A steno taking
dictation in short-hand
consideration for effective communication is ‘Conciseness’.
using words exactly and economically. That is, where two words are sufficient
to communicate, using three words is waste of words and energy. Economy in use of words is conciseness.
conciseness in communication requires, first of all, clarity in what you want
to say and then adequate vocabulary matching your need. In reality, what matters finally is the
extent of vocabulary you have mastered. Mastering vocabulary means knowing the
exact meaning of the word, the meaning that particularly the receiver, the
reader attaches to the words. Because
you understand a word through the meaning of the word you are used to
associate. Take the common example; if you ask someone what is life, he will give
his view which may not be the same as your view. Basic words which we use in
life have this difficulty; for example, god, faith, love, education, money and
even profit. This is only to impress upon you that you have to be careful in
the selection of words.
presupposes a good vocabulary; in fact there is no end to learning words; now
let us not go into this topic which is very huge and complex.
Long letters, long
sentences even long movies and any social event nowadays do not appeal. People
have no patience. In business communication, a convention is the matter must
not normally exceed one page or maximum another half page. Long letters with
long sentences begin to tax the reader who normally happens to be a CEO or MD;
they are very tightly-scheduled officials or authorities. That is why in any
business letter, we have Ref and Sub. By glancing through these two, you can
understand what the letter is about. This brings out in essence the importance
of conciseness in communication.
We know the
general practice in big companies and corporate. The CEOs and the MDs dictate
their letters to the steno and the steno types the letters to bring them to the
higher authorities. They go through the
letters and sometimes may revise them. This is called vetting; checking the
letter whether it carries correct details and information. When the final draft
is ready for dispatch, the letter is usually precise. There are no extra
sentences, no extra empty words. Precise letters convey their meanings
There are some
simple steps to achieve this conciseness in communication. We shall see them in
our next session.