Mastering the Art of Precision: How to Communicate Effectively in Brief Written Exchanges.
Effective communication is a cornerstone of any successful project or organization. While many excel at verbal interactions, the art of crafting precise written responses—especially in platforms like email or WhatsApp, where brevity often matters—can be a different challenge altogether.
This insight was triggered by a recent conversation with a colleague, a highly skilled orator, who struggled to convey the same clarity and impact in written form. Lengthy, convoluted messages sometimes missed the crux, diluting the value of the communication. In a fast-paced world, where every word counts, mastering the skill of delivering concise, yet comprehensive written responses is indispensable. This blog post delves into how to achieve this balance, drawing on real-world examples from interactions between grant givers and grantees.
Here are the tops for effective written communication.
Preparation Phase:
- Have Absolute Clarity: Understand the exact requirement, pain point or the hidden need (ask as many questions as you should to identify them without annoying the other or sounding directionless) the facts and data related to the subject. Be ABSOLUTELY clear on what you want or what you want / have to offer as you thought, advise or ask.
- Research Thoroughly: Understand the facts and data related to the subject.
- Know Your Audience: Tailor your language, tone, and content to the listener’s needs.
Communication Phase:
Introduction:
- Briefly outline the topic and why it’s important.
Present Facts Clearly:
- Use bullet points or lists to separate facts.
- Cite credible sources when possible.
Be Assertive but Not Aggressive:
- Use clear and concise language.
- Don’t use qualifiers like “I think” or “maybe”; state facts directly.
Maintain Control:
- Stick to the point.
- Use pauses effectively to control the pace and allow absorption of information.
Optimistic Conclusion:
- Highlight the positives or opportunities without disregarding the challenges.
Answering Specific Questions:
- Listen Carefully: Make sure you understand the question fully.
- Be Concise: Answer directly, covering key points.
- Cite Evidence: If applicable, provide facts or data to back up your statement.
- Reiterate Optimistically: End with a positive note to signal the conversation’s forward momentum.
Follow-up Phase:
- Summarize Key Points: Recap what was discussed.
- Provide Additional Resources: Share links or documents that support your facts.
- Invite Further Questions: Be open to more discussion.
Email & WhatsApp: Short Response Strategy
- Start Directly: Jump into the point.
- Use Numbers: For multiple points, number them for clarity.
- Be Clear & Concise: No filler words.
- End Positively: Close with a constructive or optimistic note.
Example 1: Question from Grant Giver to Non-Profit Grantee
Question: Can you update us on the progress of the literacy program?
Grantee Response:
We’ve reached 200 schools, directly impacting 10,000 students. Challenges: teacher training. Solutions in progress. Optimistic about meeting annual goals.
Example 2: Question from Implementation Partner to Principal
Question: How are the new tech platforms working in your school?
Principal Response:
Adoption rate at 70%. Teachers and students adapting well. Minor tech glitches, but fixable. Overall, very promising.
Example 3: Question from Principal to Vice-Principal
Question: Are the teachers ready for the new curriculum?
Vice-Principal Response:
80% of staff trained. Confidence high. Need to revisit lesson plans, but we’re on track for a successful rollout.
In each of these examples, the response is factual, direct, and ends on an optimistic note. It adheres to the word limit while still conveying essential information and a sense of assurance.
By adopting this approach, you not only convey information clearly and assertively but also instill a sense of optimism and control in the conversation.
