Essentials Of Effective Communication


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Essentials Of Effective Communication

  1. 1. Essentials of Effective Communication Or C’s of Good communication By- Namita singh
  2. 2. Essentials of communication <ul><ul><li>Qualities which are essential for a good letter are collectively called C’s of communication b’coz most of them begins from letter “C” </li></ul></ul><ul><ul><li>Letters are written for getting & giving Quotation, Making& answering enquires contracting potential consumers, persuading potential customers to buy , making& answering complaints , making credit enquires , collecting dues maintaining relation with the various members of public. </li></ul></ul>
  3. 3. Correctness <ul><li>A letter must be correct in every aspect </li></ul><ul><li>In spelling, grammer and use of language- Incorrect language spoils the message and distracts reader. </li></ul><ul><li>In appearance & form of layout- Poor & untidy layout , uneven space, creates poor impression . </li></ul><ul><li>In the information it conveys- Wrong & incomplete information is the most harmful thing in the letter </li></ul>
  4. 4. Clarity <ul><li>The message of the letter must be clear at first reading. There should be clarity of thoughts and clarity of language. </li></ul><ul><li>The information explosion of today takes up so much of everyone’s time, people appreciates letter that takes very little time to read & understand. </li></ul>
  5. 5. Cont.. Clarity <ul><li>Example-“Please state from what date the patient was ordered to stay in bed” </li></ul><ul><li>Simple form- When Patient is asked to take bed rest. </li></ul><ul><li>Clarity depends on 5 Factors- </li></ul><ul><li>Simple common everyday words which common man can understand. </li></ul><ul><li>Short and simple sentence. </li></ul><ul><li>Proper punctuations </li></ul><ul><li>Logical sequence </li></ul>
  6. 6. Conciseness- <ul><li>It means expressing much in few words; In business writing it means keeping to the point, using as few words as possible without sacrificing clarity and completeness. It can be achieved by- </li></ul><ul><li>Leaving out unnecessary words </li></ul><ul><li>Leaving out unnecessary details </li></ul><ul><li>Example- “We would appreciate receiving the goods as early as possible since arrangement have to be made for export so that they will reach oue foreign customer. </li></ul>
  7. 7. Cont……. Conciseness <ul><li>Please dispatch the goods so as to reach us by 7 September since we have to ship them to Mexico by the 17 th . </li></ul><ul><li>We can concise the message by giving correct details instead of the vague phrases </li></ul>
  8. 8. Courtesy <ul><li>It is the consideration for the other people’s feeling. It is seen in an individual’s behaviour with others. </li></ul><ul><li>In the letter, the style, the manner & the choice of words reflects the courtesy of the writer. </li></ul><ul><li>Use courtesy words like please, thanks and sorry. </li></ul><ul><li>Express appropriate feeling according to the situation. </li></ul><ul><li>Use phrases like- “ We appreciate your promptness in sending the goods” </li></ul>
  9. 9. Completeness <ul><li>One must send the complete message providing all necessary facts & figure. </li></ul><ul><li>Incomplete communication annoyes the receiver. </li></ul><ul><li>Incompleteness creates the misunderstanding. </li></ul>
  10. 10. Customer’s point of view <ul><li>Letter must contains information which customer’s are interested in receiving. </li></ul><ul><li>It should not contain irrelevant information. </li></ul><ul><li>Whatever we communicate it should be value to the receiver. </li></ul><ul><li>Our awareness of the needs of the receiver will make him more receptive. </li></ul>