the 7c’s of effective communication( modified)

7/31/2019 The 7Cs of effective communication( modified)

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The 7Cs

ofEffective Communication


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The seven Cs

When We talk about Effective Communicationone thing that comes to mind, are the basicprinciples ofeffective communication

These principles tell us how the message canbecome effective for the target group and alsoabout the style and importance of the message.

These principles are commonly known as

7 Cs of effective communication.

To make letters,memos,reports,representations

and other forms of communication effective,We need to follow certain scientific principles.

These principles tell us how the message canbecome effective for the target group andalso about the style and importance of themessage.

These principles are commonly known as

7 Cs of effective communication.


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Seven Cs of Effective Communication

1. Completeness

2. Conciseness

3. Consideration4. Concreteness

5. Clarity

6. Courtesy7. Correctness


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For Completeness

Check if you have answered all the questions Check for 5 W Questions.


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1. Completeness

Message Receiver- either listener or reader,desires complete information to theirquestion.

Ex:Suppose you are working with multinational company

who is engaging with engineering goods , like A.C. Nowlets say one of your major customer wants some technicalinformation regarding thermostat (because he wants toconvey the same to the end users ). In this case, you haveto provide him complete information in a short span oftime.

If possible, provide him some extra information which hedoes not know

In this way you can maintain a good business relation withhim, if not, he may switch to any other company.


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One way to make your message complete is to answer thefive 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 itclear WHATyou want, WHEN you need it, WHEREitis to be sent.

Five Ws


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Conclusion of completeness

At the end, one must be provided with :

All necessary information as requested byhim.

Answer to all his questions carefully

Provide a little more information, which hemay not require, but just to maintain goodrelations.


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2. Conciseness

Conciseness means conveying themessage by using fewer words.

Conciseness is a prerequisite to effective

business communication. Hence, a concise message saves time

and expenses for both the parties.

Brevity in expression wins the attention

of the readers.


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Conciseness can be achieved by

4 Simple rules

1.Include only relevant facts

2.Avoid repetition

3.Avoid wordy expressions

4.Organize your message well

Conciseness-Saves time


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Avoid WordyExpression

The Word at this time.

Instead ofat this time you can just use NOW

,

By Using To the point Approach in business

scenario we can avoid Wordy expressions.

In close proximity to-???????????????????

Enclosed herewith please find-???????????????

In considerable number of cases-??????????


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Include only relevant information

Try to provide only relevant information to the receiver of themessage.

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.

Lets say one of your customers requested

for clients of the company

in reply you should provide simply list of clients on the panel of yourcompany.

No need to provide detailed business information about clients at all


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Avoid unnecessary Repetition

Some times repetition is necessary for focusing somespecial issue.

But ,when the same thing is said without any reason ,then message becomes wordy and boring.

So try to avoid unnecessary repetition


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3. Consideration

Consideration meansTo consider the receiversInterest/Intention.

It is very important in effective communication andwhile writing a message you should always keep inmind your target group

Consideration is very important C among all theseven Cs.


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Four specific ways to indicate consideration

I-Focus on you instead ofI or We

II-Show audience benefit or interest of the receiver

III-Emphasize positive, pleasant facts.

but over usage at times, leads to negative reaction.

IV-Impart integrity to your message


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We-attitude

I Was happy to hear that my

Letter of January 5 provided

you sufficient information

I want to express my sincerethanks for the good words

We have four different

savings schemes in whichour customers can invest

their savings

You-attitude

Thank you for your

assurance that you had

sufficient information..

Thank you for your kind

words..

You have a choice of four

savings schemes in which

you can invest your savings.


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You attitude

You will be able to shop in the evening with

the extended hours.

We are open the evenings for your moreshopping

Readers may react positively when benefits

are shown to them.


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Avoid gender bias

A)Use words free from gender bias:

The Chairperson handled the situation

tactfully(_not chairman)

The police was deputed.(not policemen)

B)Use slash to include both the alternatives:

Dear Sir/Madam Gentlemen/Ladies


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C)Use plural forms inclusive of both the

genders:

The members expressed their opinion freely

Each member cast his vote

All the members cast their votes.


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D) It is often possible to use the for his/her

The manager talked to his customers.


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Emphasise positive,pleasant facts

Negative:We regret to inform you that we will

not be able to execute your order

until


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Thank you for your order. The goods will be

sent to you as soon as..


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Negative

Complaint department

Down payment

Cheap

Bossed

Positive

Customer service

Department

Initial investment

Economical

supervised


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Impart integrity to your message

The two simple virtues/ethical principles

Sincerity & Fair treatmentImpresses the receiver of the message.


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4. Concreteness

It means that message should be specific instead

ofgeneral. Misunderstanding of words creates

problems for both the parties (sender and

receiver).

When you talk to your client always use facts

and figures instead of irrelevant information.

To achieve Concreteness.i- Use specific facts and figures

ii-Choose image- building words


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General

He is very intelligent student of the class and stands

first in the class.

Concrete

Alis GPA in B.Sc Electrical Engineering was 3.95/4.0,he stands first in his class.

