Business Communication | Seven C's

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.

Posted in: Seven C's of Business Communication