e ffective communication strategies & types. p rinciples of effective communication 7c’s of...
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PRINCIPLES OF EFFECTIVE COMMUNICATION
7C’s of communication:
• Courtesy/ consideration
• Clarity
• Correctness
• Concreteness
• Credibility
• Completeness and consistency
• Conciseness
RELEVANCE OF C’S
Courtesy and consideration
Clarity
Credibility
Correctness
Completeness &consistency
Concreteness
Conciseness
Improves relationship
Makes comprehension
better
Builds trust
Builds confidence
Introduces stability
Reinforces confidence
Saves time
C’s Relevance
RELEVANCE OF S’S
S’s
Shortness
Simplicity
Strength
Sincerity
Relevance
Economizes
Impresses
Convinces
Appeals
CORRECTNESS
The following principles should be borne in mind to be correct:
Use the correct level of language
Include only facts words and figures
Maintain acceptable writing mechanics
Apply the following qualities
There should be proper grammar punctuation
spelling and paragraphing
CONCISENESS
Business executives are dead-busy. They don’t have time to go through unnecessarily lengthy messages. The writer is also a loser if he writes wordy messages because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible.
Eliminate wordy Expressions.
Include only relevant material.
Avoided unnecessary Repetition.
CLARITY
Clarity demands that the business message should be correct concise complete concrete and with consideration.
Use the right level of language
Proper punctuation make the writing clear
Check accuracy of fact figure & words
COMPLETENESS
The message should be complete to bring desirable results. It should include everything the reader needs for the reaction you desire. You must know what information our reader wants or needs You should be able to know the reader’s background viewpoint needs attitudes and emotions.
Provide all necessary information.
Answer all questions asked.
Give something extra, when desirable.
CONCRETENESS
The business writing should be specific definite unambiguous and vivid rather than vague and general The following guidelines lead to concreteness.
Use specific facts and figures
Put action in your verb
Choose vivid image building words
CONSIDERATION
Consideration refers to you attitude sympathy the human touch and understanding of human nature. Consideration means the message with the receiver in mind. You should try to visualize your readers their desires problems emotions circumstances and possible reaction to your request.
Focus on you instead I & We
Show reader benefit or interest in reader
Emphasize
COURTESY
Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous message strengthen present relations and make new friends. It is a goodwill building.
Answer your mail promptly
Be sincerely tactful thoughtful and appreciative
Use expressions that show respect
EXAMPLE OF CONCISENESSWordy
At this time
Date of the policy
In most cases
In order to
In some cases
Due to the fact that
For the reason that
From the point of view of
Concise
Now
Policy date
Usually
To
Sometimes
Because
Because
as
CONCISENESS CONTD…
In due course
At this time
On a weekly basis
In spite of the fact that
Until such time as
Meet together
Soon
Now
Weekly
Although
Until
Meet
wordy
We hereby wish to
let you know that
we fully appreciate
the confidence you
have reposed in us.
(18 words)
concise
We appreciate your
confidence in us. (6
words)
EXERCISE
Cut our all the needless repetition of phrases and sentences:
Will you ship us sometime, anytime during
the month of October, or even November, if
you are rushed, for November would suit us
just as well, in fact a little better, 300 of the
regular 3 by 5 inch blue felt armbands with
white sewn letters in the center. (49 letters)
SOLUTION TO EXERCISE
Please ship parcel post , before the end of
November, 300 regular 3 by 5 inch blue felt
armbands with white sewn letters at the
center. (25 words)
We-attitude
I want to send my
congratulations for…
We pay 8% interest
on…
You-attitude
Congratulations to you
on your…
You earn 8% interest
on…
WE-ATTITUDE VRS YOU-ATTITUDE
May I take this opportunity to express my
thanks for the account you really opened
with our store. We are pleased to furnish a
wide variety of products for the home or
individual customers.
Thank you for the account you really opened
at Homeland. Serving you with your needs
for clothing and home furnishings is a
pleasure.
Passive words
Tests were made by us
A full report will be sent
to you by the supervisor.
These figures are checked
by the research
department.
Active words
We made tests.
The supervisor will send
you the full report.
The research department
checks these figures.
CHOOSE VIVID IMAGE-BUILDING WORDS
Colourless
The camera has a
system that gives
you good pictures.
Vivid
The SONY camera
has a UNIQUELY
precisely metering
system that assures
you PROPERLY
exposed, true-
colour pictures.
EXAMPLE OF CONSIDERATIONTactless
Your letter is not
clear at all; I can’t
understand it.
Obviously, if you
had read your policy
carefully, you would
be able to answer
these questions
yourself.
Tactful
If I understand your
letter correctly…
Sometimes, policy
wording is a little
hard to understand.
I am glad to clear up
these questions for
you.
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