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Seven Cs BEME-1
Completeness
Sender Receiver
Communication
experiencesBackground status emotions
attitude
Way to make your message complete
o Who o What o When o Where o Why o How
ConcisenessTo achieve conciseness:o Eliminate wordy
expressionso Include only relevant
statements o Avoid unnecessary
repetition
Do the following o Omit trite, unnecessary
expression, such as “allow me to say”, “in reply I wish to state”,
o “Please find enclosed or attached” use concise statements like “attached are”
o “Enclosed is”
Do the followingo Omit “that” or “which”
clauseso She bought desks which are
of executive type.o She bought executive-type
desks.o The receipt that is enclosed
documents your purchase. o The enclosed receipt
documents your purchase.
Do the followingo Whenever possible, use a verb
in the present tense and active voice
o The total balance due will be found on page 2 of this report.
o The total balance due will be found on page 2 of this report.
o The balance due is found on page 2 of this report.
Concisenesso Do you need the
information at this time.o Do you need the
information at this timeo Now o I will leave early due to the
fact that I am not well.o I will leave early due to the
fact that I am not well.o because
Wordy/concise o It was known by Mr. Smith
that the house has been sold off.
o Mr. Smith knew that the house has been sold off.
o There are four rules that must be observed.
o Four rules must be observed.
Wordy/conciseo The issue of most relevance
is teamwork.o The most relevant issue is
teamwork.
Consideration o Empathy for others o Focus on ‘you’ instead of
“I” or “We”o Emphasize the positive,
pleasant facts.
Considerationo “We” attitude o I want to send
my congratulations for ……..
o We pay 8 %interest on ….
o You –attitude o Congratulatio
ns to you on your.. …………
o You earn 8% interest on……..
Negative /pleasant o It is
impossible to open an account for you today
o We don’t refund if the returned item is soiled and unsalable
o As soon as your signature card reaches us ,we will gladly open an ……..
o We refund when the returned item is clean and resalable
Concretenesso Use specific
facts and figures
o Our product has won several prizes…
o Our new range of pens has won first prize in four national contests within the past three years
Active versus passive voice Passiveo Tests were
made by us. o A full report
will be sent to you by the supervisor.
o A decision has been made
Active o We made the
tests.o The
supervisor will send you a full report.
o The board of directors decided
Concretenesso The function of this office is
collection of payments and compilation of statements.
o This office collects payments and compiles statements.
o Seven Deadly verbs o Be, give, make o have, put o Hold, take
Concretenesso Mr. Jones will
give consideration to the report.
o They held the meeting in the office.
o We will take a look at your record.
o Mr. Jones will consider the report.
They met in the office.
We will look at your record
Concretenesso Literal (dull) o She is usually
the one to get things
started. He came
down the street.
o Figurative o She is usually
the spark plug of the organization.
Ali ran down the Fleet Street.
Concretenesso Active verbs help make your
sentences more:1-Specific“The board of directors decided” compare it with: A decision has been made 2-Personal “You will note”……… “It will be noted” 3- Concise The passive requires more words and
thus shows both writing and reading. Compare “Figure shows” with “it is shown by figures.”
ConcretenessEmphatic o Passive verbs dull action.
Compare the child ran a mile with a mile was run by the child
Concretenesso When to use passive voice o When you want to avoid
personal blunt accusations or commands.
o You did not include the July check
o The July check was not included
Concretenesso You are invited is better
than We invite you. o When the doer isn’t
important in the sentence. o Three announcements were
made before the meeting started
o The emphasis is on the announcements not on who gave them.
Concretenesso Concrete nounso Consideration
was given to the fact that……
o Termination of the insurance contract will be in June….
o Analysis of the situation suggests that Mr. Smith is right.
o Abstract nouns
o The committee considered ……
o The insurance contract ends in June….
o I think Mr. Smith is right.
Concreteness You can build a more realistic
and interesting word picture by adding well-chosen adjectives and adverbs.
The camera has a system that gives you good pictures.
Properly exposed true-colour pictures
ClarityGetting your message across so
the receiver will understand what you are trying to convey.
o You want that person to interpret your words with the same meaning you have in mind.
To make your message clear:o Choose short familiar
conversational words o Construct effective sentences
and paragraphso Chose examples, illustrations
and other visual aids
Clarityo A plumber wrote the National
Bureau of Standards to tell them hydrochloric acid is good for cleaning out clogged drains.
o In reply a technical specialist of the bureau wrote
o The efficiency of hydrochloric acid is indisputable, but the corrosive residue is incompatible with metallic permanence.
COUTESY o TACT INSTEAD
OFo Tactless o Your letter is
not clear at all; I cannot understand it.
o Apparently you have already forgotten what I wrote you two weeks ago
o BLUNTNESSo tactfulo If I
understand your letter correctly ….
o As mentioned in my May 15 letter to you…
Clarityo Being an excellent lawyer, I
am sure you can help us. o Being an excellent lawyer,
you can surely help us. o After planting 10000 berry
plants, the deer came in to the botanist’s farm and crushed them.
o After our botanists had planted.
Correctness Use the right level
of language o Informal o Expect o Ascertaino Interrogate
o Check accuracy of figures facts and words
o Formalo Anticipateo Find out o Ask