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THE Cs of effective communication. Seven Cs Completeness Completeness Conciseness Conciseness Consideration Consideration Concreteness Concreteness Clarity.

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Presentation on theme: "THE Cs of effective communication. Seven Cs Completeness Completeness Conciseness Conciseness Consideration Consideration Concreteness Concreteness Clarity."— Presentation transcript:

1 THE Cs of effective communication

2 Seven Cs Completeness Completeness Conciseness Conciseness Consideration Consideration Concreteness Concreteness Clarity Clarity Courtesy Courtesy Correctness Correctness

3 COMPLETENESS Provide all necessary information Provide all necessary information Answer all the Ws clearly Answer all the Ws clearly Who, what, when, where, why Who, what, when, where, why Answer all questions asked Answer all questions asked Give something extra, when desirable. Give something extra, when desirable.

4 CONCISENESS Eliminate wordy expressions Eliminate wordy expressions Use single words in place of phrases Use single words in place of phrases Include only relevant material Include only relevant material Avoid unnecessary repetition Avoid unnecessary repetition Repetition of same word or idea creates dullness. Repetition of same word or idea creates dullness.

5 CONSIDERATION Focus on YOU instead of I and WE Focus on YOU instead of I and WE Using YOU does help project YOU ATTITUDE but overuse can lead to a negative reaction Using YOU does help project YOU ATTITUDE but overuse can lead to a negative reaction Show benefit or interest Show benefit or interest Readers may react positively when benefits are shown to them Readers may react positively when benefits are shown to them Emphasize positive, pleasant facts Emphasize positive, pleasant facts Readers’ reaction also depends on the choice of words so use positive words. Readers’ reaction also depends on the choice of words so use positive words.

6 CONCRETENESS Use specific facts and figures Use specific facts and figures Be precise and concrete in both written and oral business communication Be precise and concrete in both written and oral business communication Put action in your verbs Put action in your verbs Verbs propel thoughts; they move ideas in place of slower-moving nouns Verbs propel thoughts; they move ideas in place of slower-moving nouns Choose vivid, image building words Choose vivid, image building words Use active voice to put the verb up front. Use active voice to put the verb up front.

7 CLARITY Choose precise, concrete and familiar words Choose precise, concrete and familiar words When in doubt, use more familiar words; audiences will understand them better When in doubt, use more familiar words; audiences will understand them better Construct effective sentences and paragraphs Construct effective sentences and paragraphs Try for an average sentence length of between 17 and 20 words Try for an average sentence length of between 17 and 20 words Insert no more than one main idea into a sentence. Insert no more than one main idea into a sentence.

8 COURTESY Be tactful, thoughtful and appreciative Be tactful, thoughtful and appreciative Stupid letter; I can’t understand a word of it Stupid letter; I can’t understand a word of it It’s my understanding…… It’s my understanding…… Use expressions that show respect Use expressions that show respect Avoid expressions with YOU or YOUR Avoid expressions with YOU or YOUR Choose nondiscriminatory expressions Choose nondiscriminatory expressions Give the impression that you are interested in business without discrimination. Give the impression that you are interested in business without discrimination.

9 CORRECTNESS Use the right level of language Use the right level of language Informal writing is more characteristic of business writing Informal writing is more characteristic of business writing Check accuracy of figures, facts and words Check accuracy of figures, facts and words It acts as a comment on the validity of the material It acts as a comment on the validity of the material Maintain acceptable writing mechanics. Maintain acceptable writing mechanics.

10 EXAMPLES OF COMPLETENESS How come my request for an interview letter did not receive a response How come my request for an interview letter did not receive a response When was letter sent? Who sent it? To whom it was sent? When was letter sent? Who sent it? To whom it was sent? Please send me in return the departures in Singapore to Hong Kong on 8 th Please send me in return the departures in Singapore to Hong Kong on 8 th Give something extra like day, time etc.. Give something extra like day, time etc..

11 EXAMPLES OF CONCISENESS We hereby wish to let you know that our company is pleased with the confidence you have reposed in us We hereby wish to let you know that our company is pleased with the confidence you have reposed in us We appreciate your confidence We appreciate your confidence Allow me to say how helpful your response was Allow me to say how helpful your response was Your last response was helpful Your last response was helpful In due course In due course Soon. Soon.

12 EXAMPLES OF CONSIDERATION WE ATTITUDE WE ATTITUDE I am delighted to announce that we will be extending our hours to make shopping more convenient I am delighted to announce that we will be extending our hours to make shopping more convenient YOU ATTITUDE YOU ATTITUDE You will be able to shop evenings with the extended hours. You will be able to shop evenings with the extended hours.

13 EXAMPLES OF CONCRETENESS Students’ GMAT scores are higher Students’ GMAT scores are higher In 1996 the GMAT scores averaged 600; by 1997 they had risen to 610 In 1996 the GMAT scores averaged 600; by 1997 they had risen to 610 ACTION VERBS ACTION VERBS The professor will give consideration to the report The professor will give consideration to the report The professor will consider the report The professor will consider the report The proposal has requirement for…... The proposal has requirement for…... The proposal requires……. The proposal requires…….

14 EXAMPLES OF CLARITY After our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property After our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property The data we studied show that your property is profitable and in high demand. The data we studied show that your property is profitable and in high demand.

15 EXAMPLES OF COURTESY Clearly, you did not read my latest fax Clearly, you did not read my latest fax Sometimes my wording is not precise; let me try again Sometimes my wording is not precise; let me try again Stupid letter; I cant understand any of it Stupid letter; I cant understand any of it It’s my understanding. It’s my understanding.

16 EXAMPLES OF CORRECTNESS Try to learn grammatical rules and write with accuracy. Try to learn grammatical rules and write with accuracy.

17 THE END


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