Giving clear information

Dr. Yahya K. Mohammed Ali
Medical Adviser and Trainer
Qualified Pharma.
*
Yahya K. Mohammed Ali

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*The ability to inform others in a clear and
descriptive way is a necessary people skill.
*Clarity is a challenge, the way your mind works
may be quite different from how another
person’s mind works.
*What we say may seem clear to you, but your
partner may not understand it at all.

*Seven simple steps will help you achieve clarity:
1. Assess what your reader knows and tailor your
message.
2. Break your message into small, manageable
parts.
3. Preview your message.
4. Deliver your information concisely using easy
words.
5. Tell your story two ways (such as orally, visually).
6. Summarize your key points.
7. Follow up.

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*The first step is to assess what your listener already
knows and then tailor your communication.
*Does she fully understand the terminology and
background information that you understand?
*Do you need to explain some basic terminology
before you deliver your message?
*Ex, Travel directions are difficult for some people to
understand.
*Just as you can talk faster than your receiver can
process, you can also hinder communication by
talking too slowly.

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*To communicate clearly, it’s important to break
information down into bite-size pieces,
especially if it is lengthy or complex.
*People like to have a clear list of items or facts
when you deliver complex information.
*Just as this section is broken down into seven
steps, you can often break your information
into steps or topics.

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*You need to give the reader a preview of what
she’s about to learn.
*Previous slides told the reader what she could
expect. It said, “Seven simple steps will help
you achieve clarity no matter what your
partner’s communication style.”
* Now the reader will be listening and watching
for the seven steps and knows that the goal is
to clearly deliver information.

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*Telling the information in as concise a manner
as possible.
*If you crowd the listener’s mind with too much
information, she will subconsciously filter some
out.
*Use easy words. If you tell someone you’re
going to “show” them something, they get a
much clearer picture in their minds than if you
use a larger word such as “illustrate.”

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*Receiving information in more than one
medium can vastly increase understanding.
*Some people are visually oriented and need to
see a concept illustrated to understand it.
*If you have told your listener your story orally,
consider drawing a diagram, map, or other
visual to reinforce what you just said.
*Some people are just “hands on”. For this type
of person, it’s highly effective to allow her to
work through the steps of a process.

*
*This step involves briefly summarizing the key
steps or points you’ve just delivered.
*This helps your listener pull it all together and
strengthens memory retention.

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*This final step is often overlooked. In this step,
you follow up with your receiver.
*Depending on the situation, you check back in
a day or up to one week later and ask if she
has questions.
*You encourage her if she is learning a process
and offer help and some brief reminders.
*This type of support is invaluable to some
learners and reinforces their commitment to
follow your directions well and thoroughly.

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*Some topics just naturally flow if you talk
about them in chronological order.
*Showing the comparisons and contrasts
between two choices or products or services is
a more complex but often very helpful way to
communicate information.
*The most common way to organize your
information is topically.
*You may choose to organize by order of
importance.

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*Sometimes, you will have no advance warning
that you will be asked for information.
1. say something gracious as your opening line
“I am always happy to talk about this”
2. Ask yourself, “What is the one important fact
I should get across?”
3. Ask yourself, “Where do I want to end? What
is my final line

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*When you have time to prepare:
*Bringing pictures or slides would be helpful.
*Always bring your own cards, so people can
contact you.
*Ask yourself whether you need to add some
facts from the experts.
*ask yourself if you need to do some quick
research.

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*Decide in advance what your three to four
main points should be. Don’t forget to cover
these main points.
*Don’t memorize, but be very clear in your
mind about what your opening remarks will be.
*The delivery of a good story depends on a great
opening.

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*You want to have a sentence at the beginning
that reaches out and grabs people “the
grabber.”
*After the grabber, state your topic or purpose.
*You can then cover the main points as concisely
as possible and move toward your conclusion.

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*Use colors and words to make your listener feel
she is there. Make her see what you see.
*As you name the people in your story, describe
each one briefly but clearly.
*Now tell the actions that took place.
*Action verbs may be visible actions or invisible
actions, analyzing, deciding, choosing,
thinking, or providing.

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*You need a strong, emphatic conclusion.
*Often, you end with what you’ve learned or
with an idea for going forward or simply
summarize
*Whatever your ending, deliver it in a punchy
and energetic style. Emphasize key words.

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*Some of the ways you can end a story include
the following:
*A memorable or funny line that one of the
characters said
*A surprise
*A circling back to the beginning to show the
listener how the story or character has gone
full circle
*A moral or lesson learned

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*The first step in delivering information effectively is to
assess what your reader knows and tailor your message
accordingly.
*Prepare ahead of time any information, handouts, or
pictures that will enhance your information.
*Open with a statement that grabs your listener’s
attention.
*Be sure to have an ending to your story that is so
emphatic that your listener knows it is the end.
*Keep interest high with action and action verbs;
descriptions of characters, places, and objects that
appeal to the senses; and a few unexpected twists.

Giving clear information

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