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Seven cs of business communication ppt

Seven C's of Business Communication

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Seven cs of business communication ppt

  1. 1.  Chapter
  2. 2. Written communication is the most widely practiced form in the business world. Various types of letters, memos, and reports are used to send information, to make and follow up inquires. Success in business depends on effective written communication skill.
  3. 3. In business communication the efficiency, effectiveness etc can be achieved by observing the rules of good writing in business.  Writing particularly in a business letter, the language must be correct, the sentence must be easily understandable, the matter complete, the message clear and the overall impression of confidence must be shown.
  4. 4.  As all these principles begin with “C” and are seven in number, therefore known as “seven C’s principles”. Observance of these principles in writing effective business message like letters, reports etc. is essential. These principles are as follows:
  5. 5. 1) Correctness 2) Conciseness 3) Clarity 4) Completeness 5) Concreteness 6) Consideration 7) Courteousness
  6. 6.  It means accuracy of contents, from language and expressions. In business letters or reports correctness means.  A) Use of correct level of language  b) Inclusion of only accurate facts and figures  c) Maintenance of acceptable writing principle.  It is essential to use proper language in writing. As language is the dress of thoughts. Those words which have same spellings but different meaning like firm, pool etc must be used with great care.
  7. 7.  It means that message should be as brief as possible. A concise message saves time, the most valuable asset, of both the sender and the receiver. Therefore, in business the message should be in the fewest possible words to save time and money without scarifying any other principle and must avoid unnecessary repetition of words. Only relevant facts and figures should be included in short sentences and paragraphs.
  8. 8.  It means that business message should be as clear in all respects. In business writing, the message must be absolutely clear to the reader, both in meaning and spirit. Miscommunication must be avoided at all costs as it is always loss creating both in the terms of time and money. Therefore, clear and straightforward expression is a basic requirement. Unclear message always confuse the reader.
  9. 9.  A) Choose words that are short, familiar and easily understandable.  B) Make sentences and paragraphs effective.  C) Make the message readable and comprehensible.  D) Give examples, illustrations, charts, graphs and other visual aids, if necessary.
  10. 10.  It means the business message should be complete to get the desired result. The business message must contain everything that will motivate the reader to respond in a positive way.  A complete message help, the writer in several ways. By giving all necessary information:  A) One can avoid legal problems.  b) It helps in avoiding inquires and further correspondence in the same context.  c) It helps to achieve positive results.
  11. 11.  a) The message should answer all the questions asked in a serial order and explain all the ideas needed for the message to be readable, acceptable and result oriented.  b) Give some extra information if necessary.  c) Make sure to answer 5W’s such as who, what, where, why and when.  For example:  While placing an order the writer should make clear what he wants, when he needed, to whom and where, it is to be sent and how the payment will be made.
  12. 12. It is the opposite of abstractness. In business the writing should be specific, definite and clear.  Concreteness in writing is essential to achieve clarity. A vague and general message misleads the reader and cause miscommunication
  13. 13.  The writer should use specific facts and figures.  Put action in the verbs and the use of active passive voice should be selective. Strong and active words can make the sentence definite and can be forceful.  when informing, motivating and persuading the reader. Generally, Active voice is stronger and the use of “you” is more personal and appealing.  Should use clear and image building words.
  14. 14.  It refers to “YOU” attitude understanding of human nature, personal touch and sympathy for the reader. While in business, the writer should give full attention with consideration to the reader.  In the business communication process the receiver is the most important person, therefore, his/her interest, benefit and comprehension of the message is of great value. This principle is linked with one of the planning steps in business communication, i.e. visualizing the reader/receiver.  The more consideration the writer gives to the reader, the greater is the chance of positive response
  15. 15. “Everyone gains where courtesy reigns” is an old but wise saying. Courtesy is a goodwill builder an hence it is the most important part in written communication then in oral discussion. Courtesy and politeness are essential to win customers. A rude person and a rude message are liked by no one. No amount of money or effort can promote goodwill as courtesy can.