Twelve tips that will help you communicate more professionally in 2010: Three great words to use more often

Years ago, I taught Business Writing at a male maximum-security prison in Minnesota. At the end of the quarter, one student asked, as he was leaving the room for the last time: “What is good writing, anyway?” ZING! I realized then that my grade for the class would have been an “F” for “Failure to Communicate.”

From that point forward, I have defined in the first hour of any writing class that I think good writing is Complete, Consistent, Clear, Concise, and Correct, and it must be all five of these in any given communication. We’ve all known people who were overly Complete in violation of being Concise. On the other hand, parents of teens know how Concise a teen can be at the expense of Complete, Clear, or Correct when communicating with an adult:

“Where did you go?”

“Out.”

“What did you do?”

“Nothing.”

(“Nothing” in this context might mean, “I totalled the car” or “I toilet-papered Brittany’s house,” events which only reveal themselves through communication with the police or other parents.)

So as this new year begins, I’ll write once a month about tips I usually teach in my Technical Writing and Business Writing classes that help everyone communicate better. This month, we’ll consider three words that will help your communication.

Of course, three great communicative words you should always use freely are, “I love you.” Yep, those are great words.

But I’m thinking of these three words: “Tell me more…” For example, if your boss asks you to write a report on the XYZ issue and you have no idea what to write, ask, “Can you tell me more about what you want in the report?” Or if your child asks, “Where did I come from?” instead of launching into a detailed description of human reproduction, you might ask, “Can you tell me more about what you want to know?” (The answer may be, “Well, Tommy came from Chicago. Where did I come from?” Bingo! You just saved yourself¬† The Talk , if only for the moment.)

I had a boss once who varied the “tell me more” phrase by saying, “Help me understand…” Steve’s communication skills validated employees, because those words implied that he really wanted to know what we really wanted to tell him.

When you use phrases like these to get as much information as you can before you write any document, you’ll be much more Complete in all your communication.

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