Of Effective Communication

THE Cs Of effective communication

Seven Cs       

Completeness Conciseness Consideration Concreteness Clarity Courtesy Correctness

COMPLETENESS  Provide 

all necessary information

Answer all the Ws clearly 

Who, what, when, where, why

 Answer

all questions asked  Give something extra, when desirable.

CONCISENESS  Eliminate Use

wordy expressions

single words in place of phrases

 Include

only relevant material  Avoid unnecessary repetition Repetition

dullness.

of same word or idea creates

CONSIDERATION  Focus

on YOU instead of I and WE

 Using

YOU does help project YOU ATTITUDE but overuse can lead to a negative reaction

 Show

benefit or interest

 Readers

may react positively when benefits are shown to them

 Emphasize  Readers’

positive, pleasant facts

reaction also depends on the choice of words so use positive words.

CONCRETENESS  Use

specific facts and figures

 Be

precise and concrete in both written and oral business communication

 Put

action in your verbs

 Verbs

propel thoughts; they move ideas in place of slower-moving nouns

 Choose  Use

vivid, image building words

active voice to put the verb up front.

CLARITY  Choose

precise, concrete and familiar words

 When

in doubt, use more familiar words; audiences will understand them better

 Construct

effective sentences and paragraphs

 Try

for an average sentence length of between 17 and 20 words

 Insert

no more than one main idea into a sentence.

COURTESY  Be

tactful, thoughtful and appreciative

Stupid

letter; I can’t understand a word of it It’s my understanding……  Use

expressions that show respect

Avoid

expressions with YOU or YOUR

 Choose Give

nondiscriminatory expressions

the impression that you are interested in business without discrimination.

CORRECTNESS  Use

the right level of language

Informal

writing is more characteristic of business writing

 Check

words

accuracy of figures, facts and

It

acts as a comment on the validity of the material

 Maintain

acceptable writing mechanics.

EXAMPLES OF COMPLETENESS  How

come my request for an interview letter did not receive a response When

was letter sent? Who sent it? To whom it was sent?

 Please

send me in return the departures in Singapore to Hong Kong on 8th Give

something extra like day, time etc..

EXAMPLES OF CONCISENESS  We

hereby wish to let you know that our company is pleased with the confidence you have reposed in us We

appreciate your confidence

 Allow

me to say how helpful your response was Your

 In

last response was helpful

due course

Soon.

EXAMPLES OF CONSIDERATION  WE

ATTITUDE

I

am delighted to announce that we will be extending our hours to make shopping more convenient

 YOU

ATTITUDE

You

will be able to shop evenings with the extended hours.

EXAMPLES OF CONCRETENESS 

Students’ GMAT scores are higher

 In

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



ACTION VERBS



The professor will give consideration to the report  The professor will consider the report 

The proposal has requirement for…... The proposal requires…….

EXAMPLES OF CLARITY  After

our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property  The data we studied show that your property is profitable and in high demand.

EXAMPLES OF COURTESY  Clearly,

fax

you did not read my latest

Sometimes

my wording is not precise; let me try again

 Stupid

of it

It’s

letter; I cant understand any

my understanding.

EXAMPLES OF CORRECTNESS  Try

to learn grammatical rules and write with accuracy.

THE END