Clarity

Clarity—One of Six ‘C’ Qualities of Effective Communication

The ‘C of Clarity’, one of six Cs which represents the six (6) qualities of effective communication, is concerned with techniques for revising messages and making changes accordingly, to improve clarity.

Any compromise on the clarity of expression may cause communication barrierOpens in new window.

A clear messageOpens in new window keeps the intellectual, emotional and perception level of the intended receiver in mind and focus on expressing a thought, not on impressing the receiver.

In the examples below, the unclear statements on the top are written to impress the receiver; the clear statements beneath are written to express the thought.

Sometimes you may feel reluctant to make changes in messages that you create. Strive, however, to form the habit of rewriting to improve clarity.

Use the following points to check messages to ensure you adhere to the principles of clarity when expressing your thoughts:

• Select appropriate words.
• Place words in an orderly sequence.
• Limit use of it and there.
• Position phrases correctly.
• Position clauses correctly.
• Keep sentences short.

1.   Select Appropriate Words

Selecting appropriate words to convey ideas in the form of a message is crucial as it enhances understanding between sender and receiver.

Words that look alike or sound alike should be avoided because they tend to cause confusion.

Verify word meanings in a dictionary to avoid offending or misleading a reader. When preparing spoken messages, use a dictionary to verify pronunciations.

2.   Place Words in an Orderly Sequence

Having your messages read aloud can prove helpful to reveal unclear word placement. If after you reread the statement the present words order sounds awkward or unconvincing, try a different word arrangement.

When English is the primary language, the pattern of subject before verb usually provides the clearest sequence.

The remarks “Baked is the bread” and “Scrambled are your eggs” sound awkward. Both statements place the verbOpens in new window before the subjectOpens in new window, and the order appears illogical.

In the following examples, notice how placing the subject before the verb makes the sentences easier to read and understand.

2.1.   Handling Pronouns

When using a pronoun, make sure the pronounOpens in new window restates the intended reference, the antecedentOpens in new window.

Change the word order or word choice when any confusion exists between a pronoun and an antecedent.

Sentences containing expressions such as his or hers, he and she, or him or her are confusing to readers. Try rewriting the sentence with a plural antecedent and plural pronouns.

The following examples illustrate how to correct unclear pronoun references:

3.   Limit Use of It and There

It, an indefinite reference, often causes the reader to search for a correct meaning or relationship.

With a minimum of effort, you can state exactly what you mean and limit the use of it.

By being specific, you also may shorten your message. Compare the following sentences:

Just as removing it from sentences often improves clarity, so does reducing the use of there.

When used correctly, the word there refers to a specific place. Note how both clarity and brevity improve when there is eliminated in the following examples:

4.   Position Phrases Correctly

HumourOpens in new window can be an asset in messages. However, you want the reader to laugh with you, not at you. Incorrectly placed phrases can create unintended humour, cause misunderstanding, and reduce your credibility.

Correctly positioned phrases reduce the chance of unintended humour, as shown in these examples:

5.   Position Clauses Correctly

The words which and that frequently introduce a clauseOpens in new window. If the sentence is clear and correct without the clause, the clause is nonrestrictive and should be set off with commas.

When the clause is needed for clarity or correctness, the clause is restrictive and commas should not be inserted.

Which generally introduces a nonrestrictive clause, and that generally introduces a restrictive clause.

Correctly placed clauses make the meaning clear. Incorrectly placed clauses can create confusion, as shown in the following examples:

6.   Keep Sentences Short

State your message in as few words as possible. Lengthy sentences often cause readers to lose the intended meaning. Most sentences range from 13 to 30 words; the average sentence contains 16 words.

Short sentences are forceful and emphatic. However, short sentences can become choppy unless you write thoughtfully

Combine words into sentences that show concern for the reader and that are easy to understand. Thus, you can maintain courtesy and clarity with brief sentences. ConcisenessOpens in new window, the next C quality, which contains techniques for writing concise messages, is discussed hereOpens in new window.