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The Seven C's of Effective Communication

English (communication skills)

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253 views25 pages

The Seven C's of Effective Communication

English (communication skills)

Uploaded by

nimraarshad358
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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THE SEVEN C’S OF

EFFECTIVE
COMMUNICATION
The Seven C’s of Effective Communication

 Correctness
 Completeness

 Conciseness

 Consideration

 Concreteness

 Clarity

 Courtesy
Correctness
 At the core of correctness is proper
• Grammar
• Punctuation
• Spelling
 The term correctness applied to business messages
also means the following characteristics.
 Use the right level of language
 Check accuracy of figures, facts and words
 Maintain acceptable writing mechanics
 Use the right level of language
 Avoid substandard language (contractions, Slangs)
and words that confuse
Completeness
 Your message is complete when it contains all the
facts, readers or listeners’ needs for the reaction
you desire.
Benefit of Completeness
 Complete messages are more likely to bring the
desired results.
Keep the following guidelines in mind.

 Provide all necessary information


 Answer all questions asked
 Give something extra, when desired
 Answer the five Ws that make the message clear.
Who • What • When • Where • Why
Example
 When requesting a merchandise, make sure
•What you want ?
•When you need it?
•To whom and where it is to be sent?
•And how the payment would be made?
Conciseness
9

1. Eliminate wordy expressions


2. Include only relevant statements
 be focused
 Shorten & avoid long explanations

3. Avoid unnecessary repetitions


 use pronouns
Eliminate Wordy Expressions
10

Use single words in place of phrases. Even Winston


Churchill made extensive use of simple, one
syllable words.

Example
Wordy: At this time
Concise: Now

Wordy: Due to the fact


that
Concise: Because
Concise expressions
o Due to the fact that o Because
o Employed the use of o Used
o Basic fundamentals o Fundamentals
Completely eliminate o Eliminate
o Alternative choices o Alternatives
o Actual experience o Experience
o Connected together o Connected
o Final result o Result
o Prove conclusively o Prove
o In as few words as possible o Concisely

11
Include Only Relevant Material
12

Wordy: We hereby wish to let you know that


our company is pleased with the
confidence you have respond in us.
13

• Concise: We appreciate your confidence.


Consideration
 Consideration means preparing every message with
the message receiver in mind.
 Don’t lose your temper.
 Don’t accuse.
 Don’t charge them without facts.
 You are foremost aware of their desires, problems,
circumstances, emotions and probable reaction to
your thoughts.
 Handle the matter from their point of view.
 This thoughtful consideration is also called the
‘you-attitude’, the human touch or understanding
human nature.
Three specific ways to indicate consideration

 Focus on ‘you’ instead of ‘I’ or ‘we’.


 Show audience benefit or interest
 Emphasize positive, pleasant facts.
 Focus on ‘you’ instead of ‘I’ or ‘we’
 Using ‘you’ does help project a you-attitude.
Overuse can lead to negative reaction.
Concreteness
 Communicating concretely means being specific,
definite and vivid rather than vague and general.
 Misunderstanding of words have produced
tragedies both in war and in peace, in business and
non-business situations.
 Often it means using denotative (direct, explicit,
often dictionary-based) rather than connotative
words.
Guidelines
The following guidelines should be followed to
compose concrete, convincing messages.
 Use specific words and figures.
 Put action to words (no passivization)
 It is desirable to be precise and concrete both in
written and oral technical communications.
 Vague : Students’ GMAT scores are higher.
 Concrete : In 1996 the GMAT scores averaged
600; by 1997 they had risen to 610.
Clarity
 Getting the meaning from your head accurately to
the reader is the purpose in clarity.
 Choose precise, concrete and familiar words Eg.
Know instead of aware
 Construct effective sentences and paragraphs
(Length, unity, wholeness)
 Clarity is achieved through a balance between
precise language and familiar language
 When you have the choice between a long word
and a short word, choose the short familiar word
 When in doubt, use the more familiar words;
audience will understand them better.
 Unfamiliar: After our perusal of pertinent data, the
conclusion is that a lucrative market exists for
subject property.
 Familiar: The data we studied shows that your
property is profitable and in high demand.
Courtesy
 True courtesy involves being aware not only of the
perspectives of others, but also their feelings.
 Be aware of your message receiver
 Courtesy stems from a sincere you-attitude.
 It is not merely politeness with mechanical
insertion of ‘please’ and ‘thank you’, although
applying socially accepted manners is a form of
courtesy.
 Be sincerely tactful, thoughtful and appreciative
 Though very few people are intentionally abrupt or

blunt, these negative traits are a common cause of


discourtesy.
 Example

Tactless: blunt Stupid letter; I did not understand any


More tactful: It’s my understanding…..

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