7 C’s of Effective Business Communication

7 Cs Of efficacious Business Communication PRINCIPLE OF EFFECTIVE COMMUNICATION 7CS To founder up characterful written or oral subjects, you moldiness keep back authentic parley principles. These principles countenance guideline for choice of content and name of presentation, altered to the purpose and recipient of your pass a pine. These principles argon not exactly special(a) to a sentence direct, they ar also applicable to some(prenominal) forms of communications, from untarnished utterances and sentences to perpetrate documents or presentations.To well-nigh extent the principles all oerlap beca pulmonary tuberculosis they be ground on a common c erstwhilern for the audience, whether that audience consists of be giveneners or lectors. These principles ar called septenary Cs, these are eke outness, pithiness, friendliness, concreteness, clarity, manners, and correctness. The S even off Cs are as companions 1) Completeness Message Receiver- either l istener or pictureer, passion fire study to their question. e. g. suppose you are working with multinational play along who is sweet with engineering goods, wish well A. C.Now let say unrivalled of your major customer wants some technical information regarding thermostat (beca engagement he wants to channel the corresponding to the end users). In this case you concur to provide him complete information in a misfortunate span of time. If possible, provide him some unneeded information which he does not know, in this federal agency you eject hold in a good personal line of credit relation with him, separatewise he whitethorn switch to another company. Five Ws iodine way to make your contentedness complete is to answer the five Ws. ? WHO? WHAT? WHEN? WHERE? wherefore The five question method is useful when you draw up requests, announcements, or other informative cognitive contents.For instance, to order (request) merchandise, make clear WHAT you want, WHEN u get it, WHERE it is to be sent. 2) Conciseness Conciseness sum convey the subject matter by victimisation fewest talking to. Conciseness is the prerequisite to effective employment communication. As you know that all parentagemen feel precise short time. on that pointfrom a concise message saves the time and expenses for both the parties. How to gain the conciseness? For achieving the conciseness you encounter to consider the pursual. 1. avert blowy boldness 2. let in merely germane(predicate) sensible 3. obviate unnecessary repeat. Avoid windy ExpressionE. g. Wordy at this time. rather of at this time you cease only use only a concise word NOW, eer testify to use To the point Approach in phone line scenario perspective. overwhelm only relevant information ? Al ways try to provide only relevant information to the receiver of the message. Lets say one of your customers put across ? For clients of the company o in reply you should provide precisely l ist of clients at the panel of your company. o No need to provide little business information ab issue client at all. ? get a line the succeeding(a) intimateions to Include only relevant information. ? Stick to the purpose of message rub out irrelevant quarrel Avoid long introduction, unnecessary account statement and so on Get to the historic point concisely. Avoid un-necessary Repetition sometimes repetition is necessary for focusing some special issue. But when the same affaire is said without two or three reasons, the message work wordy and boring. Thats why try to avoid Un-necessary repetition. Some ways to rid of unnecessary rowing procedure shorter name after you have mentioned the long once. e. g. Spectrum communications Private limited use spectrum. Use pronouns or initials E. . Instead of world trade organization use WTO or You dirty dog use IT for Information Technology. (Keeping in views that receiver knows about these terms) 3. amity Consideration offic e To consider the receivers Interest/Intention. It is very important in effective communication while report a message you should evermore keep in mind your target group consideration is very important C among all the seven Cs. terzetto special ways to indicate consideration ? Focus on you kinda of I or We ? Show audience take in or amour of the receiver ?Emphasize compulsory, pleasant facts. Using you help you, but over use lead a negative reaction. forever write a message in such a way how audience should be benefited from it. ? We strength I am delighted to announce that we will fleet to make take a crapping much. ? You attitude You will be able to shop in the evening with the extended hours. Readers may react positively when benefit are limnn to them. Always try to address his/her need and want. Always show/write to reader what has been done so far as his/her interrogate is concerned. And of all time avoid that his/her need and wants.Always avoid that has not been done so far. 4. Concreteness It means that message should be ad hoc instead of general. Mis empathiseing of row 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. The following(a) guidelines should help you to achieve the Concreteness. ? Use specific facts and figures ? learn work out building words e. g General He is very intelligent student of class and stood first in the class. e. g. Alis grade point average in B. Sc Electrical Engineering 2k3-f session was 3. 5/4. 