Topic: Seven C, S of Business Communication Need

TOPIC:
SEVEN C,s OF BUSINESS COMMUNICATION

Need:
Communicating effectively is critical in the modern business world. Learning and using
the seven Cs of effective business communication is a great way to improve our professional
communication skills and increase the likelihood that your messages will be received and
understood the way you intended.
Seven C,s:
Completeness.
Conciseness.
Consideration.
Concreteness.
Clarity.
Courtesy.
Correctness.
1. Completeness:
Your business message is complete when it contains all facts,
the reader or listener needs for the reaction you desire.
Communicators-sender and receivers differ in their mental
filters; they are influenced by their backgrounds, viewpoints,
needs, experiences, attitudes, status and emotions.
Because of these differences, communication senders need
to assess their messages through the eyes of receivers to be
sure they have included all relevant information.
Provide all necessary information. Who, what, where, when,
why, how?
Answer all questions asked.
Give something extra, when desirable.
Significance:
Completeness brings the desired response. When message is
complete the receiver understands it easily and hence desired response is achieved.
Examples:
Q: How come my request for an interview did not receive a
response?
A: When was the letter sent? To whom? Who
sent it?
Q: Im new to the city, and would like to join your club.
When is the next open day?
A: Where are we? How to get here?
2. Conciseness:
Conciseness is saying what you have to say in the fewest
possible words without sacrificing the other C qualities.
Eliminate wordy expressions.
Include only relevant material.
Stick to the purpose of the message.
Avoid unnecessary repetition
Leads to dullness.
Eliminate wordy expressions:
At this time.
Now.
Due to the fact that.
Because.
Have need for.
Need.
In due course.
Soon.
Omit unnecessary expressions:

Allow me to say how helpful your last response was.
Your last response was helpful.
Replace wordy conventional statements:

Please find attached the list you requested.
The list you requested is attached.
Avoid using empty phrases:

There are four rules that should be observed.
Four rules should be observed.
Omit which and that clause:

She bought desks that are of the executive type.
She bought executive-type desks.
Eliminate unnecessary prepositional phrases:

The issue of most relevance is teamwork.
The most relevant issue is teamwork.
Limit use of Passive voice:

The reports are to be submitted by employee prior tp 5:00 at
which time they will be received by Mr. Jones.
Please submit your reports to Mr. Jones by 5:00.
Significance:
Conciseness saves time of both sender and receiver. By avoiding wordy
expressions we can save time by concise messaging.
3. Consideration:
Consideration means preparing every message with the
message receiver in your mind.
You are considerate when you do not lose your temper, you
do not accuse, you do not charge them without facts.
Focus on you instead of I and we:

You are foremost aware of their desires, problems,
circumstances, emotions, and probable reactions to your
request.
This thoughtful consideration is also called you attitude,
empathy, the human touch, and understanding.
Show audience benefit or interest in the receiver:

Readers react positively when benefits are shown to them.
Emphasise positive pleasant facts:

Readers will react positively or negatively to certain words.
Examples:
I am delighted to announce that we will be extending our
hours to make shopping more convenient.
You will be able to shop evenings with the extended
hours(Focus on You Instead of I)
It is impossible to open an account for you today.(Negative,
Unpleasant)
When we receive proof of ID we will gladly open an

account for you (Emphasis on Positive, Pleasant Facts)
Significance:
It is understanding of human nature. It refers to the use of positive
attitude, emphasizing positive pleasant facts and visualizing reader`s problems.
4. Concreteness:
Communicating concretely means being specific, definite,
and vivid rather than vague and general.
Often it means using denotative (direct, explicit, often
dictionary based) rather than connotative words (ideas or
notions suggested by or associated with a word or phrase).
Thus, the term female may appear in a personal folder as a
part of a job description, yet widely different connotations
may occur when using terms as wife, mother, spinster,
widow, maiden, matron, or dowager.
Guidelines for creating concrete messages

Use specific facts and figures:
It is desirable in both written and oral communication.
Put action in your verbs:

Verbs propel thought: Verbs can activate other word and help make your
sentences alive, more vigorous. That is to have dynamic sentences in your communication.
Active verbs help your sentence more:
1) Specific: The dream decided is more explicit than A decision has been made.
2) Personal: You will note is both personal and specific; It will be noted is
impersonal.
3) Concise: The passive requires more words and thus shows both writing and reading.
Compare Figures show with It is shown in the figure.
4) Emphatic: Passive verbs dull action. Compare The students held a contest with A
contest was held by the students.
Examples:
Shes a brain (Vague, General, Indefinite)
Her grade-point average in 2006 was 3.9 on a four-point

scale. (Concrete, Precise)
Significance:
It reinforces confidence. Message concreteness shows that it is not vague or
unclear but is vivid and clear to the audience and they can understand it easily.
5. Clarity:
Getting the meaning from your head into the head of
your reader accurately.
Guidelines for communicating with clarity:

