Certain elements often make up the basic building blocks of communication. These elements are useful in a very wide range of situations:
We all enjoy being introduced to attractive people. Part of what makes them attractive is the promise of things to come. That is often based on things that have happened in the past. In order for introductions to work for us, we need to recall that those involved have a mental set coming into the situation. The better you are a predicting what that mental set is the better the introduction. Remember, you have to move the audience from where they are to where they must be for the introduction to be productive. Give them enought information that they want to hear/see/feel more. Get and hold their attention.
The real reason for the communication to exist is the content of the body. Filled with facts and opinions it can help relationships and programs if structured properly. That depends on who they think you are and who you think you are. Evaluate who they think your are and make any necessary adjustments and keep in mind who you think you are. Be aware of what they think of the content of what you're addressing and put it into terms that will be as palatable as possible for them and as accurate as possible for you. Put the content into forms, statistics, definitions, stories, and pictures that will increase their understanding and give them clarity. Fit the content to them to the best of your ability.
Remind them of who they are and what they now know by listing a short, accurate, memorable summary of what they have just heard. If possible, remind them of who you are and that your background continues to be of value to them. As a test their answer to the question what did you say should be 1) who you are, 2) what you have said, 3) why it was important to them and they should be able to express it in their own words.
If these elements were followed in all of our communication we would be much more effective. Review quickly before each communication situation the basic elements we have just covered and increase our successes.