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Concept Version 9
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The Nature of Efficient Communication

Efficient communication achieves its desired effect with the least amount of effort and resources.

Learning Objective

  • Analyze the key considerations one should keep in mind in the business world to optimize their communicative capacity


Key Points

    • A clear communication strategy and process can make developing and transmitting messages more efficient.
    • There are two approaches to structuring an argument: direct and indirect.
    • Visual elements like pictures, charts, and tables can help recipients more easily understand the main ideas being communicated.

Terms

  • jargon

    A technical terminology unique to a particular subject.

  • indirect

    Roundabout; deceiving; setting a trap; confusing.

  • direct

    Straight, constant, without interruption.


Full Text

Efficient communication conveys a message and achieves a desired effect using the least possible effort and resources. A key element of effective communication is having a clear process for developing and disseminating information. To create effective oral and written communication one should consider the audience, the format and content, and the channel or mode of transmission. A communication strategy speaks to each of these elements and guides how messages and information are developed and shared.

Clocks

A good communicator does not waste time.

Communication Strategy

Good communicators begin by analyzing a given situation to develop a strategy for delivering their message. They consider the target audience and its level of knowledge and awareness. Does the audience have the background information it needs to understand the message? Which delivery mode is best suited to their understanding (i.e., a visual presentation or a written report)? These are all important points to consider when crafting a communication strategy.

Next they consider the purpose of their communication. Are they supposed to inform, persuade, or ask the audience to do something? The purpose informs choices of style and tone such as whether or not to use technical language or industry jargon. An authoritative tone denotes credibility and is more persuasive than tentative language.

There are two approaches to structuring a message: direct and indirect. Direct arguments are easier to follow because they present a main point and then offer supporting evidence. Indirect arguments provide the evidence first and then the main point. Both approaches summarize key points and use headers or other types of formatting to make it easier to understand the communication's purpose and content.

Visual aids complement strategy and structure in oral or witten communications. Visual aids can clarify difficult points, draw attention to important ideas, and help the audience absorb information faster and more fully. Visual elements like pictures, charts, and tables can make communication more efficient.

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