Communicate Better With Verbal Whitespace

Graphic designers know how to focus your attention.

They frequently communicate through the use of whitespace.

Less is more. The message is clear. There's no clutter.

Use Verbal Whitespace

You can increase your verbal impact  the same way. How many times have you wished that someone would just "say what they mean?"

Boss says: "We finished the senior level meeting and it looks as if we have to increase our numbers. We've been working hard on that project for a long time. I told the management team about the obstacles, how much overtime people have been putting in, and what the client has been saying. You know how much I appreciate your...."

Boss means: "We have to increase our sales by 10% and decrease our expenses by 5%. It's not really negotiable. I want to decide before the end of the meeting  how we can do that."

Father: "You know, son, there are a lot of people out there who could get you into trouble. I know that you are really a good kid and don't want to get into trouble. Man, when I was your age, there were a lot of kids in my class who were doing things that their parents never knew about. One of them even ended up going to jail for awhile. We live in a tough world. When..."

Father means: "Son, I love you. I found out for sure that John on your soccer team is taking drugs. I don't want you to do that or even try it. You can die. And I love you."

The Power of Noun-Verb-Object

We think that piling on extra words somehow makes our communication more palatable and therefore, better. More than likely it will make it confusing and incomprehensible. Which can lead to "Uh, just what am I supposed to do?"

Start thinking the way your fourth grade teacher taught you: Noun-verb-object.

"Please (you) give me the first draft of your report by 5 o'clock on Thursday."

"We will meet on Tuesday at 10 am."

"Let's (us) start a new marketing campaign. I want to announce the kick-off in March."

Your brevity will be appreciated. Really.

Your message will be clear and understandable.

Your trust level with others will go up because your verbal packaging will go down.

Roesler communication principle #1: Truth comes in sentences. Bull**** comes in paragraphs.

Photo Source:
http://www.flickr.com/photos/smartfat/38625613/

Comments

[Beth Robinson]

In general I agree with you and loved your communication principle #1. However, there are two things -

Do you find this true for all personality types? I don't recall the source, but I remember reading that some people prefer a bit of story and beating around the bush.

I'm certainly guilty of adding extra words in person, but I've also received feedback that when I favor brevity I come across as overbearing and closed to other options. I find it much more difficult to work on tone and body language (although I'm trying) than word choice, so will use the additional language to compensate and yes, make my communication more palatable. I do try to end with a clear request or statement.

[Steve Roesler]

Beth,

1. My focus on brevity is designed to force people into thinking about what they really mean.

2. Yes, different personality types prefer different approaches. None prefers lack of clarity.

3. "Beating around the bush" is not a known preference in any research that I've seen or been involved with. However, "context" is important to about 35% of individuals in order to process the information in a way that is meaningful.

4. Remember that feedback is more indicative of the sender than of you. That is, the person is saying "I don't like talking that way." So, now you've got some information about how best to deal with that person.

5. The tone and body language thing goes a long way to softening what can appear to be bluntness.

6. The very fact that you are concerned and deliberate about your own development tells me that you are probably becoming increasingly effective.

One more reference to the issue of "personality types." (Uh oh--here comes a paragraph or two:-):

I do a huge amount of work in this area and, interestingly, have been called in to straighten out poorly presented teaching and application in businesses. That's the nicest way I can put it.

Personality type, when presented properly and accurately, is an enormously helpful tool for personal/professional development and understanding of one's self and others regarding one's inherent preferences for communication and decision making. It's critical to realize that one's preferences are not an excuse for digging in one's heels and saying, "This is me. Give me what I want the way that I want it." To the contrary, information about one's preferences offers (as you are doing) a concrete body of information upon which you can make deliberate behavioral changes based on a particular situation.

I always appreciate your critical thinking about what has been written. It forces me to go back and re-think, expand, or re-focus an issue.

[David Zinger]

Steve:
That was good.
David

[Steve Roesler]

David:

Yes.

Steve

[Tyler Walker]

This article is sorely needed in America today. It is a common misconception that wordiness equals intelligence. Communication is so important in every area of life and poor communication will cause you to be seen as unintelligent, even if you are not. What is the point of knowledge if you are unable to convey it to others?

I have come across another blog which speaks directly to the issue of good communication. Check out Mike Myatt's blog posts at N2Gowth (www.n2growth.com/blog). They are helpful to those who struggle in the area of communication. He is big on clarity, conciseness, and making the most of every word.

[Beth Robinson]

Thanks for the add-on, Steve, especially #4. This is only the second time I remember hearing that and it clarified some of the situations I'd been thinking of.

[peter vajda]

hmmm...for me, there's no inherent relationship between brevity and clarity. Could be; not always. "Bottom lining" it does not always make something clear.

If brevity is one's MO, then all partners in the conversation need to agree on the definitions of a given "glossary of terms" to insure understanding. How often does that happen? More often one assumes the other "understands"...not always the case.

Brevity is not always "good communication."

[Steve Roesler]

Peter,

Hmm. In my efforts at clarity perhaps I used too much brevity. (Can one use "too much" brevity? :-)

What I'm trying to underscore here is link the two in a way that underscores the role that thoughtfulness and synthesis play before bothering to speak. This is a direct result of experiences with (many) people in organizations who somehow use complexity and verbosity as a substitute for clear communication.

Now you've given me a reason to go back and think more about how best to explain the phenomenon.