4’S OF BUSINESS COMMUNICATION

MADE BY: MANAV BADHWAR

COMMUNICATION

Communication is an exchange of facts , ideas,

opinions , or emotions by two or more persons.

Communication is the process by which

info is transmitted between individuals / or organisations.

4’S OF BUSINESS COMMUNICATION

Shortness

Simplicity

Strength

Sincerity

SHORTNESS

Refers to the message that can be made brief, verbosity should be avoided , then transmission & comphrenesion of messages is going to be faster & more effective. Flooding message with high sounding words does not create an impact.

But the receiver spent a major chunk of his time in trying to decipher the actual meaning

of the message , Avoid ambiguity.

SIMPLICITY

It is used both in the usage of words & ideas reveals a clarity in the thinking process. It is normally a tendency that when an individual is himself confused then he tries to use equally confusing strategies to lead the receiver.

Reveal clarity in the thinking process by using simple terminology and equal simple concepts..

STRENGTH

The strength of a message emanates from the credibility of the sender. If the sender himself believes in a message that he is about to transmit, there is bound to be strength and conviction in whatever he tries to state.

Half-hearted statements or utterances that the sender himself does not believe in adds a touch of falsehood to the entire communication process

SINCERITY

A sincere approach to an issue is clearly evident to the receiver.

Suppose there is a small element of deceit involved in the interaction or on the part of the sender. If the receiver is keen & observant, he would be able to sense the make- believe situation and business transactions.

COMPARING 7C’S WITH 4’S OF BUISNESS COMMUNICATION

SHORTNESS

CLARITY- Use simple words(Avoid them)

Simple(Use them)Demonstrate show Visualise seeAt the present time nowUntil such time as

until/when

SHORTNESS

CORRECTNESS Give correct facts.

Send your message at the correct time.

Send your message in the correct style.

SIMPLICITY

CLARITYUsing nouns using

verbs(difficult) (simple)Make a decision decideMake the announcement

announcePrevious experience

experienceMy personal opinion my

opinion

SIMPLICITY

CREDIBILITY If the sender can establish his credibility ,

the receiver has no problems in accepting his statement.

It is a long – drawn out process in which the receiver through constant interaction with the sender understanding builds up credibility.

STRENGTH

COMPLETENESS Completeness of facts is absolutely

necessary. incomplete communication irritates the

reader.

You should organise your message in such a way that the receiver has no doubts about anything contained in it.

STRENGTH

CREDIBILITY Generally, credibility in the messages

creates trust Between sender & receiver. If the message is of Falsehood then the receiver to dominate the entire communication process.

SINCERITY

CONCISENESS A reader’s time is invaluable. Don’t make

him feel that he is wasting his time in going through your unnecessarily lengthy letter.

Include only relevant facts. Avoid repetition. Avoid trite & wordy expressions.

SINCERITY

CONSIDERATION Adopt the you-attitude- naturally, every

person is interested in himself. Therefore we should write letters from their point of view. For ex: thank you for your kind words.

you have a better choice etc.

Avoid gender bias & negative words For ex: Dear sir/madam, gentlemen/ladies,

chairperson(not chairman).

SINCERITY

Avoid Negative words Prefer these words

wrong you are right

mistake thank you

disagree agree unpleasant

appreciate

SINCERITY

COURTESY In business we must create friendliness

with all those to whom we write. Courtesy demands friendly behaviour towards others.

Answer the letters promptly. Omit irritating expressions- for ex:

unaware , ignored , irresponsible, you neglected etc.

Apologise sincerely for an omission/thank generously for a favour.