(chapter-2 )- 7 c's of effective communication

8/8/2019 (Chapter-2 )- 7 c's of Effective Communication

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ChapterChapter--22


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Maulik Pandya

Pratik MistryDarshan Mistry

Tapan Patel

PresenterPresenter ::


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` When We talk about Effective Communicationone thing that comes in mind, what are the basicprinciples of effective communication .

` These principles tells us how your message canbecomes effective for your target group

,` These principles also tell about style and

importance of the message.` These principles commonly known as 7 Cs of

effective communication.


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1. Completeness

2. Conciseness

3. Consideration4. Concreteness

5. Clarity

6. Courtesy

7. Correctness


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` Message Receiver- either listener or reader, desirecomplete information to their question. e.g.

` suppose you are working with multinational companywho is engaging with engineering goods , like A.C.

Now let say one of your major customer wantssome technical information regarding thermostat(because he wants to convey the same to the end users). In this case you have to provide him completeinformation in a short span of time.

` If possible, provide him some extra information which

he does not know,.` In this way you can maintain a good business relation

with him, otherwise he may switch to an other company.


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` One way to make your message complete is to answerthe five Ws.

` WHO?`

WHAT?

` WHEN?` WHERE?` WHY?` The five question method is useful when you write

requests, announcements, or other informativemessages.` For instance, to order (request) merchandise, make

clear WHATyou want, WHENu need it, WHEREit is tobe sent.


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At the end we can say that, you must provide him:-

1. All necessary information as requested by him.

2. Answers to his all questions carefully

3. Provide some more information, which he isnot requiring , just to maintain good relations.


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` Conciseness means convey the message byusing fewest words.

` Conciseness is the prerequisite to effective

business communication. As you know thatall businessmen have very short time .

` Hence a concise message save the time andexpenses for both the parties.


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For achieving the conciseness you

have to consider the following.

1 Avoid wordy expression

2 Include only relevant material

3 Avoid unnecessary repetition.


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` E.g. Wordy:- at this time.

Instead of at this time you can just use only a

concise word:- NOW ,

Always try to use To the point Approach in

business scenario perspective.


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` Always try to provide only relevant information to thereceiver of the message.

` Lets say one of your customer requested for clients of the company

in reply you should provide simply list of clients at the panel ofyour company.

No need to provide detailed business information about client atall.

` Observe the following suggestions to Include only

relevant information. Stick to the purpose of message

Delete irrelevant words

Avoid long introduction, unnecessary explanation etc.

Get to the important point concisely.


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` Some times repetition is necessary for focusingsome special issue.

` But when the same thing is said with out two orthree reasons, the message become wordy andboring.

` Thats why try to avoid Un-necessary repetition.


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` Use shorter name after you have mentioned thelong once. e.g.

` Spectrum communications Private limited usespectrum.

` Use pronouns or initials E.g.Instead of world trade organization use WTO orYou can use IT for Information Technology.(keeping in views that receiver knows about theseterms)


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Consideration means preparing every messagewith the message receivers in mind; try to putyourself in their place. You are considerate, youdo not lose your temper, you do not accuse andyou do not charge them without facts. thethoughtful consideration is also called you-attitude.

consideration is very important C among allthe seven Cs.


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Focus on you instead of I or We

Show audience benefit or interest of the receiver

Emphasize positive, pleasant facts.

Using you help you, but over use lead a negativereaction.


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Focus

onYo

u In

steadof

Io

r We

Always write a message in such a way how audience

should be benefited from it. e.g.

We attitude:

I am delighted to announce that we will

extend to make shopping more.

You-Attitude:

You will be able to shop evenings with the

extended hours.


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ShowAudie

nce Be

nefito

r In

terest in

the Receiver

Readers may react positively when benefit are

shown to them. Benefits must meet recipients needs, address

their concerns, or offer them rewards. Most

important they must be perceived as benefits by

the receivers


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Emphasize Positive, PleasantFacts

Because of past connections with words, readerswill react positively or negatively to certain

words.


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` It means that message should be specific instead

of general. Misunderstanding of words creates

problems for both parties (sender and receiver).

` when you talk to your client always use facts

and figures instead of generic or irrelevant

information.


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The following guidelines should help you toachieve the Concreteness.

Use specific facts and figures

Put Action in your verbs

Choose image building words

e.g

General

He is very intelligent student of class and stood

first in the class.


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Concrete

Alis GPA in B.Sc Electrical Engineering was

3.9/4.0, he stood first in his class.

Always write on a very solid ground. It should

definitely create good image as well.


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Whenever possible use specific, exact, precise

statement or figure instead of general words which

helps in making your message more concrete.


