Functional English 29. 7C's of Communication. Code 0079
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The '7 C's of Communication' outlines key principles to enhance the effectiveness of both oral and written messages, including completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness. Each principle emphasizes the need for thoroughness, brevity, audience awareness, specific language, politeness, and grammatical accuracy in communication. By applying these principles, communicators can foster better understanding and stronger relationships with their audience.
Functional English 29. 7C's of Communication. Code 0079
- 1. 7C’s of Communication Lecture No. Zafar Ullah, zafarullah76@gmail.com
- 2. The Seven C’s • These principles inform us how your message can become effective for your target group. • 7 C’s are applied on oral and written communication • These principles also tell about style and importance of the message. 2
- 3. Seven C’s of Effective Communication 1. Completeness 2. Conciseness 3. Consideration 4. Concreteness 5. Clarity 6. Courtesy 7. Correctness 3
- 4. 1. Completeness • Message Receiver- either listener or reader, desire complete information to their question. e.g. • suppose you are working with multinational company which is engaging with engineering goods , like A.C. Now let say one of your major customer wants some technical information regarding “thermostat” (because he wants to convey the same to the end users ). In this case you have to provide him complete information in a short span of time. • Provide him some extra relevant information • In this way you can maintain a good business relation with him, otherwise he may switch over to an other company. 4
- 5. Benefits of Completeness • Bring desired results • No additional messages • Building good will • Avert costly law suits 5
- 6. Provide all Info/Five W’s • One way to make your message complete is to answer the five W’s. • WHO? • WHAT? • WHEN? • WHERE? • WHY? • HOW • For instance, booking a hall… • Make clear what you want 6
- 7. Conclusion of completeness 1. All necessary information as requested by him. 2. Answer all hidden, apparent questions 3. Provide some more information 4. How to tackle an inquiry? 7
- 8. 2. Conciseness • “Brevity is the soul of wit.” (Bacon) • Conciseness means “convey the message by using the fewest words”. • “Conciseness is the prerequisite to effective business communication.” • All businessmen have very short time. • A concise message saves the time and expenses for both the parties. • slogans 8
- 9. How To achieve the conciseness ? For achieving the conciseness you have to consider the following. 1.Avoid wordy expression 2.Include only relevant material 3.Avoid unnecessary repetition. 9
- 10. 1.Avoid Wordy Expression • E.g. Wordy:- at this time. Instead of “at this time” you can just use only a concise word:- NOW , Always try to use “ To the point Approach” in business scenario perspective. 10
- 11. 2. Include only relevant information • Always try to provide only relevant information to the receiver of the message. • Lets say one of your customer requested for clients of the company in reply you should provide simply list of clients at the panel of your company. No need to provide detailed business information about client at all. • Suggestions: – Stick to the purpose of message – Delete irrelevant words – Avoid long introduction, unnecessary explanation etc. – Get to the important point concisely. 11
- 12. 3.Avoid un-necessary Repetition • Sometimes repetition is necessary for focusing some special issue. • But when the same thing is said without two or three reasons, the message become wordy and boring. • That’s why try to avoid Un-necessary repetition. 12
- 13. Some ways to eliminate unnecessary words Use shorter name. UNO, CUST Use one word substitutions Omit unnecessary/ empty expressions Replace wordy statements with concise words “during the contemporary era” (presently) Omit “which” or “that” clauses, use comma Eliminate prepositional phrases Limit use of passive voice Omit outdated expressions, thou art (you); Britishers (the English) 13
- 14. 3. Consideration Always write a message in such a way how audience should be benefitted from it. e.g. We attitude:I am delighted to announce that we will extend to make shopping more. You attitude “You will be able to shop in the evening with the extended hours.” Uphone TUM HE TO HO Always try to address his/her need and want. 14
- 15. • Emphasize Positive, Pleasant Facts • Negative- Unpleasant: We don’t refund if the returned item is spoiled and unsalable. • Positive- Pleasant: We refund when the returned item is clean and resalable. 15
- 16. 4. Concreteness • It means being specific, definite, vivid, facts and figures. • Avoid generic and irrelevant information. • Vague: GMAT scores are higher. • Concrete: In 1996 the GMAT scores averaged 600, by 1997 they had risen to 610. 16
