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Welcome back to Business English Skills 360 for today’s lesson on how to communicate clearly in English..

There are times when you want to impress people with your language abilities. But there are actually far more situations that require the opposite approach – situations where you don’t want to risk confusing people, so you want to make sure you’re communicating clearly.

In our last lesson, I talked about clear pronunciation and word choice. Today I want to look at making clear sentences and organizing your message.

When it comes to sentences, shoot for simple and short. Rather than stringing a bunch of ideas into one long sentence, break it up into several short ones. Use simple words like “but” and “so” instead of words like “nevertheless” and “consequently.”

There’s something else that can add clutter to our sentences: the softening words and phrases we use to be diplomatic, polite, or careful. These expressions can be very important when the situation requires. But not all situations or audiences require such diplomacy. We also have some very confusing ways of asking questions in English. And if you’re trying to be clear, you should avoid some of these. That includes tag questions, such as “you’re quite busy, aren’t you?” And negative questions, like “aren’t you going to read my report?”

The last thing I want to talk about is how we structure our messages. And I mean longer messages, like a set of instructions or something. First off, it’s good to be clear about purpose. Tell people what you’re going to tell them. That’s exactly what I did when I said “the last thing I want to talk about is how we structure our messages.” You see, when you heard that, you knew exactly what I was going to talk about next.

Secondly, it’s a good idea to use words like “secondly.” We call this “signposting.” Signposting is basically giving clear structure and logic to what you’re saying. That means introducing things clearly. It means outlining, using words like “first, second, third” and “last.” But it also means being clear about how your ideas fit together. Signposting makes it a lot easier for people to follow what you’re saying, and to remember it!

Lastly, it’s a good idea to summarize what you’ve said. Just a little recap is good enough. And you can introduce your summary using signposting expressions like “to sum up” or “what I’ve been trying to say is.”

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Welcome back to Business English Skills 360 for today’s lesson on communicating clearly in English.

Did you know that most of the conversations in English happening right now are between two non-native speakers? There’s a German doing business in Malaysia, and a Russian talking on the phone with a Korean, and a Brazilian visiting Spain. And they’re most likely using English to communicate with each other.

But English is not a simple language. For one thing, it has more words and idioms than other languages. For another thing, there are many different varieties of English. So the English you hear in Singapore or Miami or London can sound quite different. Given this situation – people around the world using a difficult language at different levels – it’s really important to be able to communicate clearly.

Let’s start with pronunciation. Of course, not everyone will, or should, speak exactly the same. Perfect pronunciation doesn’t exist, since there are so many different accents. So being clear isn’t so much about pronunciation as it is about enunciation. Enunciation simply means pronouncing things clearly and carefully.

Two other things that impact pronunciation are speed and volume. When we’re uncomfortable or nervous, we tend to speed up and speak more softly. But speaking quickly and quietly can damage our pronunciation. Instead, slow down a bit and speak a bit more loudly. This will add clarity to your speech.

Clarity is also affected by the words we choose. The important thing here is to keep it simple. When you’re giving someone instructions on the phone, or making an important point in a presentation, it’s not the time to impress people with your vocabulary. Stick to expressions you know people will understand. That means you should avoid using too much slang and too many idioms.

When it comes to word choice, there’s another thing to be careful with: acronyms and abbreviations. You might use “TBH” quite often, but not everyone knows that it means “to be honest.” You don’t have to use these abbreviations to get your point across. And you’ve probably been confused – and frustrated – when people use abbreviations that are common in their line of work but are not common knowledge.

As we’ve seen, communicating clearly in English might mean we have to adapt what we say and how we say it, depending on the audience. It’s always a good idea to speak up and to speak clearly. And if you want to make sure everyone understands, it’s wise to use simple and clear words, while avoiding slang, idioms, and abbreviations.

Download: Podcast MP3