Focus of the Week: Communications Part 3

Hello and welcome back to the hot topic of the week!

In this final part I will demonstrate effective examples of re-organizing the same messages you originally wrote.  So they are clean and simple to read and get your point across with minimal fuss.

As you remember from part 2 there were several ideas explored there.

This next part applies mainly to emails

The first few which link together I want to highlight is not writing your messages in big un-organised blocks.  To split it out into paragraphs with an Introduction, Middle and an End.  Whilst doing this Bullet points and/or numbering idea is a great visual help.  Here's an example with all specific numbered points and highlighting improvements for you - take note that the numbers help to indicate a flow, so using numbering is better than bullets in this case:

So that hopefully helps to clarify a little for you some points, I know you want more... its coming don't worry.  so now a similar example using bullet points works just as effectively when there isn't a priority of one point more than another or a link following on from each point directly - again not your introduction, middle and end clearly laid out:

Now to Progress the wording used.  As I previously mentioned we want to approach the wording in a positive manor, to increase engagement and reader buy in to work with you. Noticing the improvement of the wording "You" with using directed wording and highlighting the benefits more than originally, to get what you need out of your communication:

The next section would be helpful with Letters and memorandum's 

including claiming, responding positively to that and also refusing claims

In cases you would also be sending a letter the same structures of alteration applies to the wording, but with some additional wording in different cases of writing to claim something needing amendments and a reply to that.  Notice the attention to details (highlighting of facts) of date, time, location, price etc. to reduce unnecessary questions in reply reducing your speed of resolution.  Also the removal of emotional wording which in the end is confusion the points of notice and might possibly reduce the positivity of reply or reduce a level of service you could have got:

This next example is of how to do an adjustment letter in reply to something like the above.  Points to note are the opening positively to help the feeling of resolution, gaining or re-gaining trust in processes and improvements and closes respectfully to give the customer a nice satisfied feeling of closure or further actions possible:

Now the final example of providing bad news without making it feel like its the end of the world, taking note of the wording or refusal without saying it (indirect wording), starting and ending of a positive note to allow a sandwich effect to soften the blow of the main message:

In Conclusion

I hope these examples have provided you with valuable insights of how a simple message which didn't always start bad can be vastly improved.  As a third part to this weeks communications to be the most effective for you, I highly suggest you practice with some of your own or others communications, as they say practice makes perfect.  Take a few examples, take time to highlight areas of importance to bring out of the message and be highly critical.  re-write the first message once, then start again with your modified copy to see if that provides anymore insights and positive changes for you.

I hope this proves useful to you and I hope you enjoyed the material shared here.  I have not only used this in my work but also my personal life, helping friends and family to claim improved situations with government offices and also businesses.  Try it out!

I would appreciate any feedback you would have, just add it in the comments below and at this moment I will wish you a great weekend !

Until next time