7 C's for Effective-Communication

8/7/2019 7 C's for Effective-Communication

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BUSINESSBUSINESSCOMMUNICATIONCOMMUNICATION

THE SEVEN Cs OF EFFECTIVETHE SEVEN Cs OF EFFECTIVECOMMUNICATIONCOMMUNICATION


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THE SEVEN CsTHE SEVEN Cs

CorrectnessCorrectnessConcisenessConciseness

ConsiderationConsiderationCompletenessCompletenessConcretenessConcreteness

ClarityClarityCourtesyCourtesy


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CORRECTNESSCORRECTNESS

At the core of correctness is proper grammar,At the core of correctness is proper grammar,punctuation, and spelling.punctuation, and spelling.However a message may be perfect grammatically andHowever a message may be perfect grammatically andmechanically but still insult or lose a customer. Themechanically but still insult or lose a customer. Thecorrectness, as applied to business messages, also meanscorrectness, as applied to business messages, also meansthe following three characteristics:the following three characteristics:

Use the right level of language.Use the right level of language.Check accuracy of figures, facts, and words.Check accuracy of figures, facts, and words.


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CONCISENESSCONCISENESS

Conciseness is saying what you want to say in theConciseness is saying what you want to say in thefewest possible words without sacrificing the other Cfewest possible words without sacrificing the other C

qualities. A concise message is complete withoutqualities. A concise message is complete withoutbeing wordy.being wordy.To achieve conciseness, observe the followingTo achieve conciseness, observe the following

suggestions;suggestions;

Eliminate wordy expressions.Eliminate wordy expressions.Include only relevant material.Include only relevant material.Avoid unnecessary repetition.Avoid unnecessary repetition.


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Eliminate Wordy ExpressionsEliminate Wordy ExpressionsUse single words in place of phrasesUse single words in place of phrases ..

Include Only Relevant MaterialInclude Only Relevant MaterialExample;Example;

Wordy: We hereby wish to let you know that our Wordy: We hereby wish to let you know that our company is pleased with the confidence you havecompany is pleased with the confidence you haverespond in us.respond in us.Concise: We appreciate your confidence.Concise: We appreciate your confidence.


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CONSIDERATIONCONSIDERATION

Consideration means preparing every messageConsideration means preparing every messagewith the message receivers in mind; try to putwith the message receivers in mind; try to put

yourself in their place. You are considerate, you doyourself in their place. You are considerate, you donot lose your temper, you do not accuse and younot lose your temper, you do not accuse and youdo not charge them without facts. the thoughtfuldo not charge them without facts. the thoughtfulconsideration is also called youconsideration is also called you- -attitude.attitude.

Focus on You instead of I and We.Focus on You instead of I and We.Show audience benefit or interest in the receiver.Show audience benefit or interest in the receiver.


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Focus on You Instead of I or WeFocus on You Instead of I or We

Using you does help project a youUsing you does help project a you- -attitude. But overuse canattitude. But overuse canlead to a negative reaction.lead to a negative reaction.

ExampleExampleWe-Attitude: I Am delighted to announce that we will be extending

our hours to make shopping more convenient.

You-Attitude: You will be able to shop evenings with the extendedhours.


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Show Audience Benefit or Interest in theShow Audience Benefit or Interest in the

Receiver Receiver

Reader may react positively when benefits are shownReader may react positively when benefits are shown

to them. Benefits must meet recipients needs, addressto them. Benefits must meet recipients needs, addresstheir concerns, or offer them rewards. Most importanttheir concerns, or offer them rewards. Most importantthey must be perceived as benefits by the receivers.they must be perceived as benefits by the receivers.


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COMPLETENESSCOMPLETENESS

Business message is complete when it contains allBusiness message is complete when it contains allfacts the reader or listener needs for the reaction youfacts the reader or listener needs for the reaction you

desire.desire.As you strive for completeness, keep the followingAs you strive for completeness, keep the followingguidelines in mind;guidelines in mind;

Provide all necessary information.Provide all necessary information.Answer all questions asked.Answer all questions asked.Give something extra when desirable.Give something extra when desirable.


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CONCRETENESSCONCRETENESS

CommunicatingCommunicating concretelyconcretely meansmeans beingbeing specific,specific,definite,definite, andand vividvivid rather rather thanthan vaguevague andand generalgeneral..

TheThe followingfollowing guidelinesguidelines shouldshould helphelp usus toto composecomposeconcrete, convincing message;concrete, convincing message;

Use specific facts and figures.Use specific facts and figures.Dont manipulate the data to suit your convenience .Dont manipulate the data to suit your convenience .


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CLARITYCLARITY

Clarity demands that the business message should beClarity demands that the business message should becorrect, concise, complete, concrete and withcorrect, concise, complete, concrete and with

consideration.consideration.

Use the right level of language.Use the right level of language.Use proper punctuation.Use proper punctuation.Construct effective sentences and paragraphs.Construct effective sentences and paragraphs.


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COURTESYCOURTESY

True courtesy involves being aware not only of theTrue courtesy involves being aware not only of theperspective of others, but also their feelings. It is aperspective of others, but also their feelings. It is a

Goodwill building tool.Goodwill building tool.

The following are suggestions for generating aThe following are suggestions for generating acourteous tone;courteous tone;

Be sincerely tactful, thoughtful, and appreciative.Be sincerely tactful, thoughtful, and appreciative.Use expressions that show respect.Use expressions that show respect.


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7 C's for Effective-Communication