Notes in Features of Communication

Features of Effective Communication
1. Clear Watch what happens when we're concise and take out the filler
When writing or speaking to someone, be clear about your words:
goal or message. What is your purpose in communicating with
this person? If you're not sure, then your audience won't be Hi Matt,
sure either. I wanted to quickly discuss the email marketing campaign that
To be clear, try to minimize the number of ideas in each we analyzed last Thursday. Our target market will want to
sentence. Make sure that it's easy for your reader to know about the company's philanthropic efforts, especially our
understand your meaning. People shouldn't have to "read goals to become sustainable and help local schools.
between the lines" and make assumptions on their own to
understand what you're trying to say. This would make a far greater impact, and it would stay in
their minds longer than a traditional sales pitch.
Bad Example What do you think?
Hi John, Jessica
I wanted to write you a quick note about Daniel, who's 3. Concrete

working in your department. He's a great asset, and I'd like to When your message is concrete, then your audience has a
talk to you more about him when you have time. clear picture of what you're telling them. There are details (but
not too many!) and vivid facts, and there's laser-like focus.
Best, Your message is solid.
Skip
Bad Example
Good Example Consider this advertising copy:
The Lunchbox Wizard will save you time every day.
Hi John,
Good Example
I wanted to write you a quick note about Daniel Kedar, who's How much time do you spend every day packing your kids'
working in your department. In recent weeks, he's helped the lunches? No more! Just take a complete Lunchbox Wizard
IT department through several pressing deadlines on his own from your refrigerator each day to give your kids a healthy
time. lunch and have more time to play or read with them!
We've got a tough upgrade project due to run over the next 4. Correct
three months, and his knowledge and skills would prove When your communication is correct, it fits your audience.
invaluable. Could we please have his help with this work? And correct communication is also error-free communication.
I'd appreciate speaking with you about this. When is it best to  Do the technical terms you use fit your audience's
call you to discuss this further? level of education or knowledge?
 Have you checked your writing for grammatical
Best wishes, errors? Remember, spell checkers won't catch everything.
Skip  Are all names and titles spelled correctly?
2. Concise Bad Example

When you're concise in your communication, you stick to the Hi Daniel,
point and keep it brief. Your audience doesn't want to read six
sentences when you could communicate your message in Thanks so much for meeting me at lunch today! I enjoyed our
three. conservation, and I'm looking forward to moving ahead on our
project. I'm sure that the two-weak deadline won't be an issue.
 Are there any adjectives or "filler words" that you
can delete? You can often eliminate words like "for Thanks again, and I'll speak to you soon!
instance," "you see," "definitely," "kind of," "literally,"
"basically," or "I mean." Best,
 Are there any unnecessary sentences? Jack Miller
 Have you repeated the point several times, in
different ways? 5. Coherent
When your communication is coherent, it's logical. All points
Bad Example are connected and relevant to the main topic, and the tone and
flow of the text is consistent.
Hi Matt,
Bad Example
I wanted to touch base with you about the email marketing
campaign we kind of sketched out last Thursday. I really think Traci,
that our target market is definitely going to want to see the
company's philanthropic efforts. I think that could make a big I wanted to write you a quick note about the report you
impact, and it would stay in their minds longer than a sales finished last week. I gave it to Michelle to proof, and she
pitch. wanted to make sure you knew about the department meeting
we're having this Friday. We'll be creating an outline for the
For instance, if we talk about the company's efforts to become new employee handbook.
sustainable, as well as the charity work we're doing in local
schools, then the people that we want to attract are going to Thanks,
remember our message longer. The impact will just be greater. Michelle
What do you think? Good Example
Jessica Hi Traci,
Good Example
I wanted to write you a quick note about the report you
finished last week. I gave it to Michelle to proof, and she let
me know that there are a few changes that you'll need to make.
She'll email you her detailed comments later this afternoon.
Thanks,
Michelle
6. Complete
In a complete message, the audience has everything they need
to be informed and, if applicable, take action.
 Does your message include a "call to action," so that
your audience clearly knows what you want them to do?
 Have you included all relevant information – contact
names, dates, times, locations, and so on?
Bad Example
Hi everyone,
I just wanted to send you all a reminder about the meeting

we're having tomorrow!
See you then,

Chris
Good Example
Hi everyone,
I just wanted to remind you about tomorrow's meeting on the

new telecommuting policies. The meeting will be at 10:00
a.m. in the second-level conference room. Please let me know
if you can't attend.
See you then,

Chris
7. Courteous
Courteous communication is friendly, open, and honest. There
are no hidden insults or passive-aggressive tones. You keep
your reader's viewpoint in mind, and you're empathetic to their
needs.
Bad Example
Jeff,
I wanted to let you know that I don't appreciate how your team
always monopolizes the discussion at our weekly meetings. I
have a lot of projects, and I really need time to get my team's
progress discussed as well. So far, thanks to your department,
I haven't been able to do that. Can you make sure they make
time for me and my team next week?
Thanks,
Phil
Good Example
Hi Jeff,
I wanted to write you a quick note to ask a favor. During our

weekly meetings, your team does an excellent job of
highlighting their progress. But this uses some of the time
available for my team to highlight theirs. I'd really appreciate
it if you could give my team a little extra time each week to
fully cover their progress reports.
Thanks so much, and please let me know if there's anything I
can do for you!
Best,
Phil

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Features of Effective Communication

I wanted to write you a quick note about Daniel, who's 3. Concrete

2. Concise Bad Example

What do you think? Good Example

I just wanted to send you all a reminder about the meeting

See you then,

I just wanted to remind you about tomorrow's meeting on the

See you then,

I wanted to write you a quick note to ask a favor. During our

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