CLEAR/CLARITY

It is bad manners to give readers a needless trouble.

Therefore clarity. . . . And how is clarity to be achieved?
Mainly by taking trouble out and by writing to serve
people rather than to impress them."
 CLEAR/CLARITY
Any message needs to come out clearly from your
communication rather than the recipient having to assume
things and coming back to you for more information.
This will only lead to more time being wasted on emails/
letters and memos.
Do not try to communicate too many things in one message.
This will dilute the attention of the reader.
We are unique, we all carries unique interpretations,
ideas, experiences associated with words.
Thus it is important that you construct effective paragraphs
and sentence with precise words
When you have a choice between long or short word use
a short familiar word that your reader will quickly
understand avoid the use of pretentious words
FOR EXAMPLE
Familiar word` Pretentious
After Subsequently
Home domicile
For example e.g
Pay Remuneration
EXAMPLE

After our perusal of pertinent data, the conclusion is that a huge market exists for the
subject property.

The data we studied shows that your property is profitable and in high demand.
CONSTRUCT EFFECTIVE SENTENCES
Try for an average sentence length of between 17 to 20 words
Generally short sentences are preferred.
Your sentence should have unity and coherence.
For example
Being an excellent lawyer, I am sure you can help us.
Being an excellent lawyer you can surely help us.
His report was about managers focused on age and gender
His report about managers focused on age and gender.
BAD EXAMPLE
Dear Jawwad,
I would like to talk to you about the new client’s project
which the engineering team had discussed yesterday. I
might need the help of Mansoor from your team.
Regards,
Karim Ahmed
PROBLEMS
Jawwad might not even know who the new client is or
what the project is about. He probably was not part of the
meeting with the engineering team.
Furthermore, there might be more than one Mansoor in
Jawwad’s big team. Karim Ahmed also mentions that he
wants to talk.
However, he hasn’t mentioned what time he would like to
talk, neither has he asked Jawwad if he would be free at
any of the time slots available.
 GOOD EXAMPLE
Dear Jawwad,
As you may know we have signed up XYZ as our new client. I
had a meeting with the engineering team yesterday and had
discussed the campaign requirements for this project. Mansoor
Khan from your team had done a pretty good job last time
doing the social media campaign for ABC and so I would like
him to work on the XYZ campaign too. Would you be available
sometime tomorrow to discuss this further?
Regards
Karim Ahmed
REASONS
This email has all the information James needs to know.
He can be well prepared for the meeting and
also check on Manoor’s availability and
have an answer for Karim when they meet the next day –
in whichever time slot both the men are free.
 COHERENT
Your message needs to have a logical flow. All sentences in
your email or report should be connected to the previous
one and stick to the main topic. Without coherence, the
reader will easily lose track of what you have conveyed.
BAD EXAMPLE
Dear Noreen,
Thanks for submitting the industry report. Faisal will give
you some feedback on it. Faisal also wanted to find out if
you will be available for the client meeting tomorrow. We
will be discussing the budget for the next phase of the
project.
Regards
Shahnila
PROBLEMS
The email was supposed to be about the industry report
which was submitted and the feedback for it.
The question about the meeting had come out of nowhere
and will now distract Noreen and her priorities.
GOOD EXAMPLE
Dear Noreen,
Thanks for submitting the industry report. Faisal will give
you some feedback on it. You will be receiving an email
from him with detailed comments.
Regards
Shahnila
REASONS
This email talks only about the report.
Therefore, Noreen knows that her report has been viewed
and she needs to wait for feedback.
There are no other distractions.
The query about the meeting must have been an entirely
different email.
2. CORRECT
When too many emails are being written in a day, people
tend to type fast and therefore might make spelling
mistakes. Spell check will not be able to catch it if the
wrongly spelt word is in fact another word in the English
language. You also need to ensure that you address
people the right way and spell their names correctly.
Additionally, you need to ensure that the reader has
sufficient knowledge and education to understand the
technical terms that you use in your communication.
At the core of correctness is a proper message, punctuation, and spelling
The message tends to be not only grammatically correct it needs to be ethical to the
reader or customer.
It should have the right level of language.
Usually the three suggested levels of language are informal, formal substandard.
BAD EXAMPLE
Dear Danish,
Further to our conservation today, I am attaching the plan
for the first stage of the project. Hope the one weak
deadline is okay with you and your team.
Regards
Sana
PROBLEMS
There were two glaring spelling errors in this e-mail.
‘Conversation’ was spelt ‘conservation’ and ‘week’ was spelt
‘weak’.
Though these are minor errors, they could gravely impact the
credibility of your professionalism and the brand image of the
organization you represent.
Therefore, it is absolutely necessary to check all your spellings
and prefixes before you send an email, especially if you are
sending it to a client or a vendor outside of your company.
GOOD EXAMPLE
Dear Danish,
Further to our conversation today, I am attaching the plan
for the first stage of the project. Hope the one week
deadline is okay with you and your team.
Regards
Sana
7. COURTEOUS
Being courteous is of profound importance in a corporate
setting. Individuals who work together are not necessarily
friends and therefore, to maintain a healthy working
relationship, being courteous is a necessity. Hidden insults
and aggressive tones will only cause trouble among
individuals and result in reduced morale and productivity.
Courtesy stem from a sincere “you” attitude.
It is not merely please and thank you rather it
appeals for a socially accepted manners.
It grows out of respect.
IT CAN BE ACHIEVED THROUGH FOLLOWING
FEATURES

