To compose
effective written or oral messages, you must apply certain communication
principles . These principles provide guidelines for choice of content and style of
presentation adapted to the purpose and receiver of your message . Called the “Seven
C’ S” they are completeness , conciseness , considering ,
concreteness , clarity ,courtesy an correctness
1. COMPLETENESS
Your business message is complete when it contains all fact the reader or
listener needs for the reaction you desire . Remember that communication
senders and receivers - differ
in their mental filter: they are
influenced by their backgrounds , viewpoints, needs ,experiences, attitudes,
status and emotion. Because of these difference communication senders needs to
assess their messages through the eyes of receivers to be sure they have
included all relevant information
Completeness offers numerous
benefits. First complete message are more likely to being the desired results
without the expense of additional message . Second they can do a better job of
building goodwill . Message that contain in formation the receiver needs show concern for others .
Third complete message can help avert
costly lawsuits that may result if important information is missing .
Last communication that seem inconsequential can be-surprisingly important
if the information they contain is
complete and effective .
Striving for completeness keep the following guidelines:
. Provide all necessary information
. Answer all question asked
. Give something extra , when desirable
2. CONCISENESS
. Focus on “You” instead of “I” or
“We”
. show Audience benefit or interest in the receiver
. Emphasize Politicize
, pleasant Facts
Conciseness is saying what you have to say in fewest possible words
without sacrificing the other C qualities . A concise message without being
wordy;
Conciseness is a prerequisite top effective business communication . A concise
message saves time and expense for both sender and receiver .Conciseness
contributes to emphasis; by eliminating unnecessary word, you let important
ideas stand out . When combined with a “You-view”,
concise message are inherently more interesting to recipients. Include only
relevant material . Finally eliminate wordy expressions.
3. CONSIDERATION
One correspondence expert says, “When
writing a letter put yourself in your
correspondent`s shoes sense his
feeling and anticipate his reaction “. The reader should know that the writer
is aware of and is doing something for the reader `s needs and problem . A
successful letter will naturally concentrate on the reader `s interest and take
into account his problem , and convenience . Considering comes from
coutesy.
CONCRETENESS
Concrete and specific expressions are to be preferred in favor of vague
and abstract expressions. In continuation of the point on correctness , the
fact and figure presented should be specific . Abstraction pr abstract
statement can cloud the mind of the sender . Instead of starting : ‘’ There has
being a tremendous escalation in the sales figure by almost 50%
as compared to last year . “The receiver is more apt to listen and
comprehend the factual details
5. CLARITY
Absolute clarity of ideas adds much to the meaning of the message.
The first stage is clarity in the mind
of the sender . The next stage is the transmission of the message in a manner ,
which makes it simple for the receiver to comprehend . As far as
possible , simple language and easy
sentence constructions ,which are not difficult for the receiver to grasp ,should
be used
6. COURTESY
Once the credibility of the sender
has been established , attempt should be made at being courteous in expression
. In the business world, almost everything starts with ends in courtesy . Much
can be accomplished if tact ,diplomacy and appreciation of people are woven in
the message
EXAMPLE
. Ahmed “You can never do things right . Try working on
this project . If you are lucky you may not have to redo it”
. Ahmed ”This is
an interesting project, do you think you would be able to do it , know that
last time something went wrong with project , but everyone makes be able to do wonders”
The two statement convey totally different
impressions . While the first statement
in more accusative, the second is more tactful and appreciative of the effort
put in by the receiver at an earlier state . The crux of the message in both
the statement is the same : You want an individual within an organization to
undertake a project . The manner in which it is stated brings about a
difference in approach .Further , expression that might hurt or cause mental
pain to the receiver should, as far as possible ,be ignored . For this it
become essential that the “I’ –attitude . Development of interest in the “You”
will perforce make the other individual also see the point of view of the other
. At the time of emphasizing the “You-attitude”, only the positive and pleasant
“you-issues” should be considered . if it is being used as a corrective measure
, then the result are not going to be very positive or encouraging.
7. CORRECTNESS
At the time of encoding , the sender should that his knowledge of the
receiver is comprehensive . The level of knowledge , educational
background and status of the decoder
help the encoder in formulating his message .In case there is any discrepancy
between the usage and comprehension of terms , miscommunication can arise . if
the sender decides to back up his
communication with facts and figures , there should be accuracy in stating the
same . A situation in which the listener is forced to check the presented facts
and figure should not arise .Finally the usage of terms should be nondiscriminatory
, e.g. the general concept is that women should be addressed for their physical
appearance whereas men for their mental abilities . This , however , is a
stereotype and at the time of addressing or praising members of both the sexes
, the attributes assigned should be the same , similarly for occupational reference . In the business
world almost all profession are treated
with respect . Addressing one individual for competence in his profession but
neglecting the other on his score because of so-called “inferior” profession alientes the listener from the
sender .
In short the term correctness , as applied to a business letter or report
, mean the writer should;
. Use the correct level of language
. Include only accurate facts ,words and figure
. Maintain acceptable writing mechanics
. Apply
correctly all other pertinent C ‘ s
quality.
