Clear + Concise = Communication Accomplished
Phil Yaffe, former Wall Street Journal writer, in his book, In the ‘I’ of the Storm: the Simple Secrets of Writing and Speaking (Almost) Like a Professional, discusses his theory of how mathematics relates to public speaking. In an article based on the book (www.refresher.com/aplymath.html), Yaffe points out that expository writing is no one’s first choice of reading material.
How do we combat this unenthusiastic response to our routine business documents? Be clear and concise. To help readers understand the essence of clarity (CL), Yaffe breaks down his mathematical formula: CL = EDE. This translates to the following:
- E mphasize what is of key importance.
- D e-emphasize what is of secondary importance.
- E liminate what is of no importance.
He’s right. Good communication—the kind that people read and actually process, or hear and actually listen to—depends on clarity. In my newest book, The Voice of Authority: 10 Communication Strategies Every Leader Needs to Know, released from McGraw-Hill this month, I devote an entire chapter to the question, “Is it Clear?”
How do you know if you’ve bumbled your way through a speech or email and given out information that’s going to get you nowhere? Consider the following signs that you’re not getting through:
- Lack of questions
- Unexpected responses
- Lack of coordination (Things “falling between the cracks” in coordinating projects)
- Rework (Projects have to be redone because the instructions weren’t clear the first time.)
- Low morale (People feel discouraged that they can never “get it right” when projects are frequently delegated without essential elements for successful completion.)
Sound familiar? Don’t panic.
- Use plain English. If a phrase starts to roll off your tongue, shut your mouth; consider it a cliché—probably a phrase so overused that the meaning has long since been lost. Instead, aim for meaning and precision.
- Start with the punch line. People will never understand the background information until they know your point.
- Choose specifics. Words carry the crux of conversation. Selection is central to understanding and agreement.
We might all do well to work a little math the next time we start to write.
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I loved your article.Really looking forward to read more. Want more.
Great! Check back every Tuesday around 10 am ET. I usually have a fresh article about communication each week.