Concreteness

• Article's photo | Credit The Thrive

CommunicationOpens in new window is the lifeblood of human interaction, and its effectiveness often determines the success of our personal and professional relationships. One key element that plays a pivotal role in effective communication is concreteness. Among the 7 Cs of communication—clarity, conciseness, coherence, correctness, courtesy, consideration, and concreteness—concreteness stands out as a powerful tool for conveying ideas and information with precision and impact.

Conquering Communication with Concreteness: The Power of Specificity

What is Concreteness?

Concreteness refers to the use of specific details, facts, and tangible examples to make communication vivid and clear. It's the art of being specific, definite, and vivid. It's about ditching the vague generalities and replacing them with concrete details that paint a clear picture in the listener's mind.

Here's why concreteness matters:

1. It reduces ambiguity and misinterpretations.

   Vagueness opens the door to guesswork and misunderstandings. By being specific, you ensure your message is understood exactly as intended.

2. It strengthens your credibility and authority.

   When you speak with specifics, you demonstrate confidence and knowledge, building trust and reinforcing your message.

3. It increases engagement and memorability.

   Vague statements fade into the background. Concrete details, on the other hand, capture attention and stick in the listener's mind, making your communication more impactful.

“Tyrone was an effective guard.”

A basketball coach might interpret this as Tyrone's ability to quickly move the ball down the court. Conversely, a bank official might understand it as Tyrone's attentiveness and vigilance for any unusual activity within the bank.

To convey a concrete message, utilize words and phrases with unambiguous meanings. Here are steps to enhance your communication:

Let's delve deeper into these four pillars of concreteness:

1. Establishing Contact with the Receiver in Written Communication

   Concreteness in written messagesOpens in new window plays a similar role to the exactness we employ in spoken communicationOpens in new window. Imagine a young boy describing his fishing adventure to his friends. He uses his hands, posture, and words to paint a vivid picture of the fish's size and the struggle he had reeling it in. He might even use exaggerated gesturesOpens in new window to illustrate the dramatic pull of the fish.

   When writing about the same experience to a relative, the boy might add details about other family events that occurred during the same trip. These shared experiences help the reader better visualize the entire fishing adventure.

   In written communication, you can achieve a similar level of connection by building on shared personal or business experiences with the receiver. This is particularly relevant in business communicationOpens in new window, where common experiences might include:

   • Sending and receiving documents
   • Shipping and potentially returning orders
   • Applying for and receiving (or being denied) credit
   • Requesting or writing recommendations

   However, if you lack shared experiences with the receiver, there are still ways to establish contact and build a concrete message:

   1. Mentally Picture the Person:

      Imagine the receiver in your mind's eye. Who are they? What are their interests and concerns? How might they react to your message? Visualizing the person helps you tailor your writing to their specific needs and perspectives.

   2. Gather Background Information:

      Research the receiver as much as possible. What is their job title? What is their company's mission? What are their industry trends and challenges? This knowledge allows you to reference relevant information and demonstrate a genuine understanding of their situation.

   3. Consider the Receiver's Culture and Occupation:

      Be mindful of cultural differences in communication styles and expectations. Use language that is appropriate for their professional setting and avoid slang or jargon that might be unfamiliar or confusing.

   4. Utilize Concrete Words:

      Choose strong, specific words that convey clear and unambiguous meaning. Avoid vague terms and generalities that leave room for misinterpretation. By using precise language, you ensure your message is understood exactly as intended.

   Here are some additional tips for establishing contact with the receiver in written communication:

   • Start with a friendly greeting.
   • State your purpose clearly in the early stages of the message.
   • Use a conversational tone and avoid sounding overly formal or robotic.
   • Ask open-ended questions to encourage dialogue and engagement.
   • Proofread your writing carefully to ensure clarity and conciseness.

   By following these guidelines and incorporating the power of concreteness, you can write messages that are engaging, informative, and effective in achieving your desired communication goals.

2. The Power of Precise Modifiers: Adding Strength and Clarity to Your Writing

   Dynamic verbs show action and motion, while nouns name objects and ideas. However, it's the precise modifiers — adjectivesOpens in new window and adverbsOpens in new window — that truly add strength, color, and clarity to your writing. These modifiers breathe life into nounsOpens in new window and verbsOpens in new window, enhancing the overall impact of your message.

   Why are precise modifiers important? Research reveals several key benefits:

   • Increased Recall: Readers remember specific, concrete words longer than general terms.
   • Enhanced Translation: Precise language translates more easily across languages and cultures, minimizing the risk of misinterpretations.
   • Improved Clarity: Specific modifiers provide context and avoid ambiguity, ensuring your message is understood exactly as intended.

   Imagine asking three individuals the question, "What is a good price for a printer?" You would likely receive varied responses since the term "good" lacks a universally agreed-upon definition. Without additional details regarding the type, speed, or budget constraints for the printer, interpretations vary widely.

   Let's compare the impact of vague and precise modifiers:

   Example 1:

   Vague Modifier:	Our storage facility offers large climate-controlled units. (Problem: What constitutes large? Will readers agree on what large means? This is subjective and open to interpretation.)
   Precise Expression:	Our storage facility offers 15-by-20-foot climate-controlled units. (Solution: This provides clear and specific dimensions, removing any ambiguity.)

