Lecture 7 C's-2.ppt

Communication Skills The Seven C’s for Effective Communication

Concreteness 

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Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features:  

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It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. Concrete messages are not misinterpreted Put actions in your verbs.

Concreteness  

Use precise statements instead of vague words. For example  Instead 

 It

of writing;

Student’s GMAT scores are higher

should be written;

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In 1996 the GMAT scores averaged 600; by 1997 they had risen to 610.

Concreteness 

Put actions in your verbs.  

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Use active voice. Use action in verbs, Not in nouns.

Choose vivid, image-building words. 

Use impressive and appealing words.

Active & Passive Voices Passive: The memo was sent by the manager. Active: The manager sent the memo. Active: I write a letter. Passive: A letter is written by me.

Benefits of Concreteness  Concreteness

reinforces confidence.  It is supported with specific facts and figures.  It makes use of words that are clear and that build the reputation.  It creates positive and pleasant affect on reader

Clarity  

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Clarity demands the simple language and easy sentence structure in composing the messages. Clarity implies emphasizing on a specific goal or objective at a time, rather than trying to move away from track Clarity comes with the use of exact, appropriate and concrete words. While Composing the Clarity in message we have to bear following points in our mind.  Choose precise, concrete, and familiar words  Construct effective sentence and paragraphs.

Clarity 

Choose Precise, concrete and familiar words.  Use

Simple & famous words.

 Write

your purpose clearly.

Familiar Words

Pretentious Words

After

Subsequent

Home

Domicile

For example

E.g.

Pay

Remuneration

Invoice

Statement of payment

Clarity 

Construct effective sentences and paragraphs.  Length

(Sentence <40 words)  Unity (One main idea in one paragraph)  Logic ( Say clearly)  Emphasis (Choose correct sentence to focus on it)

Benefits of Clarity It makes comprehension easier  Complete clarity of thoughts and ideas enhances the meaning of the message.  It will make use of exact, appropriate and concrete words. 

Courtesy  

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Doing well with good intentions is called Courtesy Courtesy means being polite, kind, judicious, enthusiastic and convincing. Courtesy reflects the nature and character of the sender. Courtesy in message implies the message should show the sender’s expression as well as respect for the receiver.

Courtesy 

Here are the following suggestions for generating a courteous tone.  Be sincerely tactful, thoughtful and appreciative.  Use expressions that show respect.  Choose non discriminatory expressions.

Courtesy 

Be sincerely tactful, thoughtful and appreciative Tactless Stupid letter; I cant understand any of it. Clearly, you did not read my latest fax.

Tactful Its my understanding…… Sometimes my wording is not precise; let me try again

Courtesy 

Use expression that show respect. Avoid irritating expressions.  Avoid using questionable humor. 

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Use non-discriminatory expressions. 

Use language for all kind of people.

Benefits of Clarity     

Courtesy creates goodwill. Courtesy strengthen relations. Courteous message is positive and focused at the receiver/audience. It makes use of terms showing respect for the receiver of message. It is not at all biased

Correctness 

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Correctness means “sentence ought to be properly grammatical, punctuated, and well spelled” or free from any sort of errors Correctness in the communication implies that the correct information is conveyed through message. The encoder should know the status, knowledge and educational background of the decoder Correct message has following features:  Use the right level of language.  Check the accuracy of figures, facts

and words.

Correctness 

Use the right level of language. More Formal

Less Formal

Participate

Join

Procure

Get

Endeavor

Try

Ascertain

Find out

utilize

Use

Correctness 

Check the accuracy of figures, facts and words. 

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Verify your numerical data Double check your totals Ask someone else to read you message

Benefits of Correctness 

Correctness in the message helps in building confidence

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Correct message has greater impact on the audience/ readers.

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It checks for the precision and accurateness of facts and figures used in the message.

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It makes use of appropriate and correct language in the message.