Always present the factual data. It will definitelycreate a good image as well.

Concreteness-Reinforces Confidence


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5.Courtesy

Courtesy demandsConsiderate and friendlybehaviour towards others.


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Being Courteous

1.Answer the letters promptly.

2.Omit irritating expressions.

3.Apologise sincerely for an omission/thankgenerously for a favour.


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Omit irritating expressions

Some words and expressions are negative in

connotation and irritate the reader.Particularly

when used with YOU they become

provocative.

You forgot

You failed

Your irresponsible approach


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You are probably ignorant/unaware

You neglected/ignored/overlooked/

disregarded

We disagree with you/we donot believe/you

leave us no choice.


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6. Correctness


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6. Correctness

Correctness lies in flawless grammar,

punctuation and spelling.

The term Correctness, as applied to business

messages also mean three characteristicsUse the right level of language

Check the accuracy of figures, facts and words

Maintain acceptable writing mechanics


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Use the right language

There are three types of language

1. Formal

2. Informal

3. Substandard.Take a quick guess: what kind of writing is

associated with each type ? What is the style of each?


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Formal and Informal Words

Formal writing

is often associated with scholarly writing: doctoraldissertations, scholarly, legal documents, top-levelgovernment agreements and other material whereformality is demanded.

Informal writingis something that you write to your friends, and thepeople with whom you have greater intimacy . Here, thewords you use are short, and conversational

More Formal less formalParticipate JoinEndeavor tryAscertain find outUtilize useInterrogate question


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Avoid Substandard Language

Avoid substandard language. Using incorrect words,incorrect grammar, faulty pronunciation allsuggest as inability to use good English. Someexamples :

Substandard More AcceptableAint isnt,arent

Cant hardly can hardly

Aim to proving aim to prove

Desirous to desirous ofStoled stolen


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Facts and Figures Accuracy

Check Accuracy of Facts, Figures and words

It is impossible to convey meaning precisely, through

words, from the head of the sender to a receiver.

Our goal is to be as precise as possible, which means

checking and double-checking and double-checking to

ensure that the figures, facts and words you use are

correct.


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Proper Use of Confusing Words !

Our Language (Any) is constantly changing. In fact, evendictionaries can not keep up with rapid change in ourlanguage. the following words often confusing in usage:

A, An use a before consonants andconsonants 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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7.Clarity


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Clarity of thought gives you clarity in the

expression

In effective business communication themessage should be very clear and straight, sothat reader can understand it easily.

Choose precise words.

Always choose familiar and easy words.

Construct effective sentences and paragraphs.


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Clarity of thought

Clarity of expression


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Clarity of thought

The communication cycle begins with the

generation of idea in the mind of the

transmitter.

Great deal of clarity is needed at this stage.

Ex: Inflammable material stored at a particular

place in a factory.


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Clarity of Expression

1. Use Simple, easy to understand words

2. Use single words for long phrases

3. Use verbs for pronouns

4. Avoid double entry

5. Use concrete expressions that have a visual

impact on the mind and will be easy toremember

6. Prefer active constructions, which are direct.


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7. Avoid jargon, for it makes writing tedious

and obscure.

8. Avoid ambiguity by placing the words

correctly and using correct marks of

punctuation

9. Write very short sentences.


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1.Use Simple words

Mark Twain Says I Never write metropolis

when I get the same price for City


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Use simple words

Pompous

Demonstrate

Visualise

Utilise Compensate

Terminate

facilitate

Simple

Show

See

Use Pay

end

help


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Use single words with long phrases

Long Phrases

At all times

At a later date

At the present time Subsequent to

Prior to/previous to

For the purpose of

Despite the fact that To the fullest possible extent

In the event that

Until such time as

Will you be kind enough

Single words

Always

Later

Now After

Before

For

Although Fully

If

Until/when

Please


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For the reason that

On account of

In consequence of

On the grounds that

Due to/owing to

In view of

In the light of

Because

b f


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Use verbs for nouns-

This brings simplicity and clarity

Using Nouns

Come to a conclusion

Make a decision

Submit a proposal Take into consideration

Make the announcement

Pursuant to our agreement

Using verbs

Conclude

Decide

Propose Consider

Announce

As we agreed


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Avoid double entry

Double entry

Actual fact

Mental state of mind

11 A.M in the morning

Previous experience

End result

Revert back

Absolutely complete

Viable alternative Period of one week

Costs an amount of

Simple

Fact

Mental state

State of mind

11 A.M Experience

Result

Revert

Complete

Alternative

One week

Costs

5 U t i


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5.Use concrete expressions

Concrete expressions create visual

images that are easy to register.

Vague & General

Goods are soon beingdespatched

This piece of Jewellery is

inexpensive.

Concrete & Effective

Goods will be despatchedon 2nd July.

These beautiful earrings

cost only Rs.950/-


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Prefer active constructions

Your efforts are

appreciate by all of us

Your report will be

discussed by acommittee

It is thought that these

prices are on the higher

side.

??????????


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Avoid ambiguity by placing the words correctly

and using correct marks of punctuation


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Write very short sentences

the 7c’s of effective communication( modified)

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