7 C’s OF COMMUNICATION• For Transmitting effective written & oral messages, certain principles must be followed.• These principles provide guidelines for choice of content & style of presentation adapted to the purpose the receiver of the message.• They are also called as 7 Cs of communication. They are as follows:• Completeness• Conciseness• Clarity• Correctness• Concreteness• Consideration• Courtesy
COMPLETENESS• Every communication must be complete & adequate.• Incomplete messages keep the receiver guessing , create misunderstanding & delay actions• Every person should therefore be provided with all the facts & figures.• Complete messages are more likely to bring the desired results without the expense of additional messages.• Complete message can do a better job of building goodwill.
While striving for completeness the following guidelines should be followed : Provide all the necessary information[ Answer all the question asked Give something extra, when desirable. Message must offer complete & relevant information in order to become effective.
CONCISENESS• In business communications, one should be brief & be able to say whatever one has to say in fewest possible words.• A concise message saves time & expense for both sender & receiver.• Conciseness contributes to emphasis , by eliminating unnecessary words.• In order to ensure conciseness one should : Avoid wordy expressions Include only relevant material Avoid unnecessary repetition Organize your message well.
CLARITY• The message must be put in simple terms to ensure clarity.• Words must mean the same thing to the receiver as they do to the sender.• In order to ensure clarity in oral communications , you should use accurate & familiar words with proper stresses & pauses.• The language should consist of simple words & short sentences.• Thoughts should be clear & well organized• Construct effective sentences & paragraphs.
CORRECTNESS• The term Correctness means right level of language and accuracy of facts, figures & words.• If the information is not correctly conveyed, the sender will lose credibility.• Transmission of incorrect information to outsiders spoils the public image of the firm.• To convey correct messages, grammatical errors should be avoided. Thus it should be ensured that correct facts in correct language should be transmitted.• All messages must be transmitted & responded to at the most appropriate time. Outdated information is useless.
CONCRETENESS• It is an essential requirement of effective communication.• It means being specific, definite, & vivid rather than vague.• In oral communication precise words are chosen to convey the correct message & support it by relevant facts & figures.• Concrete expressions , specific facts& figures should be used.
CONSIDERATION• It means preparing the message with the receiver in mind.• In order to communicate effectively, the sender should think & look from the receivers angle.• The sender should understand & focus on the needs of the receiver i.e. the socio- psychological background of the receiver must be understood.• Focus on ‘YOU’ instead of ‘I’.• Show audience benefit or interest in the receiver.• Show EMPHATY.• Avoid using negative words as much as possible.
COURTESY• Courtesy stems from a sincere ‘YOU’ attitude.• It is merely politeness with mechanical insertions of “PLEASE”, & “THANK YOU”, rather it is politeness that grows out of respect & concern for others.• In business discussions the things are said with force & assertiveness without being rude.• It is necessary that you respect the other person by listening to him patiently.• Politeness begets politeness & encourage participative communication.
• The Following Guidelines Should Be Observed To Ensure Courtesy:• Thank generously for a favour. When some one does a favour. Acknowledge it promptly .• Apologize for an omission. If a mistake has been committed, regrets should be expressed promptly & sincerely.• Avoid irritating expressions. Word s& expressions having negative connotation should not be used in the message.• Use non discriminatory expressions that reflect equal treatment of people regardless of gender, race, physical feature.