It requires you to be thoughtful, tactful, and appreciative

Choose non discriminatory expressions
Choose expression that shows respect
TACTFUL IN APPROACH
Avoid the expression that are blunt and abrupt.
For example
such a stupid letter I cant understand any of it. Whereas if a person apply courtesy
he/she would have handled it tactfully such as ; its my understanding may be that I
am unable to comprehend any of your message
HANDLE THE GIVEN EXAMPLES TACTFULLY
1. clearly, you did not read my latest fax
2. I rewrote that letter three times the point was clear.
3. we are amazed at your inability to assess the market trends.
4. You failed to pay your dues.
5. Your attitude is inexcusable.
USE EXPRESSION THAT SHOWS RESPECT
No-one wants to read a message that offend. Such messages can be
1. Irritating expression

IRRITATIING EXPRESSIONS CAN BE

I Do not agree with you
It is simply non sense
We must not insist but
Obviously you overlooked
We don’t believe so
2. QUESTIONABLE HUMOR.
Each of us have different sense of humor that should be noted while making
communication.

For example;

Hey I hear a good news! You didn’t tell any of us about it give my regards to the little
new lady and wish her the best she will need it .
CHOOSE NON-DISCRIMINATORY EXPRESSION
One of important requirement for being courtesy in writing is when you choose
expressions that are beyond Color, race, gender and any physical feature.
Avoid the dominance of any gender
For example; man
Freshman
Man power
Man made
The best man for the position
MORE EXAMPLE
Anyone who comes to class late will get his grades reduced.
Each manager has an assigned parking place. He should park his car …
BAD EXAMPLE
Hi Danish,
I really do not appreciate how your IT team ignores the
requests of my team alone. My team is an important
function in this organization too and we have our own IT
requirement. Can you ensure that your team responds
promptly to my team’s requests hereon?
Regards
Shazia
PROBLEMS
This email is condescending, judgmental and disrespectful.
Danish might now order his team to not respond to your
team’s requirements entirely.
GOOD EXAMPLE
Hi Danish,
I understand that the IT team is swamped with work and gets
requests from every department in the organization. My team
however is working on a high-priority project and I would
greatly appreciate if you could ask your team members to
respond to my team’s queries promptly and help us complete
this project on time. Please do let me know if you need
anything from me.
Regards
Shazia
REASONS
As a result of the polite request, it is likely that Drew will
feel appreciated and important and he will definitely ask
his team to help your team out.
Work gets done and everybody is happy too.
SUMMARY
Working with other individuals, be it within your team or
other teams in the organization is the norm in today’s
corporate setting.
Therefore, communication becomes a critical skill.
When you communicate well, you become more efficient,
you tend to command respect among your peers and you
maintain a healthy relationship with your colleagues.
Keep in mind the 7 Cs of effective communication and
accelerate your career growth.
THANK YOU