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` Verbs can bring your concreteness back to being

alive and more dynamic. Use of verbs especially

the active verbs make your sentence more Specific,

Personal and Concise.


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In effective business communication the message

should be very much clear.S

o that reader canunderstand it easily.

You should always Choose precise words.

Always choose familiar and easy words.

Construct effective sentences and paragraphs.

5)5) ClarityClarity


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In business communication always use precisewords rather longer statements.

If you have a choice between long words andshorter one, always use shorter one.

You should try your level best to use familiar/easyto understand words so that your reader willquickly under stand it


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Familiar Pretentious

1-after subsequent

2-home domicile

3-for example e.g.4-pay remuneration

5-invoice statement for payments


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Construct Effective sentences &

Paragraph

sImportant characteristic to consider are length,

unity ,coherence ,and emphasis

Length- Generally, short sentences are preferred, Thesuggested average sentences should be about17 to 20.

Because verity in sentences adds interest to writing,

Adopt a range of from 3 to 30 or more words.

Unity- It means that you have one main idea , andany other ideas in the sentences must be closely

related to it .


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Coherence- In a coherent sentence the words are correctly

are arranged so that the ideas clearly express the intended

meaning, Place the correct modifier as close as possible to the

word it is supposed to modify.

e. g- Unclear: His report about managers, broken down by

age & gender.

Clear: His report focused on age & gender of managers.

Emphasis- The quality that gives force to important parts of

sentences & paragraphs is emphasis.

e.g. -Little emphasis: the airplane finally approached the

sound & it became very difficult to control.Better emphasis: As it finally approached the speed of

sound, the airplane became very difficult to control.


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` Knowing your audience allows you to use statements ofcourtesy; be aware of your message receiver.

True courtesy involves being aware not only of theperspective of others, but also their feelings. courtesy

stems from a sincere you-attitude.` it is not merely politeness with mechanical insertions of

please and Thank you .

` Although Appling socially accepted manners is a form ofcourtesy .

` rather, it is politeness that grow out respect and concernfor others.

Courteous communication generate a special tone in theirwriting and speaking.


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The following are suggestions for generating a courteoustone:

` Be sincerely tactful, thoughtful and appreciative.

` Use expressions that show respect for the others

` Choose nondiscriminatory expressions

Be sincerely Tactful, Thoughtful and Appreciative

` Though few people are intentionally abrupt or blunt,these negative traits are common cause of discourtesy.

` avoid expression like those in the left hand column below;rephrase them as shown in the right-hand column


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Tactless, Blunt More Tactful

Stupid letter; I cant

understand

I should understand it, as

there is no confusing word in

this letter, could you please

explain it once again ..?

Its your fault, you did not

properly read my latest FAX

Sometimes my wording is not

precise; let me try again


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At the core of correctness is proper grammar,punctuation and spelling.

however, message must be perfect grammatically

and mechanically. The term correctness, as applied to business

messages also mean three characteristics

o Use the right level of language

o Check the accuracy of figures, facts and wordso Maintain acceptable writing mechanics


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we suggest that there are three level of language

1. formal

2. informal

3. substandard.Take a quick guess: what kind of writing isassociated with each level? What is the style of each?


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Formal writing is often associated with scholarlywriting: doctoral dissertations, scholarly, legaldocuments, top-level government agreements andother material where formality is demanded.

Informal writing is more characteristic of business

writing. Here you use words that are short, well-known and conversational as in this comparison list:

More Formal less formalParticipate JoinEndeavor try

Ascertain find out Utilize useInterrogate question


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Avoid substandard language. Using correctwords, incorrect grammar, faultypronunciation all suggest as inability to usegood English. Some examples follow:

Substandard MoreAcceptableAint isnt ,arent Cant hardly can hardlyAim to proving aim to prove

Desirous to desirous ofStoled stolen


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Check Accuracy of Facts, Figures and wordsIt is impossible to convey meaning precisely, through words, from the

head of the sender to a receiver. Our goal is to be as precise aspossible, which means checking and double-checking and double-checking to ensure that the figures, facts and words you use are

correct.A good check of your data is to have another person read and

comment on the validity of the materialFigures and facts Verify your statistical data Double-check your totals

Avoid guessing at laws that have an impact on you, the sender andyour Have someone else read your message if the topic involves data.

Determine whether a fact has changed over time


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Our Language (Any) is constantly changing. In fact,even dictionariescan not keep up with rapid change in our language. the followingwords often confusing in usage:

A, An use a before consonants and

consonants sounds or a long usound. Use an before vowels.

Accept, except accept is a verb and means toreceive. except is a verb or apreposition and relates to

omitting or leaving out.

Anxious, eager Anxious implies worry, eagerconveys keen desire


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MANYMANYTHANKSTHANKSFOR YOURFOR YOUR

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