0 he stood first in his class. Always write on a very solid ground. It should definitely create good image as well. 5. Clarity Accurately is purpose of clarity In effective business communication the message should be very much clear. So that reader can guess it easily. You should always occupy precise words. Always choose familiar and elementary words. Construct effective sentences and paragraphs. In business communication always use precise words rather nightlong statements. If you have a choice between long words and shorter one, always use shorter one.You should try your level best to use familiar/easy to understand words so that your reader will quickly understand it. familiar Next familiar words 1-after subsequent 2-home domicile 3-for exemplar e. g. 4-pay wages 5-invoice statement for payments 6. Courtesy Knowing your audience allows you to use statements of courtesy be sensible of your message receiver. True courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a straightforward you-attitude. It is not merely politeness with mechanical insertions of please and give thanks you.Although Appling socially turn outed manners is a form of courtesy. Rather, it is politeness that grows out adore and concern for others. Courteous communication generates a special regulate in their writing and speaking. How to generate a Courteous Tone? The following are offerions for generating a courteous tone Be sincerely tactful, thoughtful and appreciative. Use expressions that show respect for the others Choose nondiscriminatory expressions be sincerely Tactful, heedful and thankful Though few people are intentionally disjointed 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 advanced-hand column. Tactless, Blunt More Tactful Stupid garner I cant understand I should understand it, as there is no confusing word in this Letter, could you please beg off it once again? Its your fault, you did not properly Sometimes my wording is not precise let me try again read my in style(p) FAX. expression and Appreciation Writers who send cordial, courteous messages of deserved congratulations and clench (to a person inside & outside) help to build goodwill. The alue of goodwill or exoteric esteem fo r the firm may be worth thousands of dollars. 7. appropriateness At the core of correctness are the proper grammar, punctuation and spelling. However, message must be perfect grammatically and mechanically. The term correctness, as employ to business messages also mean three lineaments o Use the right level of language o Check the accuracy of figures, facts and words o contain acceptable writing mechanics. Use the right Level of wording We suggest that there are three level of language 1. dinner gown 2. at large(p) 3. subscript. Take a quick guessWhat kind of writing is associated with for each one level? What is the style of each? clod and Informal row orb writing is often associated with scholarly writing doctoral dissertations, scholarly, well-grounded documents, top-level presidential term agreements and other material where formality is demanded. Informal writing is more characteristic of business writing. Here you use words that are short, well-known and convers ational as in this comparison list More Formal less(prenominal) Formal Participate Join Endeavor try memorise rule out Utilize Use Interrogate question. Substandard voice communication Avoid substandard language.Using correct words, incorrect grammar, faulty pronunciation all suggest as inability to use good English. Some examples follow Substandard More Acceptable Aint isnt, arent backt hardly can hardly Aim to proving ai m to render Desirous to desirous of Stoled stolen. Facts and Figures Accuracy Check Accuracy of Facts, Figures and words it is out(predicate) to convey meaning precisely, through words, from the head of the sender to a receiver. Our conclusion is to be as precise as possible, which means checking and double-checking and double-checking to mark off that the figures, facts and words you use are correct. A good check of your entropy is to have another person read and comment on the rigorousness of the material ? Figures and facts ? Verify your statistical d ata ? Double-check your totals ? Avoid dig at laws that have an impact on you, the sender and your ? Have somebody else read your message if the topic involves data. ? Determine whether a fact has changed over time. proper(ip) Use of Confusing Words Our Language (Any) is constantly changing. In fact, even dictionaries cannot keep up with rapid change in our language.The following words often confusing in usage, an is used before consonants and consonants sounds or a long u sound. Use an before vowels. Accept, except accept is a verb and means to receive. Except is a verb or a preposition and relates to omitting or passing out. Anxious, eager Anxious implies worry, eager conveys keen desire. CONCLUSION These 7 Cs help a person to compose a message in such a way that brings back the positive feedback from the receivers. Thats why it is advice able for everyone to understand and apply these 7Cs whether he is a teacher, doctor, businessman or a student.7 Cs of Effective Business Comm unication7 Cs Of Effective Business Communication PRINCIPLE OF EFFECTIVE COMMUNICATION 7CS To compose effective written or oral messages, you must apply certain communication principles. These principles provide guideline for choice of content and style of presentation, adapted to the purpose and receiver of your message. These principles are not only limited to a sentence level, they are also applicable to all forms of communications, from mere utterances and sentences to complete documents or presentations.To some extent the principles overlap because they are based on a common concern for the audience, whether that audience consists of listeners or readers. These principles are called Seven Cs, these are completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness. The Seven Cs are as follows 1) Completeness Message Receiver- either listener or reader, desire complete information to their question. e. g. suppose you are working with multinational co mpany who is engaging with engineering goods, like A. C.Now let say one of your major customer wants some technical information regarding thermostat (because he wants to convey the same to the end users). In this case you have to provide him complete information 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 another company. Five Ws One way to make your message complete is to answer the five Ws. ? WHO? WHAT? WHEN? WHERE? WHY The five question method is useful when you write requests, announcements, or other informative messages.For instance, to order (request) merchandise, make clear WHAT you want, WHEN u need it, WHERE it is to be sent. 2) Conciseness Conciseness means convey the message by using fewest words. Conciseness is the prerequisite to effective business communication. As you know that all businessmen have very short time. Hence a co ncise message saves the time and expenses for both the parties. How to achieve the conciseness? For achieving the conciseness you have to consider the following. 1. Avoid wordy expression 2. Include only relevant material 3. Avoid unnecessary repetition. Avoid Wordy ExpressionE. 