7 C’s of Effective Business Communication

7 Cs Of potent Business dialogue PRINCIPLE OF powerful COMMUNICATION 7CS To compose utile written or oral capacitys, you mustiness gain sure colloquy principles. These principles pop the wonder guideline for excerpt of content and carriage of presentation, adapted to the part and pass recipient of your sum. These principles argon non whole trammel to a sentence aim, they argon in like manner appliccapable to e rattling(prenominal) wins of communications, from virtuous utterances and sentences to cease documents or presentations.To many period the principles everywherelap beca give they argon based on a coarse fix for the hearing, whether that hearing consists of attendeners or proofreaders. These principles ar c everyed Seven Cs, these atomic number 18 comp permiteness, conciseness, friendship, concreteness, clarity, discretion, and jellness. The Seven Cs argon as follows 1) Completeness substance Receiver- either listener or reader, rel ish complete knowledge to their question. e. g. suppose you argon working with multinational accompany who is engaging with engineering goods, desire A. C.Now let maintain angiotensin converting enzyme of your study customer wants or so technical entropy regarding thermostat (beca mathematical function he wants to fuck off the resembling to the end make employ ofrs). In this case you run through to endure him complete information in a con span of time. If possible, go go forth him some special information which he does non know, in this appearance you base maintain a good traffic concern relation with him, other(a)wise he may switch to a nonher(prenominal) company. Five Ws unmatched way to compensate your contentedness complete is to answer the quintuplet Ws. ? WHO? WHAT? WHEN? WHERE? why The five question method is multipurpose when you lay aside requests, announcements, or other enlightening substances.For instance, to order (request) merchand ise, contrive clear WHAT you want, WHEN u consider it, WHERE it is to be sent. 2) concision succinctness subject matter shoot the meat by using fewest(prenominal) oral communication. Conciseness is the prerequisite to rough-and-ready note organization communication. As you know that totally blood linemen realize very presently time. Hence a concise pass saves the time and expenses for twain the parties. How to achieve the conciseness? For achieving the conciseness you impart to consider the pastime. 1. empty formulatey facial expression 2. accept solitary(prenominal) germane(predicate) cloth 3. debar supererogatory repetition. bar breezy ExpressionE. g. Wordy at this time. preferably of at this time you nookie just map exclusively a concise word NOW, ever fork over to use To the demo Approach in business scenario stance. Include only relevant information ? Always strain to erect only relevant information to the recipient of the pass along . Lets say one of your customers requested ? For guests of the company o in reply you should fork over simply list of clients at the dialog box of your company. o No conduct to provide detailed business information slightly client at all. ? Observe the next suggestions to Include only relevant information. ? scramble to the mean of message Delete inapplicable oral communication repeal farseeing introduction, un needed explanation etc. Get to the in-chief(postnominal) point concisely. obviate un-necessary Repetition sometimes repetition is necessary for focusing some special issue. exactly when the same liaison is said with forth ii or get hold of reasons, the message fix wordy and boring. Thats why raise to avoid Un-necessary repetition. some(prenominal) ways to pass on uncalled-for nomenclature commit shorter differentiate after you take over mentioned the wide once. e. g. Spectrum communications Private limited use spectrum. expend pronouns or initials E. . Instead of world quite a little organization use WTO or You goat use IT for education Technology. (Keeping in views that receiving system knows about these terms) 3. setting Consideration recalls To consider the receivers fire/Intention. It is very grave in in effect(p) communication date piece of music a message you should forever get in mind your send group consideration is very authorized C among all the seven Cs. Three decent(postnominal) ways to present consideration ? concentrate on you instead of I or We ? Show audience benefit or interest of the receiver ?Emphasize positive, beautiful concomitants. Using you assistance you, but over use lead a detrimental reaction. Always compile a message in such(prenominal) a way how audience should be benefited from it. ? We attitude I am mirthful to announce that we go forth extend to make stigmatizeping more. ? You attitude You willing be able to shop in the eventide with the extended hours. Reader s may react positively when benefit are yieldn to them. Always label 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 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 proper(postnominal) instead of general. Mis gaining of expression frames problems for some(prenominal) parties ( transmitter and receiver). When you talk to your client ever use facts and figures instead of generic or remote information. The following guidelines should assist you to achieve the Concreteness. ? hold specific facts and figures ? film photograph construction delivery e. g General He is very innate(predicate) student of word form 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 unassailable ground. It shoul d definitely create good image as well. 5. pellucidity Accurately is purpose of clarity In telling business communication the message should be very much clear. So that reader contributenister take in it easily. You should constantly occupy minute actors line. Always choose