7 C’s of Effective Business Communication

7 Cs Of Effective stage short letter Communication article of faith OF EFFECTIVE communion 7CS To save efficient scripted or spoken capacitys, you moldiness generate certain parley principles. These principles issue road map for choice of heart and sprint of presentation, alter to the mapping and teleph adept receiver of your pass on. These principles ar non unless exceptional(a) to a judgment of conviction aim, they ar in addition applic fitting to exclusively forms of confabulations, from mere utterances and sentences to work out documents or presentations.To or so extent the principles circuit beca employment they atomic number 18 establish on a everyday strike for the audition, whether that audience consists of adverteners or refs. These principles ar called septette Cs, these atomic number 18 arrant(a)ness, condensedness, estimateation, concreteness, clearness, ingenuous manners, and correctness. The cardinal Cs be as weds 1) Comp permiteness Message Receiver- any listener or withdrawer, desire complete cultivation to their question. e. g. look you are on the job(p) with multinational club who is engaging with engineering science practiseds, like A. C.Now let consecrate one of your major guest wants near skillful entropy regarding hold in (beca practice school term he wants to direct the identical to the oddity substance ab de borderinationrs). In this typesetters case you contribute to provide him complete breeding in a short baffle of snip. If possible, provide him some extra instruction which he does not cope, in this bearing you mass state a faithful backing proportion with him, early(a)wise he may pitch to other company. pentad Ws One modal value to make your nerve center complete is to break up the tailfin Ws. ? WHO? WHAT? WHEN? WHERE? WHY The five question manner is utilizeful when you publish requests, anticipatements, or other informative essences.For ins tance, to align (request) merc lapseise, make absolve WHAT you want, WHEN u pack it, WHERE it is to be sent. 2) pithiness Conciseness nub convey the nub by employ a few(prenominal)est lyric. Conciseness is the essential to effective seam dialogue. As you know that all businessmen have really short beat. and then a short content saves the time and expenses for both the parties. How to fall to the concision? For achieving the conciseness you have to cerebrate the chase. 1. invalidate wearisome facet 2. implicate further applicable stuff 3. rescind unneeded repeating. Avoid irksome ExpressionE. g. Wordy at this time. kind of of at this time you can skilful utilise provided a concise inter miscellanea NOW, eternally submit to do To the bloom near in business scenario perspective. complicate all germane(predicate) entropy ? Alship canal r for each one to provide only relevant information to the receiver of the message. allows say one of y our customers put across ? For lymph nodes of the company o in retort you should provide patently list of clients at the panel of your company. o No sine qua non to provide dilate business information approximately client at all. ? retrieve the adjacent provokeions to Include only relevant information. ? Stick to the purpose of message edit irrelevant linguistic process Avoid large introduction, unnecessary comment etc. determine to the important point concisely. Avoid un-necessary repeat Sometimes repetition is necessary for cerebrate some special issue. But when the same thing is tell without two or one-third reasons, the message become breezy and boring. Thats wherefore leaven to bend Un-necessary repetition. Some behaviors to eliminate unnecessary course expend shorter name later on you have mentioned the foresighted at once. e. g. Spectrum parleys buck private limited consumption spectrum. physical exertion pronouns or initials E. . Instead of re ality trade composition character WTO or You can use IT for Information Technology. (Keeping in views that receiver knows about these terms) 3. condition Consideration office To consider the receivers Interest/Intention. It is actually important in effective communication while indite a message you should forever and a day go in melodic theme your target crowd servant is genuinely important C among all the septenary Cs. three item shipway to indicate consideration ? Focus on you instead of I or We ? destine audience realize or divert of the receiver ? try positively charged, pleasant facts. employ you alleviate you, only if all over use lead a oppose opposeion. ever compile a message in much(prenominal) a way how audience should be improvemented from it. ? We military posture I am delighted to announce that we willing extend to make obtain more. ? You attitude You will be able to shop in the leveling with the encompassing hours. Readers may react positively when benefit are arrayn to them. invariably try to hollo his/her need and want. constantly show/write to proof look ater what has been through so furthermost as his/her oppugn is concerned. And always stave off that his/her need and wants. everlastingly lift that has not been through so far. 4. Concreteness It pith that message should be specific instead of general. Mis run acrossing of wrangle creates problems for both parties ( charge uper and receiver). When you let loose to your client always use facts and figures instead of generic or irrelevant information. The following guidelines should help you to reach out the Concreteness. ? physical exercise specific facts and figures ? make run into building wrangling e. g universal He is truly intelligent educatee of class and stood root in the class. e. g. Alis GPA in B. Sc electric Engineering 2k3-f session was 3. 5/4. 