraid to repeat your key messages—it’s hard for people to miss a point when they’ve seen or heard it multiple times. However, extra work bad vies find better ways to emphasize your point. For instance, if a per-son finishes something, he/she is finishing it completely. Complex sentences consist of at least one dependent clause followed by at least one independent clause: While Amanita looked for the ball, Fido chased a grasshopper. Clear is good; simple can be mind-numbing, so vary your sentence structures. Do you use “one” (as in “One hopes to understand the meaning of this sentence.”) and then get stuck in a bog of pronouns? Weak verbs require more words to convey sufficient meaning, but active, descriptive verbs provide context and meaning through more complex, layered meanings. Do you adore the complex sentence type a little too strongly? Concrete communication is important in both personal and professional interactions to ensure the recipient of a … That means you use as few words as possible to convey an accurate and an informative message. Business Communication Skills for Managers, http://sites.utexas.edu/legalwriting/2015/04/29/manage-your-sentence-length-2/, https://lumenlearning.h5p.com/content/1290980040578381928/edit, https://courses.lumenlearning.com/styleguide/, https://courses.lumenlearning.com/styleguide/chapter/active-and-passive-voice/. Depending on the project or situation, this may involve creating a set communication schedule to provide updates. “Fido chased a grasshopper” can stand alone, so it is an independent clause.]. Learn more. Focus on your ideas and words. 1. Did you have an idea for improving this content? You’ve probably heard of the passive voice—perhaps in a comment from an English teacher or in the grammar checker of a word processor. The 7 C of Communication are: Completeness Concreteness Courtesy Correctness Clarity Consideration Conciseness. Mention Did not do. Effective Technical Communication . A good idea bears repeating, which is the easiest way to draw emphasis. “Due to a truck driver’s strike, we could not ship the goods on time.”. The human brain processes a lot at the subconscious level, and lets your conversations begin to think about the topic, to get to the basic idea that you want to communicate there early in the conversation. Avoid passive construction; Active constructions carry a greater meaningful burden on less words. If, however, it is important that Tamara lost the sale, but we want to focus on the loss rather than who lost it, saying “The potential sale in North Dakota was lost by Tamara,”. It’s not forbidden to begin with dependent clauses, but be very careful about when you choose to do so. You do not have the time or space to deli-dally. We have been told to cultivate an audience through personal connection and thus build and follow your brand, so that you become a beloved author who is able to succeed financially. Despite this sentences being completely grammatically sound, we don’t know who lost the sale if we only read the passive sentence. Business writing is known for being direct and to the point in most situations, so you should favor active rather than passive verb constructions. Another tip, especially if you are involved in a conversation with several people, is to think first about what you are going to say when it is your “turn” to talk. What are the 7 C’s of Communication? Compare these two sentences. Active voice communicates better than passive voice. Using compound and complex sentences is great! Be careful not to repeat yourself over and over and over. Correctness means that the details of a message are accurate. The ‘C of Correctness’, one of six Cs which represents six (6) qualities of effective communication, calls for revision of messages, to ensure that content, mechanics, and appearance of a message are correct. Narrow this idea as much as possible. 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