Page 378 - Effective Communication Soft Skills Strategies For Success by Nitin Bhatnagar, Mamta Bhatnagar
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366 | Model Question Papers
Deciding what to say is the first hurdle in the communication process. Many people make
the mistake of trying to convey everything they know about a subject. Unfortunately, when
a message contains too much information, it is difficult to absorb. As you decide what to
include and what to leave out, keep in mind that if you try to explain something without first
giving the receiver adequate background, you’ll create confusion. Likewise, if you recom-
mend actions without first explaining why they are justified, your message may provoke an
emotional response that inhibits understanding.
It is also important to make written messages visually appealing and easy to understand by
balancing general concepts with specific illustrations. When you come to an important point,
say so. Use specific details such as numbers, tables, and figures, and try using memorable
words such as colours, objects, scents, sounds, and tastes to create a picture in your audi-
ence’s mind. You can also call attention to an idea visually by using headlines, bold type, and
indented lists and by using charts, graphs maps, diagrams, and illustrations. Furthermore, be
sure to show how new ideas are related to concepts that already exist in the minds of your
audience. Such connections help make the new concepts acceptable.
Finally, keep your messages as brief and as clean as possible. With few exceptions, one
page is easier to absorb than two. However, because it is important to develop each main
idea adequately, you are better off covering three points thoroughly rather than skimming
through eight points superficially. Remember, by highlighting and summarizing your key
points, you help your audience understand and remember the message.
Bhatnagar_Model Question Paper.indd 366 2011-06-24 3:12:37 PM