Conciseness
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Effective communication is the cornerstone of success in both personal and professional realms. Whether you're delivering a presentation, drafting an email, or engaging in casual conversation, the 7Cs of communicationOpens in new window serve as a timeless guide. Among these principles, 'Conciseness' stands out as a powerful tool that can elevate your communication to new heights. In this blog post, we will delve into the art of conciseness, exploring its significance, key features, and practical tips to harness its full potential.
Mastering the Art of Saying More with Less
What is Conciseness?
Conciseness means saying what needs to be said in as few words as possible. It's the art of saying more with less. It involves distilling your thoughts and ideas to their core, eliminating unnecessary details that might dilute the message's potency.
Conciseness is not about mere brevity; it's about crafting a message so clear and compelling that it resonates deeply. A concise message is like a well-crafted arrow — swift, precise, and hitting the bull's eye every time.
Leveraging the Power of Precision
At the heart of conciseness lies the power of precision. In a world inundated with information, capturing and maintaining your audience's attention is paramount.
By eliminating superfluous details and getting straight to the point, you make your message more accessible and compelling. Precision ensures that your audience grasps the essence of your communication without wading through a sea of words.
Why Conciseness is Important
- Clarity: Conciseness promotes clarity by removing ambiguity. A clear, concise message leaves little room for misinterpretation, fostering understanding and alignment among your audience.
- Engagement: In a fast-paced world, attention spans are fleeting. Conciseness keeps your audience engaged by delivering information efficiently, catering to the modern preference for quick and impactful communication.
- Memorability: A concise message is more likely to be remembered. By distilling your message to its core components, you create a memorable experience for your audience, ensuring that your communication leaves a lasting impression.
Conciseness bestows Courtesy and Clarity in Every Message
Crafting concise messages shows both courtesy and respect for your readers. It saves their time, enhances understanding, and builds positive relationships. Conversely, lengthy messages can be distracting and ineffective.
Here's how to achieve conciseness with courtesy and clarity:
- Eliminate unnecessary words: Every word should contribute to the message.
- Use action verbs and efficient words: Choose words that convey the intended meaning directly.
- Use modifiers judiciously: Only include modifiers that add essential information.
- Compose in the active voice: This creates a more direct and engaging message.
- Maintain a simple and direct style: Avoid overly complex sentence structures and vocabulary.
Eliminate Unnecessary Words
Write naturally, and remember: Keep it simple!
Imagine you're talking to someone face-to-face. Use a conversational tone and only the essential words to ensure your message is clear and concise.
After drafting, edit ruthlessly: remove any unnecessary words that don't add value. Note the difference in the examples below:
Wordy - “I would like to express my sincere appreciation for your assistance in this matter. Your help has been invaluable, and I am truly grateful for your support.”
Concise - “Thank you for your invaluable assistance. I truly appreciate your support.”
See how much more impactful the second sentence is? It conveys the same message in fewer words, making it more powerful and memorable.
Select Action Verbs and Efficient Words
Some writers fall into the trap of using verbose phrases when a simple action verb could deliver the message more clearly, concisely, and impactfully. Here's a comparison to illustrate the power of action verbs:
Wordy Phrases - Please make an agreement to purchase the Marco system.
- Dr. Parker made a contribution of $500 to St. Jude’s Hospital for Children.
Action Verbs - Please agree to purchase the Marco system.
- Dr. Parker contributed $500 to St. Jude’s Hospital for Children.
After selecting action verbs, ensure you use efficient, concise words. In the examples below, observe how concise expressions reduce the word count:
Wordy Phrases - During the time that you were in Japan, which cities did you visit?
- Please move the box off of the desk.
Concise Words - While you were in Japan, which cities did you visit?
- Please move the box off the desk.
Also, be mindful of redundant words. Check for unnecessary repetition in the examples below:
Needless Repetitions Repetitions Eliminated - Please endorse your name on the back of this cheque.
- We must meet together at 10:30 a.m in the morning.
- Our new model is longer in length than the old one.
- If you are not satisfied, return it back to us.
- Please endorse this cheque.
- We must meet at 10:30 a.m.
- Our new model is longer than the old one.
- If you are not satisfied, return it.
