Clarity

of thought

Clarity

of expression

Prof. Neetha Gilganchi

Clarity of thought

What is the objective of communication?

What is to be communicated?

Which medium will prove more suitable for the

purpose?

Prof. Neetha Gilganchi

Clarity of expression
Use simple / familiar words
demonstrate, incombustible, vizualize, utilize,
compensate, terminate, facilitate, endeavour,
optimum, substantiate

Prof. Neetha Gilganchi

Use single words for long phrases

at all times, at a later date, at the present
time, prior to, will you be kind enough, to
the fullest possible extent, on a regular
basis, in many cases

Prof. Neetha Gilganchi

Use verbs for nouns

come to a conclusion, make a

decision, make the announcement,
take into consideration

Prof. Neetha Gilganchi

 Avoid

double entry

actual fact, mental state of mind, 11

a.m. in the morning, previous
experience, my personal experience,
in my opinion I think, past history,
basic fundamentals, return back
Prof. Neetha Gilganchi

Use

concrete language

instead of vague general expression

use concrete specific expression
eg. Goods are soon being despatched.
The majority
A significant loss
High performance
At your earliest convenience
Prof. Neetha Gilganchi

Prefer

Active Constructions

Eg. This matter will be looked into.

Discounts are given.

Your efforts are appreciated by all.
Your reports will be discussed by a
committee

Prof. Neetha Gilganchi

Avoid

Jargon

XML

Burn
SARS

Cerebral

Vascular accident

Annuity

Prof. Neetha Gilganchi

Select words with right strength & vigour

Select the stronger ones
Eminently successful businessman
Declining market
Period of business prosperity
Female parent
Sometimes weaker words serve your
purpose best

Prof. Neetha Gilganchi

 Avoid

Ambiguity

Careless use of Pronouns

eg. Rajiv told Ramesh that he was not being
considered for promotion.
Indecisive placing of Adverbs
eg. Only the report has been seen by the
manager.
Faulty Punctuation

Prof. Neetha Gilganchi

Use

Short Sentences

Follow a simple rule

One sentence one idea
Beyond 30 words-two sentences

Prof. Neetha Gilganchi

Completeness

of facts

Answer all queries

Check for 5 W questions

Prof. Neetha Gilganchi

 Four

simple rules

Only relevant facts

No repetition
No verbosity
Proper organization of message

Prof. Neetha Gilganchi

 Adopt

You attitude

eg. We will be open 24h

I want to express my sincere thanks.
Avoid

gender bias

Use words free from gender bias

Use a slash to include both alternatives
Reword the sentence
Make the reference plural
Use one/the for he/she where possible

Prof. Neetha Gilganchi

 Emphasize

Sugar coat

Impart

pleasant / positive facts

integrity to your message

Observe ethical principles, sincerity, fair

treatment

Prof. Neetha Gilganchi

 Friendliness

Answer the letters promptly

Politeness

Omit irritating expressions

Apologize sincerely for omission, thank
generously for favour
Be courteous in various types of
communication

Prof. Neetha Gilganchi

 Facts

Time

Style

Prof. Neetha Gilganchi

7 Cs
Credibility
Courtesy
Clarity
Correctness

Relevance
Builds trust
Improves relationships
Makes comprehension
easier
Builds confidence

Consistency

Introduces stability

Concreteness
Conciseness

Reinforces confidence
Saves time
Prof. Neetha Gilganchi

4 Ss

Shortness
Simplicity
Strength
Sincerity

Relevance

Economizes
Impresses
Convinces
Appeals

Prof. Neetha Gilganchi