 1.

Effective Communications (7 C’s)

 2. The seven C’s  When We talk about “ Effective Communication” one thing that
comes in mind, what are the basic principles of “effective communication” .
  These principles tells us how your message can becomes effective for your target
group,
  These principles also tell about style and importance of the message.
  These principles commonly known as 7 C’s of effective communication.

 3. Seven C’s of Effective Communication 1. 2. 3. 4. 5. 6. 7.

 Completeness
 Conciseness
 Consideration
 Concreteness
 Clarity
 Courtesy
 Correctness

 4. 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 an other company.

 5. Five W’s:

Oneway to make your message complete is to answer the five W’s. 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.

 6. Conclusion of completeness At the end we can say that, you must provide him:1. All
necessary information as requested by him. 2. Answers to his all questions carefully 3.
 Provide some more information, which he is not requiring , just to maintain good
relations.

 7. 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 save the time and
expenses for both the parties.


 8. 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.

 9. Avoid Wordy Expression  E.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.


 10. Include only relevant information  Always try to provide only relevant information
to the receiver of the message.  Lets say one of your customer requested  for clients of
the company  in reply you should provide simply list of clients at the panel of your
company.  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.

 11. Avoid un-necessary Repetition  Some times repetition is necessary for focusing
some special issue.  But when the same thing is said with out two or three reasons, the
message become wordy and boring.  That’s why try to avoid Un-necessary repetition.


 12. 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.g. Instead of world trade organization use WTO or You can
use IT for Information Technology. (keeping in views that receiver knows about these
terms)

 13. 3) Consideration Consideration means – To consider the receiver’s 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 C’s.

 14. Three specific ways to indicate consideration i-Focus on “you” instead of “I” or “We”
ii-Show audience benefit or interest of the receiver iii-Emphasize positive, pleasant facts.
Using “you” help you, but over use lead a negative reaction.

 15. Always write a message in such a way how audience should be benefited from it. e.g.
We attitude I am delighted to announce that we will extend to make shopping more.


 16. 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.

 17.  Always show/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.


 18. 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.
 19. The following guidelines should help you to achieve the Concreteness. i- use specific
facts and figures ii-choose image building words e.g General He is very intelligent
student of class and stood first in the class.

 20. Concrete Ali’s GPA in B.Sc Electrical Engineering 2k3-f session was 3.95/4.0, he
stood first in his class. Always write on a very solid ground. It should definitely create
good image as well.

 21. 5) Clarity
 22. 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.

 23. 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 under stand it

 24. Familiar 1-after 2-home 3-for example 4-pay 5-invoice Next familiar words
subsequent domicile e.g. remuneration statement for payments
 25. 6) Courtesy
 26. 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 grow out respect and concern for others. Courteous communication
generate a special tone in their writing and speaking.
 27. 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
 28. Tactless, Blunt More Tactful Stupid letter; I can’t 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 read my latest FAX Sometimes my wording is not
precise; let me try again Thoughtfulness and Appreciation Writers who send cordial,
courteous messages of deserved congratulations and appreciation (to a person inside &
outside) help to build goodwill. The value of goodwill or public esteem for the firm may
be worth thousands of dollars.

 29. 7) Correctness
 30. 7) Correctness At the core of correctness is 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
 31. Use the right Level of Language we suggest that there are three level of language 1.
formal 2. informal 3. substandard. Take a quick guess: what kind of writing is associated
with each level? What is the style of each?
 32. Formal and Informal Words Formal writing is often associated with scholarly writing:
doctoral dissertations, scholarly, legal documents, toplevel 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
 33. 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 Ain’t isn’t,aren’t Can’t hardly can hardly
Aim to proving aim to prove Desirous to desirous of Stoled stolen
 34. 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
 35. Proper Use of Confusing Words ! Our Language (Any) is constantly changing. In
fact,even dictionaries can not keep up with rapid change in our language. the following
words often confusing in usage: A, An use a 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
 36.