Project report on 7 cs
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This document discusses the seven Cs of communication as outlined in a project report submitted by Satyam Singh. The seven Cs are completeness, conciseness, clarity, correctness, concreteness, consideration, and courtesy. Each C is defined and guidelines are provided for how to apply each principle effectively in business communication. Examples are given to illustrate wordy versus concise language and vague versus concrete statements. The document emphasizes applying these principles will help ensure effective transmission of messages.
Project report on 7 cs
- 1. SHARDA UNIVERSITY BASICS OF COMMUNICATION PROJECT REPORT
- 2. BASICS OF COMMUNICATION A PROJECT REPORT ON SEVEN Cs OF COMMUNICATION PCM-107 SUBMITTED BY NAME- SATYAM SINGH ROLL NO. - 110106247 11SETME252 OF B.TECH 1ST YEAR ME-B IN PARTIAL FULLFILLMENT OF CONTINUOUS ASSESSMENT IN SHARDA UNIVERSITY KNOWLEDGE PARK-III GREATER NOIDA UTTER PRADESH-201306
- 3. ACKNOWLEDGEMENT I would like to convey my heartfelt thanks to Ms. Priyanka Singh my teacher who always gave valuable suggestions and guidance for completion of my project. She helped me to understand and remember important details of the project that i would have otherwise lost. My project has been a success only because of her guidance.
- 4. Effective Communication Seven C’s For transmitting effective written or oral messages, certain principles must be followed. These principles advocated by Francis J. Bergin provide guidelines for choice of content and style of presentation adapted to the purpose of the receiver of the message. They are also called as the Seven Cs of communication. They are : 1. Completeness 2. Conciseness 3. Clarity 4. Correctness 5. Concreteness 6. Consideration 7. Courtesy
- 5. Completeness Every communication must be complete and adequate. Incomplete messages keep the receiver guessing, create misunderstanding and delay actions. Every person should, therefore, be provided with all the required facts and figures. For example, when the factory supervisor instructs workers to produce, he must specify the exact size, shape, quality and cost of the product. Any assumptions behind the message should also be clarified. While answering a letter, all the questions raised in the letter must be replied. A complete message offers the following benefits : Complete messages are more likely to bring the desired results without the expense of additional messages. They can do a better job of building goodwill. Messages that contain information the receiver needs show concern for others. Communications that seem inconsequential can be surprisingly important information is missing. Communications that seem in consequential can be surprisingly important if the information they contain is complete and effective. While striving for completeness, the following guidelines should be followed : Provide all necessary information Answer all the questions asked Give something extra, when desirable While answering a letter make sure that you have answered all the questions Devote a paragraph each to all his questions and number the paragraphs.
- 6. Conciseness In business communications, you should be brief and be able to say whatever you have to say in fewest possible words without sacrificing the other qualities. A concise message is complete without being wordy. Conciseness is desired because of the following benefits : A concise message saves time and expense for both Sender and receiver. Conciseness contributes to emphasis. Eliminate unnecessary words. When combined with a ‘you view’, concise messages are inherently more interesting to recipients as they avoid unnecessary information. There is no hard and fast rule for the length of a letter. There are two tests to ascertain whether a letter is too long. Ask yourself these two questions: 1. Does it say more than need be said? 2. Does it take too many words for what it must say? Conciseness in business communications can be activated by observing the following guidelines : Avoid wordy expressions. Include only relevant material Avoid unnecessary repetition Organize your message well
- 7. Exhibit : Wordy : at this point of time Concise : now Wordy : due to the fact that Concise : because Wordy : in due course Concise : soon Wordy : in considerable number of cases Concise : often Wordy : in close proximity to Concise : nearby
- 8. 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. Complex issues must be compressed into themes, slogans or stereotypes that have simplicity and clarity. In order to ensure clarity in oral communication, you should use accurate and familiar words with proper intonation, stresses and pauses. Your language should consist of simple words and short sentences. Thoughts should be clear and well organized. You should know what you want to say and why. The important considerations in attaining clarity are as follows : Choose precise, concrete and familiar simple words. Construct effective sentences and paragraphs To a layman, the terms home, pay, invoice and advocate are more familiar than the terms domicile, remuneration, statement of account and lawyer more respectively.
- 9. Simple and short words are more effective than pompous and heady words as in the following exhibit: Pompous Words(Avoid) Simple Words (Use) Demonstrate show Visualize see Utilize use Compensate pay Terminate end Facilitate help Long Phrases (Avoid) Simple Words (Use) At a letter date later At the present moment now At all times always Subsequent to after Prior to before For the purpose of for Despite the fact that although To the fullest possible extent fully In the event that if Until such time as until/when Will you be kind enough please
- 10. Correctness The term ‘correctness’ means right level of language and accuracy of facts, figures and words. If the information is not correctly conveyed, the sender will lose credibility. Transmission of incorrect information to superiors will vitiate decision making proce ss. Transmission of incorrect information will spoil the public image of the firm. To convey correct messages, grammatical errors should also be avoided. Thus you should be sure that you are transmitting correct facts in correct language. If you have any doubt, you should immediately verify it from an encyclopedia, an office file, a colleague, a dictionary or even a grammar book. If your message involves any legal matter, you should know the correct legal position before you commit anything. All messages must be transmitted and responded to at the most appropriate time. Outdated information is useless.
- 11. Concreteness Correctness is being specific, definite and vivid rather than vague and general. Choose precise words to convey the correct message and support it by relevant facts and figures. Keep your message specific in order to make the receiver interpret as the intended by the sender. For sending the correct message, the following guidelines have to be kept in mind Use Concrete expressions Use specific facts and figures Put action in your verbs Use active voice, avoid passive voice Facts lend credibility to our communication. Concrete expressions create visual images that are easy to register. Avoid vague and generalized statements Vague and General Concrete and Effective Goods are being dispatched Goods will be dispatched on 2nd July. This piece of jewellery is inexpensive This diamond ring costs only Rs4000. Your savings would earn a high rate of interest . Your savings would earn 8% interest compounded quarterly. Your efforts are appreciated by all of us. All of us appreciate your efforts.
- 12. Consideration Consideration means preparing the message with the receiver in your mind. The sender should think and look from the receiver’s angle. Adopt a human approach and understand the emotions and sentiments of the receiver. Understand and focus on the needs of the receiver. Focus on “you” instead of “I” and “we” Show the benefit of the audience or interest in the receiver. Show empathy . Ask how would you feel if you were to receive this message. I / We Attitude You Attitude I want to express my sincere thanks for the good words…. Thank you for your kind words. We have four different savings schemes. You have a choice of four different schemes. I was happy to hear that my letter gave sufficient information. Thank you for getting sufficient information. Consideration also requires emphasizing positive and pleasant facts. Avoid negative words like sorry, regret, disagree etc.
- 13. Courtesy Courtesy stems from a sincere attitude. It is politeness that grows out of respect and concern for others. Speak with force and assertiveness without being rude. Respect the other person by listening to him patiently The following guidelines will ensure courtesy: Thank promptly and generously for a favor. Apologize for a mistake. Express your regrets promptly and sincerely. Avoid irritating expressions.