To replace inefficient words and phrases with concise expressions, consider the following examples for more clarity and brevity:
Inefficient Words & Phrase Action Verb Message It is with great pleasure that I announce... I'm thrilled to announce... I would like to express my sincere gratitude for... Thank you for... There is a possibility that... Maybe... In the event that... If... I am of the opinion that... I believe... I am in agreement with the statement that... I agree that... I am under the impression that... I think... So, next time you find yourself reaching for a wordy phrase, remember the power of action verbs and choose clarity and conciseness over fluff.
Use Modifiers Judiciously: Avoid Doublet Phrases and Unnecessary Modifiers
Every word should have a clear purpose in your writing. Eliminating unnecessary modifiers and doublets (phrases that essentially say the same thing twice) can significantly improve your writing's clarity and conciseness.
Doublets:
- Honest truth: Truth is inherently honest, so "honest truth" is redundant. Simply use "truth."
- Past history: History is inherently about the past, making "past history" unnecessary. Say "history" instead.
- Totally complete: "Totally" and "complete" mean essentially the same thing, so use just one or the other.
Unnecessary Modifiers:
- The very same: "Same" implies "very" already.
- He is quite tall. "Tall" sufficiently conveys the information.
- She was absolutely furious. "Furious" already implies a strong degree of anger.
Compare the following sentences:
Original: - The honest truth is that I completely forgot about the meeting.
Revised: - I simply forgot about the meeting.
Original: - The past history of the company is quite interesting.
Revised: - The company's history is interesting.
Original: - She was absolutely furious when she found out.
Revised: - She was furious when she found out.
By avoiding unnecessary modifiers and doublets, you can make your writing more concise, impactful, and easier to read.
Compose Messages in the Active Voice: Enhance Clarity and Conciseness
The active voiceOpens in new window puts the subject of the sentence in the driver's seat, making it the actor performing the action. In contrast, the passive voiceOpens in new window casts the subject as the receiver of the action, often leading to unnecessary wordiness and ambiguity.
Active voice sentences are typically more concise and impactful, as they directly attribute the action to the subject. Here's a comparison:
Passive Voice - The meal was cooked by the head chef.
Active Voice - The head chef cooked the meal.
Passive Voice - The overgrown trees were trimmed by the power company.
Active Voice - The power company trimmed the overgrown trees.
As you can see, the active voice sentences are shorter and more direct, making them easier to understand and more engaging to read.
Benefits of Using Active Voice
- Increased Clarity: Active voice sentences clearly attribute the action to the subject, eliminating ambiguity.
- Enhanced Conciseness: Active voice typically requires fewer words, making your writing more efficient.
- Improved Engagement: Action verbs in the active voice make your writing more dynamic and engaging.
- Stronger Voice: Active voice can convey a more confident and authoritative tone.
Of course, there are situations where the passive voice can be appropriate:
- Emphasizing the object of the action: "The painting was stolen from the museum."
- Unknown or unimportant subject: "The window was broken."
- Formal writing: Research papers and legal documents often use passive voice for formality.
However, in most cases, opting for the active voice will result in clearer, more concise, and engaging writing.
Passive Voice: Diplomacy and Tactfulness in Negative Situations
While active voice is generally preferred for clarity and conciseness, the passive voice can be advantageous in negative situations where avoiding blame or sounding overly accusatory is crucial.
Passive voice softens the tone and deflects responsibility, making the message sound more diplomatic and tactful. Compare these examples:
Active Voice (Accusatory Tone): - You broke the vase!
- They lost the important documents.
- He missed the deadline again!
Passive Voice (Diplomatic Tone): - The vase was broken.
- The important documents were lost.
- The deadline was missed again.
In these cases, the passive voice avoids directly pointing fingers and creates a less confrontational atmosphere.
Here are some additional benefits of using passive voice in negative situations:
- Reduces personal attacks: By not identifying the specific actor, the passive voice helps avoid offense and personal attacks.
- Maintains professionalism: Passive voice can be seen as more formal and professional, especially in sensitive situations.
- Shifts the focus to the action: The passive voice focuses on the action itself rather than the individual responsible, potentially reducing negativity.
However, it's important to note that overuse of passive voice can lead to ambiguity and lack of clarity. Use it judiciously and only when it serves a specific purpose.
Conclusion
Conciseness is a skill that requires practice and refinement. But with dedication and the right tools, you can master the art of saying more with less, becoming a more effective communicator in all aspects of your life.