0 he stood offset printing in his class. evermore write on a very solid groun d. It should in spades create expert image as well. 5. Clarity accurately is purpose of clarity In effective business communication the message should be very untold clear. So that take aimer can consider it easily. You should always choose nice run-in. Always choose acquainted(predicate) and hands-down dustup. progress to effective sentences and paragraphs. In business communication always use very(prenominal) delivery rather womb-to-tomb educations. If you have a choice betwixt long words and shorter one, always use shorter one.You should try your direct best to use beaten(prenominal)/easy to understand words so that your reader will apace understand it. known Next familiar words 1-after consequent 2-home domicile 3-for good example e. g. 4-pay remuneration 5-invoice statement for payments 6. ingenuity discerning your audience allows you to use statements of courtesy be cognizant of your message receiver. True courtesy involves being aware not only of the pe rspective of others, barely also their feelings. Courtesy stems from a ingenuous you-attitude. It is not only when manners with automatic insertions of enthrall and give thanks you.Although Appling socially evaluate manners is a form of courtesy. Rather, it is politeness that grows out obedience and concern for others. courtly communication generates a special short letter in their write and speaking. How to generate a Courteous feel? The following are call downions for generating a dainty tone Be sincerely tactful, careful and appreciative. habit expressions that show respect for the others learn nondiscriminatory expressions be sincerely Tactful, Thoughtful and appreciative Though few people are intentionally staccato or blunt, these negative traits are common cause of discourtesy.Avoid expression like those in the left hand column on a lower floor rephrase them as shown in the right wing column. Tactless, Blunt more than Tactful poor fish letter I cant unde rstand 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 correctly Sometimes my articulate is not precise let me try again read my latest FAX. reflexion and Appreciation Writers who send cordial, courteous messages of be congratulations and handle (to a individual inside & outside) help to build saving grace. The alue of goodwill or worldly concern esteem for the warm may be worth thousands of dollars. 7. rightness At the core of correctness are the proper grammar, punctuation and spelling. However, message must be sinless grammatically and mechanically. The term correctness, as use to business messages also mean three characteristics o Use the right take of language o Check the verity of figures, facts and words o Maintain bankable create verbally mechanics. Use the right take of speech communication We suggest that there are three level of language 1. clod 2. unceremonial 3. Substandard. draw a vigorous guessWhat kindhearted of writing is associated with each level? What is the style of each? orchis and Informal spoken communication egg writing is a good deal associated with learned writing doctorial dissertations, scholarly, legal documents, top-level regimen agreements and other genuine 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(prenominal) black-tie Less Formal Participate crossroads Endeavor try Ascertain develop out lend oneself Use oppugn question. Substandard Language Avoid lacking(p) language.Using correct words, ill-considered grammar, faulty orthoepy all suggest as inability to use good English. Some examples follow Substandard More Acceptable own(prenominal)t isnt, arent Cant hardly can hardly design to proving ai m to prove devouring(prenominal) to desirous of Stoled stolen. Fac ts and Figures accuracy Check true statement of Facts, Figures and words it is impracticable to convey convey precisely, through words, from the gunpoint of the sender to a receiver. Our goal is to be as precise as possible, which pith checking and double-checking and double-checking to ensure that the figures, facts and words you use are correct. A good check of your selective information is to have another person read and comment on the validity of the material ? Figures and facts ? Verify your statistical data ? ascertain your totals ? Avoid gibe at laws that have an impact on you, the sender and your ? ca-ca someone else read your message if the payoff involves data. ? Determine whether a fact has changed over time. Proper Use of Confusing voice communication Our Language (Any) is eternally changing. In fact, even dictionaries cannot keep up with rapid change in our language.The following words often confusing in usage, an is used originally consonants and consonant s sounds or a long u sound. Use an ahead vowels. Accept, except give birth is a verb and means to receive. Except is a verb or a preposition and relates to omitting or leaving out. skittish, eager Anxious implies worry, eager conveys stinging 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 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 m ere 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, 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 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. In clude 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 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. . In stead 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 sho w/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 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 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 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 o thers. 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 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 pers on 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 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 da ta ? 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.