In his Crisis Guru Commentaries, Jim Lukaszewski provides real answers to real questions about your most critical communications problems and issues.

To submit a question, please direct it by e-mail to crisisguru@e911.com.  Be sure to include your full name, affiliation, address, and telephone number.  All published questions will be identified by title and industry only.  Your confidentiality will be protected.

Question:
 
Dear Crisis Guru:

How can I make sure that I am communicating effectively when speaking or writing?

Thank you.

Business Advice Column Editor

Answer:

Dear Editor:

Here’s my approach:

First, remove all negative words.  Negative language, spoken or written, is non-communication, can be confusing, and is usually wrong or untrue in some respects.

Second, extract every fifth word, except for verbs and essential vocabulary.

Third, repair the remaining document, which is already more positive and more forceful.

Fourth, look for questions that the remaining language might generate.  Even after eliminating negative language, negative questions could still be triggered.  “Examine structure, construction, and language use that generates negative or aggressive questions,” adds Lukaszewski.

Fifth, determine which questions you want the text or script to answer, and which questions you want it to raise.  Both can be accomplished through further refinement of the text.
Powerful language is positive, concise, simple, and precise.  Subtract useless words, edit relentlessly, sometimes harshly.  Distill, boil down, refine, and concentrate the power and meaning of your words.  Intend to write and say less, but with more force and power.

Write to time.  Every 75 words equals about 30 seconds speaking time.

Most readers have an inner voice that reads out loud to the brain.  “That’s because we have all been taught to write for reading rather than speaking.”  Jim’s suggestion is to help the reader “hear you” as they are reading.  Fix your written language to match your speaking style.  When you write to time, for listening, your speaking style will improve as dramatically as your writing.

Cordially,

Jim Lukaszewski