7Cs of Effective Communication
7Cs of Effective Communication
7Cs of Effective Communication
1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness
1.Completeness
Business message is complete when it
provides all the information the reader or
listener needs for the reaction you desire
Guidelines to ensure completeness:
Provide all necessary information
Answer all questions asked
Give some extra information when/where
required
Reading material
• Providing all necessary information :
It means to provide entire information keeping in mind
the readers point of view for their better
understanding. It can be done by answering all
questions i.e. who, what, when, where, why and other
essentials like how?
• Answer all questions asked:
A reply or reaction to an incomplete reply is most likely
to be unfavorable. Not answering all the questions
builds an image of being careless or trying to hide
some weak spots, leading to question on our tact’s and
honesty
Reading material
Give something extra, when desirable
• Building goodwill
We attitude
I am delighted to announce that we will extend shop’s
timings to make shopping easier.
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.
Some positive words to which people react
positively include; benefit, cordial, happy, help,
generous, loyal, pleasure, thanks, thoughtful etc
Some negative words which generally arouse
negative reaction of people include; blame,
complaint, failed, fault, negligence, unfair, trouble,
regret etc
Always try to address his/her need and want.
4. Concreteness
• Message should be specific, definite &
vivid instead of vague & general.
• Misunderstanding of words creates
problems for both parties (sender and
receiver).
• Always use facts & figures instead of
generic or irrelevant information.
Guidelines to achieve 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.
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.
Examples
• Some words which lead to confusion e.g.
slightly , small, soon, early, high, about, most,
a few, slow, very, almost, several etc.
• Vague: You will soon receive appointment
letter from the manger.
• Concrete: You will receive appointment letter
around tenth of this month from the HR
manager.
5. Clarity
Accuracy is purpose of clarity
• In effective business communication the
message should be very much clear so that
reader can understand it easily.
• Avoid expression like those in the left hand column below; rephrase
them as shown in the right-hand column
Tactless, Blunt More Tactful
Its your fault, you did not properly Sometimes my wording is not
read my latest FAX precise; let me try again
Benefits of courtesy
• Help to build goodwill
• Cordial and courteous managers are
congratulated and appreciated (to a
person inside & outside)
• The value of goodwill or public
esteem for the firm may be worth
thousands of dollars.
Tips to ensure courtesy in writing
• Ask yourself: Does the communication have a
sincere” you-attitude?”
• In case of doubts have a third person read your
writings
• Be cautious in using humour ( again get it
checked by a third person)
• Be careful in using discriminatory language-,
awareness about gender, race, age colour, creed,
ethnic origin etc.
7. Correctness
Correctness refers to the correction of
Grammar
Punctuation
Spelling.
1. Formal
2. Informal
3. Substandard
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 incorrect words,
incorrect grammar, faulty pronunciation all
suggest as inability to use good English. Some
examples follow:
Sub
Heading
Practice press release
Chipotle became the darling of the fast-food world by attracting
blue-collar workers and even whole families with its promise of
high-quality, sustainably sourced Mexican-inspired cuisine. But a
series of food poisonings and other challenges are threatening
its reputation. The latest crisis began in November, 2015 when
Chipotle closed 43 restaurants in Washington state and Oregon
after health authorities linked an E. coli outbreak to six
restaurants in the region. health officials said the cause was
norovirus, a common virus, while citing the restaurant for two
health violations: improper handling of poultry and the presence
of a sick employee.
Suggestions:
Chipotle has pledged to sanitize its operations, hired food safety
consultants and announced that it would introduce more-
stringent testing of its ingredients.
THANK YOU