Effective communication is essential in personal and professional interactions. One of the most important principles of communication is conciseness, which ensures that messages are clear, direct, and free from unnecessary words.
Conciseness is part of the 7 Cs of communication, a widely recognized framework that helps improve the quality of messages. In this topic, we will explore what conciseness means, why it is important, and how to apply it in different forms of communication.
1. What Is Conciseness in Communication?
Conciseness means delivering a message using the fewest words possible while still maintaining clarity and completeness. It eliminates redundant words, unnecessary details, and vague expressions that can confuse the audience.
A concise message is straight to the point and easy to understand, making it more effective than a lengthy or wordy statement.
Example of Concise vs. Wordy Communication
- Wordy: “In order to complete the task successfully, it is very important that you carefully follow each and every step that has been outlined in the provided instructions.”
- Concise: “Follow the instructions carefully to complete the task successfully.”
The concise version conveys the same message but in fewer words, making it clearer and more efficient.
2. Why Is Conciseness Important?
Conciseness is crucial in communication because it helps to:
2.1 Save Time
People have limited attention spans, especially in professional settings. A concise message gets straight to the point, allowing the audience to grasp the information quickly.
2.2 Improve Understanding
Short and clear messages reduce the risk of misinterpretation. When unnecessary details are removed, the core message becomes easier to comprehend.
2.3 Maintain Engagement
Long and repetitive messages can make listeners lose interest. Concise communication keeps the audience engaged and focused.
2.4 Enhance Professionalism
In business and workplace settings, concise communication is seen as more professional and respectful of others’ time.
3. How to Achieve Conciseness in Communication
Conciseness requires careful selection of words and structuring of sentences. Below are some techniques to achieve concise communication:
3.1 Eliminate Redundant Words
Many phrases contain extra words that do not add value. Removing them makes the message stronger.
Example:
- Wordy: “Absolutely essential” → Concise: “Essential”
- Wordy: “In my personal opinion” → Concise: “In my opinion”
3.2 Avoid Repetitive Ideas
Repetition can make communication unnecessarily long. Say something once and clearly instead of repeating it in different ways.
Example:
- Wordy: “We should schedule a meeting in advance before the deadline approaches.”
- Concise: “We should schedule a meeting before the deadline.”
3.3 Use Simple and Direct Language
Complex words and jargon can make communication confusing. Use plain language to keep it simple and effective.
Example:
- Wordy: “The project was terminated due to financial constraints.”
- Concise: “The project was canceled due to lack of funds.”
3.4 Avoid Filler Words
Filler words do not add meaning to a message. Removing them improves clarity.
Example:
- Wordy: “Basically, we need to complete the task by Friday.”
- Concise: “We need to complete the task by Friday.”
3.5 Focus on Key Information
Only include details that are necessary to understand the main point. Unnecessary background information can distract from the message.
Example:
- Wordy: “The software, which was first introduced in 2015 and later updated in 2018, has now received another major update.”
- Concise: “The software has received a major update.”
4. Conciseness in Different Types of Communication
4.1 Business Communication
Concise emails and reports help employees understand tasks quickly and take action efficiently.
Example:
- Wordy Email: “I am writing to inform you that the meeting that was originally scheduled for 10 AM on Friday has now been postponed to a later time due to unforeseen circumstances. The new meeting time will be communicated soon.”
- Concise Email: “The Friday 10 AM meeting is postponed. A new time will be announced soon.”
4.2 Public Speaking
Speakers who are concise capture the audience’s attention and make a stronger impact. Long-winded speeches can cause listeners to lose interest.
Example:
- Wordy Speech Opening: “Today, I want to talk about something that I believe is extremely important for all of us in this room. It is a topic that has been discussed for years, and yet we still need to address it in more detail.”
- Concise Speech Opening: “Today, I will discuss an issue that affects us all.”
4.3 Social Media Communication
On platforms like Twitter and Instagram, concise posts are more engaging and shareable.
Example:
- Wordy Post: “We are extremely happy and excited to announce that we will be launching our brand-new product next week. Stay tuned for more details coming soon!”
- Concise Post: “Our new product launches next week! Stay tuned!”
4.4 Customer Service Communication
Concise customer service responses help resolve issues faster and improve customer satisfaction.
Example:
- Wordy: “We sincerely apologize for any inconvenience caused by this issue. Please allow us some time to look into this matter and provide you with a resolution as soon as possible.”
- Concise: “We apologize for the issue. We’re working on a solution and will update you soon.”
5. Common Mistakes to Avoid When Practicing Conciseness
While conciseness is important, it should not come at the cost of losing clarity or politeness. Here are some mistakes to avoid:
5.1 Being Too Vague
Example:
- Incorrect: “Fix this problem.” (Too unclear)
- Correct: “Update the software to fix the error.”
5.2 Being Too Direct (Rude)
Example:
- Incorrect: “I don’t have time for this.” (Sounds rude)
- Correct: “I’m busy right now. Can we discuss this later?”
5.3 Omitting Important Details
Example:
- Incorrect: “Meeting at 3 PM.” (Lacks context)
- Correct: “Team meeting at 3 PM in Conference Room A.”
Conciseness is a key element of effective communication, ensuring messages are clear, direct, and engaging. By eliminating unnecessary words, avoiding repetition, and focusing on key information, you can improve how you communicate in both professional and personal settings.
Whether in business communication, public speaking, or social media, mastering conciseness helps you deliver messages efficiently and leave a lasting impact.