You have probably seen the K.I.S.S. abbreviation before. It has been used for “Keep It Simple, Sweetie,” or the little more edgy, “Keep It Simple, Stupid.” Written and spoken communications are much better received and understood when they are kept simple, using easy language, clear references and good graphics or illustrations. What’s the point of putting a lot of time and effort into a letter or presentation if no one can figure out your lofty language or obscure references?
Simple is still the goal of all communications. To update it for a fast-paced, multi-tasking and technological workplace, you need to add another “S” to the string for “Short.” No one has the time or the desire anymore to sit and wade through a four-page letter, six-screen email or two-hour PowerPoint presentation with slide screens filled with fourteen bullet points in an 8pt. font. To the Twitter generation used to expressing themselves in 140 characters or less, even a whole page of text may be ignored. Here are six tips for getting your point quickly:
1. Only one screen – When someone opens your email, they should be able to read it without scrolling down. If you have more information than that, consider putting it in a PDF or spreadsheet attachment that can be printed or saved. Emails are alerts, have a measure of urgency, and you should be able to communicate your intent quickly. If you have more than one screen of text, consider editing it down.
2. Use fewer words, but keep them real. It takes some people more time trying to figure out your personal shorthand than for you to write clearly in regular words. The same for business text messages. Fast still means professional.
3. What can be seen? Flat screen monitors are getting bigger and easier to read. Your long tirade on a problem employee or the latest product or financial secrets can be read by anyone within view. Some information should be only sent as an attachment referenced by a short email message. The less on the screen for the general public the better.
4. No more than 20 PowerPoint slides per presentation. I was once given a handout for a 45 minute PowerPoint presentation that had 80 slides! I found myself flipping through the pages, counting down how many more I had to endure before getting out of there! Slides should complement and enhance the material, not substitute for a transcription of the speech. No more than four bullet points, eight words or less. Even better, a graphic or two to stimulate the thinking process.
5. Keep your presentations to 45 minutes or less. Intersperse it with audience participation or Q&A. Since the introduction of MTV, attention spans are down to about 30 seconds at a time. Make it fun and interesting; otherwise, your audience will be texting or catching up on emails and Facebook.
6. Keep voicemails short and to the point. Give a short synopsis, then your name and phone number and the best time to reach you and preferred method (return voicemail, text, email) and the contact information. Long, drawn out VM messages are like three-screen emails. And it’s tough to focus on a long message when you are driving through traffic or catching up on a break between meetings.
Mary Nestor-Harper, SPHR, is a freelance writer, blogger, and consultant. Based in Savannah, GA, her work has appeared in "Training" magazine, "Training & Development" magazine, "Supervision," "Pulse" and "The Savannah Morning News." You can read her blogs at www.skirt.com/savannahchick, www.workingsmartworks.blogspot.com/ and on the web at www.mjnhconsulting.com.
Simple is still the goal of all communications. To update it for a fast-paced, multi-tasking and technological workplace, you need to add another “S” to the string for “Short.” No one has the time or the desire anymore to sit and wade through a four-page letter, six-screen email or two-hour PowerPoint presentation with slide screens filled with fourteen bullet points in an 8pt. font. To the Twitter generation used to expressing themselves in 140 characters or less, even a whole page of text may be ignored. Here are six tips for getting your point quickly:
1. Only one screen – When someone opens your email, they should be able to read it without scrolling down. If you have more information than that, consider putting it in a PDF or spreadsheet attachment that can be printed or saved. Emails are alerts, have a measure of urgency, and you should be able to communicate your intent quickly. If you have more than one screen of text, consider editing it down.
2. Use fewer words, but keep them real. It takes some people more time trying to figure out your personal shorthand than for you to write clearly in regular words. The same for business text messages. Fast still means professional.
3. What can be seen? Flat screen monitors are getting bigger and easier to read. Your long tirade on a problem employee or the latest product or financial secrets can be read by anyone within view. Some information should be only sent as an attachment referenced by a short email message. The less on the screen for the general public the better.
4. No more than 20 PowerPoint slides per presentation. I was once given a handout for a 45 minute PowerPoint presentation that had 80 slides! I found myself flipping through the pages, counting down how many more I had to endure before getting out of there! Slides should complement and enhance the material, not substitute for a transcription of the speech. No more than four bullet points, eight words or less. Even better, a graphic or two to stimulate the thinking process.
5. Keep your presentations to 45 minutes or less. Intersperse it with audience participation or Q&A. Since the introduction of MTV, attention spans are down to about 30 seconds at a time. Make it fun and interesting; otherwise, your audience will be texting or catching up on emails and Facebook.
6. Keep voicemails short and to the point. Give a short synopsis, then your name and phone number and the best time to reach you and preferred method (return voicemail, text, email) and the contact information. Long, drawn out VM messages are like three-screen emails. And it’s tough to focus on a long message when you are driving through traffic or catching up on a break between meetings.
Mary Nestor-Harper, SPHR, is a freelance writer, blogger, and consultant. Based in Savannah, GA, her work has appeared in "Training" magazine, "Training & Development" magazine, "Supervision," "Pulse" and "The Savannah Morning News." You can read her blogs at www.skirt.com/savannahchick, www.workingsmartworks.blogspot.com/ and on the web at www.mjnhconsulting.com.
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