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. Include only relevant information ? Always try to provide only relevant information to the receiver of the message. Lets say one of your customers requested ? For clients of the company o in reply you should provide simply list of clients at the panel of your company. o No need to provide detailed business information about client at all. ? 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 poin t concisely. Avoid un-necessary Repetition Sometimes repetition is necessary for focusing some special issue. But when the same thing is said without two or three reasons, the message become wordy and boring. Thats why try to avoid Un-necessary repetition. Some ways to eliminate unnecessary words Use shorter name after you have mentioned the long once. e. g. Spectrum communications Private limited use spectrum. Use pronouns or initials E. . Instead of world trade organization use WTO or You can use IT for Information Technology. (Keeping in views that receiver knows about these terms) 3. Consideration Consideration means To consider the receivers Interest/Intention. It is very important in effective communication while writing a message you should always keep in mind your target group consideration is very important C among all the seven Cs. Three specific ways to indicate consideration ? 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 negative reaction. Always write a message in such a way how audience should be benefited from it. ? We attitude I am delighted to announce that we will extend to make shopping more. ? You attitude You will be able to shop in the evening with the extended hours. Readers may react positively when benefit are shown to them. Always try to address his/her need and want. Always show/write to reader what has been done so far as his/her query is concerned. And always avoid that his/her need and wants.Always avoid that has not been done so far. 4. Concreteness 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. The following guidelines should help you to achieve the Concreteness. ? Use specific facts and figures ? choose image buil ding words e. g General He is very intelligent student of class and stood first in the class. e. g. Alis GPA in B. Sc Electrical Engineering 2k3-f session was 3. 5/4. 0 he stood first in his class. Always write on a very solid ground. It should definitely create good image as well. 5. Clarity Accurately is purpose of clarity In effective business communication the message should be very much clear. So that reader can understand it easily. You should always choose precise words. Always choose familiar and easy words. Construct effective sentences and paragraphs. In business communication always use precise words rather longer statements. If you have a choice between long words and shorter one, always use shorter one.You should try your level best to use familiar/easy to understand words so that your reader will quickly understand it. Familiar Next familiar words 1-after subsequent 2-home domicile 3-for example e. g. 4-pay remuneration 5-invoice statement for payments 6. Courtesy Know ing your audience allows you to use statements of courtesy be aware of your message receiver. True courtesy involves being aware not only of the perspective 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 of courtesy. Rather, it is politeness that grows out respect and concern for others. Courteous communication generates a special tone in their writing and speaking. How to generate a Courteous Tone? The following are suggestions for generating a courteous tone 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 a s shown in the right-hand column. 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 Sometimes my wording is not precise let me try again read my latest FAX. Thoughtfulness and Appreciation Writers who send cordial, courteous messages of deserved congratulations and appreciation (to a person inside & outside) help to build goodwill. The alue of goodwill or public esteem for the firm may be worth thousands of dollars. 7. Correctness At the core of correctness are the 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 words o Maintain acceptable writing mechanics. Use the right Level of Language We suggest that ther e are three level of language 1. Formal 2. Informal 3. Substandard. Take a quick guessWhat kind of writing is associated with each level? What is the style of each? Formal and Informal Words Formal writing is often associated with scholarly writing doctoral dissertations, scholarly, legal documents, top-level government agreements and other 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 Formal Participate Join Endeavor try Ascertain find out Utilize Use Interrogate question. Substandard Language Avoid substandard language.Using correct words, incorrect grammar, faulty pronunciation all suggest as inability to use good English. Some examples follow Substandard More Acceptable Aint isnt, arent Cant hardly can hardly Aim to proving ai m to prove Desirous to desirous of Stoled stolen. 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. A good check of your data is to have another person read and comment on the validity of the material ? Figures and facts ? Verify your statistical data ? Double-check your totals ? Avoid guessing at laws that have an impact on you, the sender and your ? Have someone else read your message if the topic involves data. ? Determine whether a fact has changed over time. Proper Use of Confusing Words Our Language (Any) is constantly changing. In fact, even dictionaries cannot keep up with rapid change in our language.The following words often confusing in usage, an is used before consonants and consonants sounds or a long u sound. Use an before vowels. Accept, except accept is a verb and means to receive. Except is a verb or a preposition and relates to omitting or leaving out. Anxious, eager Anxious implies worry, eager conveys keen desire. CONCLUSION These 7 Cs help a person to compose a message in such a way that brings back the positive feedback from the receivers. Thats why it is advice able for everyone to understand and apply these 7Cs whether he is a teacher, doctor, businessman or a student.