- 17. • Use Denotatives :( direct, explicit, dictionary based words) • Avoid Connotative: ( ideas associated with a word) Put action in your verbs, not nouns. Use Active Voice Choose vivid, image building words 17
- 18. Conveying the meaning from your head into the head of your reader. You should always Choose precise, concrete and familiar words. Always use short words Use familiar/easy to understand words 5. Clarity in Message 18
- 19. Familiar Next familiar words 1-after subsequent 2-home domicile, abode 3-for example exampli gratia 4-pay remuneration 5-invoice statement for payments 19
- 20. Construct effective sentences and paragraphs. Length: 3 to 30 words. Short sentences Unity: one main idea and other well knit Coherence: Words are correctly arranged Unclear: His report was about managers, broken down by age and gender. Clear: His report focused on age and gender of managers. 20
- 21. 6. Courtesy • Knowing your audience allows you to use statements of courtesy; be aware of your message receiver. True courtesy involves being aware not only of the perspective of others but also their feelings. courtesy stems from a sincere you-attitude. • it is not merely politeness with mechanical insertions of “please” and “Thank you” . • Application of socially accepted manners is courtesy . Politeness that grow out respect and concern for others. Courteous communication generate a special tone in their writing and speaking. 21
- 22. How to generate a Courteous Tone The following are suggestions for generating a courteous tone: • Be sincerely appreciative. • Respectful address • Be thoughtful • Be tactful, • Choose nondiscriminatory expressions, gender neutrality • Though few people are intentionally abrupt or blunt, these negative traits are common cause of discourtesy. 22
- 23. Thoughtfulness and Appreciation Tactless, Blunt More Tactful Stupid letter; I can’t understand I should understand it, as there is no confusing word in this letter, could you please explain it once again ..? Its your fault, you did not properly read my latest FAX Sometimes wording is not precise; let me try again. 23
- 24. Omit Irritating Expressions • Contrary to your reference • I don’t agree with you • Irresponsible • Simply nonsense • Your failure • You failed to do it • You neglected to • Your stubborn silence • Your apparent disregard 24
- 25. 7. Correctness At the core of correctness is proper grammar, punctuation and spelling. . The term correctness, as applied to business messages also mean three characteristics 1. Use the right level of language 2. Check the accuracy of figures, facts and words 3. Maintain acceptable writing mechanics 25
- 26. 1.Use the right Level of Language Three levels of language Choose level of language according to your relationships. 1. formal 2. informal 3. substandard. 26
- 27. Formal and Informal Words Formal writing is often associated with scholarly writing: doctoral dissertations, scholarly, legal documents, top-level government agreements and other material where formality is demanded. Informal writing is more characteristic of business writing. Here you use words that are short, well- known and conversational as in this comparison list: More Formal less formal Participate Join Endeavor try Ascertain find out Utilize use Interrogate question 27
- 28. Substandard Language Avoid substandard language. Using correct words, incorrect grammar, faulty pronunciation all suggest as inability to use good English. Some examples follow: Substandard Standard Language Ain’t isn’t, aren’t Can’t hardly can hardly Aim to proving aim to prove Desirous to desirous of Stoled stolen U, & ,bcoz ,k, f9 you, and, because, right, fine 28
- 29. 2. Facts and Figures Accuracy Check Accuracy of Facts, Figures and words It is impossible to convey meaning precisely, through words, from the head of the sender to a receiver. Our goal is to be as precise as possible, which means checking and double-checking and double-checking to ensure that the figures, facts and words you use are correct. “A good check of your data is to have another person read and comment on the validity of the material” Figures and facts Verify your statistical data Double-check your totals Avoid guessing at laws that have an impact on you, the sender and your Have someone else read your message if the topic involves data. Determine whether a “fact” has changed over time 29
- 30. Proper Use of Confusing Words ! Our Language Change A, An use a before consonants ands Use an before vowel sounds Accept, except accept is a verb and means to receive. except is a verb or a preposition and relates to leaving out. Anxious, eager Anxious implies worry, eager conveys keen desire 30
- 31. References • Murphy, H. A., & Peck, C. E. (1980). Effective business communications. New York: McGraw-Hill. 31
- 32. Thanks 32