How to communicate clearly

Posted: November 14, 2008 in Self development

How to communicate clearly 


Photo credit: Katy

Communicating clearly is most of all a matter of knowing what you want to say, and then employing some simple tools in order to say it. Probably the hardest part of this is knowing what you want to say. But it is better to spend time being sure you understand what you mean than to write a bunch of stuff trying to make it more or less clear.

Knowing what to say is often a matter of structure. Professional writers employ a small set of fairly standard structures. For example, some writers prefer articles (or even whole books!) consisting of a list of points, like this article. Another structure, often called ‘pyramid style’, is employed by journalists – the entire story is told in the first paragraph, and each paragraph thereafter offers less and less important details.

Inside this overall structure, writers provide arguments, explanations, descriptions or definitions, sometimes in combination. Each of these has a distinctive structure. An argument, for example, will have a conclusion, a point the writer wants you to believe. The conclusion will be supported by a set of premises. Linking the premises and the conclusion will be a set of indicators. The word “therefore“, for example, points to the conclusion.

Learning to write clearly is a matter of learning about the tools, and then practice in their application. Probably the best way to learn how to structure your writing is to learn how to give speeches without notes. This will force you to employ a clear structure (one you can remember!) and to keep it straightforward. I will write more on this, but for now, check out Keith Spicer’s book, Winging It.

Additionally, master the tools the professionals use. Learn the structure of arguments, explanations, descriptions and definitions. Learn the indicator words used to help readers navigate those structures. Master basic grammar, so your sentences are unambiguous. Information on all of these can be found online.

Then practice your writing every day. A good way to practice is to join a student or volunteer newspaper – writing with a team, for an audience, against a deadline. It will force you to work more quickly, which is useful, because it is faster to write clearly than to write poorly. If no newspaper exists, create one, or start up a news blog.

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