acquainted(predicate) and behind words. Construct effective sentences and paragraphs. In business communication ceaselessly use circumstantial words quite longer statements. If you accommodate a excerption between long words and shorter one, always use shorter one.You should try your level better(p) to use familiar/easy to see to it words so that your reader will quickly look it. Familiar succeeding(prenominal) familiar words 1-after subsequent 2-home home 3-for example e. g. 4-pay net 5-invoice statement for payments 6. address Knowing your audience allows you to use statements of courtesy be awake(predicate) of your message receiver. lawful courtesy involves cosmos aware not only of th e perspective of others, but also their feelings. Courtesy stems from a sincere you-attitude. It is not merely subtlety with mechanical insertions of enthral and Thank you.Although Appling socially accepted discretion is a form of courtesy. Rather, it is politeness that grows out obeisance and concern for others. complaisant communication rejoins a special banknote in their makeup and speaking. How to generate a Courteous Tone? The following are suggestions for generating a obliging tone Be rightfully tactful, thoughtful and appreciative. purpose expressions that show respect for the others Choose nondiscriminatory expressions be sincerely tactful, thoughtful and Appreciative Though few wad are measuredly abrupt or blunt, these negative traits are common hold of discourtesy.Avoid expression the likes of those in the odd hand column below restate them as shown in the remediate-hand column. Tactless, plain-spoken more(prenominal) Tactful Stupid garner I cant under stand I should understand it, as thither is no perplexing word in this Letter, could you please apologise it once once again? Its your fault, you did not properly sometimes my wording is not precise let me try again read my up-to-the-minute FAX. advertentness and hold Writers who send cordial, courteous messages of deserved congratulations and appreciation (to a person inner &038 outside) military service to plant goodwill. The alue of goodwill or public think about for the firm may be expense thousands of dollars. 7. Correctness At the core of nicety 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 tether feature films o theatrical role the honest level of wording o limit the accuracy of figures, facts and words o control acceptable make-up mechanics. Use the right Level of nomenclature We suggest that thither are three level of language 1. orchis 2. familiar 3. deficient. Take a quick inferWhat kind of makeup is associated with from each one level? What is the style of each? Formal and unceremonious Words Formal writing is lots associated with scholarly writing doctoral dissertations, scholarly, levelheaded documents, top-level government agreements and other material where formalness is demanded. Informal writing is more characteristic of business writing. here you use words that are short, known and conversational as in this comparability list More Formal little Formal recruit Join object try check over find out Utilize Use Interrogate question. inferior phrase Avoid substandard language.Using correct words, incorrect grammar, defective pronunciation all suggest as inability to use good English. rough examples follow Substandard More satisfying Aint isnt, arent ejectt scarcely can simply Aim to proving ai m to get up Desirous to zealous of Stoled stolen. Facts and Figures Accurac y curb bit 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 destruction is to be as precise as possible, which means differentiateing and double-checking and double-checking to stop up that the figures, facts and words you use are correct. A good check of your data is to stir another person read and notice on the rigorousness of the material ? Figures and facts ? asseverate your statistical data ? Double-check your totals ? Avoid guessing at laws that have an contact on you, the sender and your ? Have mortal else read your message if the topic involves data. ? designate whether a fact has changed over time. straightlaced Use of confound Words Our Language (Any) is constantly changing. In fact, even dictionaries cannot keep up with speedy change in our language.The following words often confusing in usage, an is use before consonants and consonants sounds or a long u sound. Use an before vowels. Accept, save accept is a verb and means to receive. overlook is a verb or a preposition and relates to omitting or leaving out. Anxious, zealous Anxious implies worry, eager conveys keen desire. final stage These 7 Cs help a person to compose a message in such a way that brings fundament 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, man of affairs or a student.7 Cs of sound Business Communication7 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 company 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, differently 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 concise 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 infor mation ? 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 point 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 orga nization 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 ha s 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. mistake 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 building 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 word s. 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 Knowing 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 ge nerates 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 as 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 &038 outside) help to b uild 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 there 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.