Updated: Mar 4
By William Harrison Proofreader and Editor at Motivation Monday Proofreading and Editing Services
How can we make our communication in business effective enough to achieve our goals?
What does it take to capture your audience, sell your product or get the position you dream of? There are seven key elements I will present over the coming weeks.
This blog discusses how effective structure can be applied in any successful business communication; CVs, reports, proposals, advertising etc.
The Importance of Structure
Having a sound structure to your written or spoken communication is absolutely fundamental to your success in any form of business or academic communication.
There should be the following:
Just like in a well-written story, effective structure should be applied to phone calls, presentations on PowerPoint, memos, emails, webpages, speeches, or academic papers. In this case, the size of your audience is not important, but effective structure must be applied.
The opening of your communication should swiftly convey your main idea and if well constructed will allow your audience to decide if they want to read on or listen.
You must get to the point, be concise, as time is money. You will have that short opportunity to catch your audience, so spend time crafting your opening words or topic sentence. Think of this as the time you have to create a rapport and impress.
Checklist for your opening or introduction
What is your main idea?
What is your controlling ideology or stance for or against?
What is your purpose?
Is it compelling enough for people to want to know more?
The body of your communication should contain the facts and figures connected to the action you want your audience to take. You need to convey the details of your message, with examples to support what you say. This is the time to use graphs, charts, diagrams or pictures, but don't overdo this. Make sure everything is understandable to laypersons or experts alike. You need to bear in mind how quickly people can process information; use the acronym KISS or Keep It Simple Stupid, coined by the U.S. Navy in 1960. This is the principle that most systems work if they are kept simple, so simplicity is your goal when designing any presentation. So over complex visuals are out and straightforward, easy to process representations are definitely in.
Your close or conclusion should be a round up of your key points so the audience or readers know exactly what you wish them to do next. Leave an impression that stays, so use key phrases, emphasise the benefits, findings or qualities you offer. In verbal presentations, you can also use this opportunity to answer any further questions. With written communication, you should now have left the reader in no doubt what your message conveys.
I hope this blog has provided some useful insight into the first of seven key elements of business communication. If you have any further questions, on effective written or oral communication, please contact me, William Harrison, at http://www.motivationmonday.online, I will be happy to help.
Certified Proofreader and Editor at Motivation Monday Proofreading and Editing Services
Certified by the College of Media and Publishing UK Member of the Chartered Institute of Editors and Proofreaders UK