Your audience will understand better if you choose
precise, concrete and familiar words.
Familiar
Pretentious
About
circa (L)
After
subsequent
Home
Domicile
For example
e.g. (L)
Pay
Remuneration
Examples of familiar/unfamiliar sentences:

Unfamiliar:
After our perusal of pertinent data, the conclusion is that
lucrative market exists for the subject property.
Familiar:
The date we studied show that your property is
profitable and in high demand.
Guideline for communicating with clarity:

Your audience will understand better if you construct
effective sentences and paragraphs. This includes:
Length of sentence: Try for 17-20 words per sentence

Unity: In a sentence keep one idea at a time. If you want to add another idea, it should
be closely related to the first one.
Coherence: In a coherent sentence the words are correctly arranged so that the ideas
clearly express the intended meaning.
Examples of coherent and non-coherent sentences:

Unclear: Being an excellent lawyer, I am sure you can
help us.
Clear: Being an excellent lawyer, you can surely help
us.
Unclear: Our report is about testing, broken down in unit
and functional methods.
Clear: Our report on testing focused on unit and
functional methods.
Significance:
It makes the comprehension easier so that person understand easily. It
demands use of simple language.
6. Courtesy:
The courtesy involves being aware not only of the
perspective of others, but also their feelings.
Knowing your audience allows you to use statements of
courtesy.
Be sincerely tactful, thoughtful and appreciative.
Use expressions that show respect.
Choose non-discriminatory expressions, for example in
order to avoid gender discrimination you can use:
Entering student instead of freshman.
Workers, employees instead of manpower.
The best candidate for the position instead of the best man
for the position.
Examples:
Clearly, you did not read my latest fax.
Sometimes my wording is not precise; let me try again

(Tactfulness)
Manpower vs. Employees (More Desirable as its nonsexist term)
Man-made vs. manufactured.
The best man for the job vs. The Best Candidate.
Anyone who comes to the class late will get his grade
reduced.
Students who come late to class will have their grades
reduced (Avoid using he/him)
Significance:
It strengthens relations and builds goodwill. Much can be achieved by using
polite words and gestures and showing respect to the receiver.
7. Correctness:
At the core of Correctness is proper grammar, punctuation,
and spelling.
However, a message may be perfect grammatically and
mechanically but still insult or lose a customer
The term Correctness, as applied to business messages,
also means the following three characteristics:
Use the right level of language
Check accuracy of figures, facts, and words
Maintain acceptable witing mechanics.
Use the right level of language: There are three levels of language: formal, informal
and substandard.
Formal writing this often associated with scholarly
writing: doctoral dissertations, scholarly articles, 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 follows:
Formal vs. informal
Participate/join
Procure/get
Endeavour/try
Ascertain/find out
Deem/think
Check accuracy of figures and facts:

Verify your statistical data.
Double-check your totals
Avoid guessing at laws that have an impact on your, the
sender and your message receiver
Have someone else read your message if the topic
involves data.
Determine whether a fact has changed overtime.
Avoid using substandard language:

Substandard vs. more appropriate:
Aint vs. isnt.

Aim at proving vs. aim to prove.
Irregardless vs. regardless.
Should of vs. should have.
Accept vs. except:

Accept is a verb and means to receive; Except is a verb or a preposition
and relates to omitting or leaving out.
Between vs. among:

Between involves two people, among three or more.
Effect vs. affect:

Effect is a noun, affect is a verb.
Farther vs. further:

Farther used for distance in space, further for distance in time, quality or
degree.
Imply vs. infer:

Imply means suggest; infer means to conclude
Significance: It helps in building the confidence. When the message is correct, well timed it
boosts up the confidence. .It is possible when the message is complete, well timed and accurate.
Conclusion: The seven C,s of business communication helps in better communication and it
can result in positive response from the receiver. Therefore everyone should learn these seven
C,s of communication and also learn their application.

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TOPIC:

SEVEN C,s OF BUSINESS COMMUNICATION

Eliminate wordy expressions:

Omit unnecessary expressions:

Replace wordy conventional statements:

Avoid using empty phrases:

Omit which and that clause:

Eliminate unnecessary prepositional phrases:

Limit use of Passive voice:

Focus on you instead of I and we:

Show audience benefit or interest in the receiver:

Emphasise positive pleasant facts:

When we receive proof of ID we will gladly open an

Guidelines for creating concrete messages

Put action in your verbs:

Her grade-point average in 2006 was 3.9 on a four-point

Guidelines for communicating with clarity:

Examples of familiar/unfamiliar sentences:

Guideline for communicating with clarity:

Length of sentence: Try for 17-20 words per sentence

Examples of coherent and non-coherent sentences:

Sometimes my wording is not precise; let me try again

Check accuracy of figures and facts:

Avoid using substandard language:

Aint vs. isnt.

Accept vs. except:

Between vs. among:

Effect vs. affect:

Farther vs. further:

Imply vs. infer:

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