   Example 2:

   Vague Expression:	The local travel agency offers economical packages for seven-day Alaskan cruises. (Problem: What does economical mean? Prices are relative and vary based on individual budget.)
   Precise Expression:	The local travel agency offers packages from $799 to $1,600 for seven-day Alaskan cruises. (Solution: This provides a tangible price range, allowing readers to make informed decisions.)

   While formal prose has its place in academic and literary writing, business communication thrives on Standard English. Overusing formal vocabulary can sound pretentious and hinder the clarity of your message. Additionally, excessive use of modifiers can make your writing feel insincere and undermine trust with your audience.

   Here are some key takeaways:
   Replace vague terms with precise modifiers. Use clear and concise language to build credibility. Avoid overusing superlatives and focus on concrete data. Remember, precise modifiers are not just about adding fancy words to your writing. They are about enhancing clarity, strengthening your message, and building trust with your audience.

   By incorporating precise modifiers into your communication, you can ensure your message is impactful, memorable, and understood exactly as intended.

3. Avoiding Opinions and Generalizations: Building Trust and Clarity in Communication

   Opinions:

   While expressing your opinion can be a valuable contribution, it's crucial to understand the context and consider how your words might be interpreted. When someone seeks your opinion, ensure you have the relevant information and offer it thoughtfully, especially if it's negative or contrary to their position. If you're unsure about their information needs, clarification is key.

   Here's a comparison between opinions and requests:

   1. Opinion:	"You should join our focus group."
      Courteous Request:	"Please join our focus group."

   2. Opinion:	"I think an agenda should be distributed at the beginning of the meeting."
      Courteous Request:	"Please distribute an agenda at the beginning of the meeting."

   Generalizations:

   Vague and sweeping statements, often employed in persuasive writing, can undermine trust and credibility. While generalizations might be tempting, experienced communicators know the dangers of oversimplification, especially when consumers can easily compare options.

   Let's transform generalizations into specific details:

   1. Generalization:	"Our agent has listed an impressive residence for $250,000 in the Mandavilla area." (Subjective interpretation of "impressive")
      Specific Information:	"Our agent has listed a four-bedroom, three-bath residence for $250,000 in the Mandavilla area." (Provides tangible details)

   2. Generalization:	"Our holiday jewelry sale offers extraordinary values on gold pendants." (Unclear definition of "extraordinary")
      Specific Information:	"Our 14kt gold pendants are $70.50, a savings of 30 percent during the holiday sale." (Provides concrete facts and figures)

   By avoiding unnecessary opinions and generalizations, you can enhance the clarity, credibility, and persuasiveness of your communication. Remember, specifics are always more powerful than vagueness, building trust and ensuring your message resonates with your audience.

4. The Power of Specific Details: Building Clarity and Avoiding Misunderstandings

   Effective messages are built on a foundation of specific details, ensuring clarity and understanding for both the sender and receiver. By demonstrating concern for your audience's needs, you can anticipate their questions and proactively provide the information they require.

   Consider this scenario: Charles Grant, senior vice president of Dolphin Corporation, expresses his interest in contributing an article for the corporate newsletter. Excited by this opportunity, the editor readily accepts his offer and provides the submission deadline. However, a crucial detail is missing – the editor fails to specify the article's length and required word processing format.

   Imagine the editor's dismay when Charles submits the article on the eve of printing, only to discover it exceeds the allocated word count and is formatted incorrectly. With Charles unavailable for immediate consultation due to a business trip, the editor faces a last-minute scramble to adjust the layout and format the article. This avoidable situation highlights the importance of providing specific details.

   Had the editor communicated the word count and format requirements beforehand, both parties could have avoided unnecessary stress and saved valuable time. Similarly, Charles could have proactively sought clarification on these details to ensure a smooth submission process.

   Here are some key takeaways:

   • Focus on providing specific details in your communication.
   • Anticipate your audience's questions and address them proactively.
   • Seek clarification if you require additional information for a smooth completion.
   • Complete and accurate details promote efficiency and prevent misunderstandings.

   By incorporating specific details into your communication, you can build bridges of understanding and ensure your message arrives exactly as intended. This not only saves time and resources but also fosters stronger relationships with your audience.

   Conclusion

   Concreteness is a dynamic and versatile tool that can transform communication from mundane to memorable. Whether you're a professional, a student, or someone navigating personal relationships, incorporating concreteness into your communication style can elevate your ability to connect, persuade, and inspire. As we strive for excellence in communication, let's remember that the power of concreteness lies in its ability to turn abstract ideas into tangible realities, creating a shared understanding that resonates long after the words have been spoken.

   Mastering concreteness is a journey, not a destination. Start small, incorporate these tips into your daily communication, and witness the transformative power of specificity. You'll be surprised at how much clearer, more impactful, and engaging your communication becomes, leading to deeper connections, stronger relationships, and better outcomes in all aspects of your life. Now, it's your turn to wield the power of concreteness. Go forth and communicate with clarity, precision, and impact!