1. 7 C’s of Communication

2. 7 C’S of Communication COMPLETENESS CONCISENESS CONSIDERATION CLARITY
CONCRETENESS
COURTESY
CORRECTNESS

3. CONCISENESS Eliminate wordy expressions
Include only relevant statements
be focused
Shorten & avoid long explanations
avoid gushing politeness
Avoid unnecessary repetitions
use short forms the second time
use pronouns

4. Eliminate Wordy Expressions
Use single words in place of phrases. Even Winston Churchill made extensive use of simple, one syllable words.
Example
Wordy: At this time
Concise: Now
Wordy: Due to the fact that
Concise: Because

5. CONCISE Due to the fact that Employed the use of Basic fundamentals
Completely eliminate
Alternative choices
Actual experience
Connected together
Final result
Prove conclusively
In as few words as possible

6. CONCISE Because Used Due to the fact that Fundamentals
Eliminate
Alternatives
Experience
Connected
Result
Prove
Concisely
Due to the fact that
Employed the use of
Basic fundamentals Completely eliminate
Alternative choices
Actual experience
Connected together
Final result
Prove conclusively
In as few words as possible

7. Include Only Relevant Material
Wordy: We hereby wish to let you know that our company is pleased with the confidence you have respond in us.

8. Concise: We appreciate your confidence.

9. Exercise Find single word substitutes for the phrases:
With regard to about
Despite the fact that although
At the present writing now
Is of opinion that thinks
In the first place first
At a rapid rate fast

10. Exercise
Rewrite the following by omitting articles, trite (worn out) expressions, wordy sentences and repetitions:

11. Exercise –contd.
At this time I am writing to you to enclose the post paid appointment for the purpose of arranging a convenient time when we might get-together for a personal interview.

12. Exercise –contd.
Will you ship us sometime, any time during the month of October , or even November if you are rushed , for November will suit us just as well , in fact a little bit better , 300 of the regular three and a half inch blue arm bands with white sewn letter in the middle .  

13. CONSIDERATION
Consideration means preparing every message with the message receivers in mind; try to put yourself in their place.
You are considerate
you do not lose your temper
you do not accuse and you do not charge them without facts
the thoughtful consideration is also called “you-attitude”.

14. CONSIDERATION Focus on YOU instead of I & WE
Show reader benefit & interest
Emphasize on positive & pleasant
Apply integrity & ethics

15. Focus on “You” Instead of “I” or “We”
Using “you” does help project a you-attitude. But overuse can lead to a negative reaction.

16. Show Audience Benefit or Interest in the Receiver
Reader may react positively when benefits are shown them. Benefits must meet recipients:
needs
address their concerns, or
offer them rewards
Most important they must be perceived as benefits by the receivers.

17. Ex.- Write with a ‘you ‘ attitude , it shows consideration
I want to send my congratulations for --(Congratulations to you….)
We will ship soon the goods of your order---
We pay eight percent interest on -----

18. Ex -Avoid negative – unpleasant words to show consideration
It is impossible to open an account for you today.
When you travel on company expense, you will not receive approval for first class fare.  

19. Ex : Show reader benefit or interest
Because we have not written to you in sometime , please help us bring our record by filling and returning the other half of the card.

20. CONCRETENESS
Communicating concretely means being specific, definite, and vivid rather than vague and general. Often it means using donatives (direct, explicit, often dictionary based) rather than connotative words (ideas or notions suggested by or associated with a word or phrase)

21. CONCRETENESS Use specific facts and figures Put action into words
Choose vivid image building words by comparison & figurative language
Use more adjectives and adverbs

22. Use Specific Facts and Figures
It is desirable to be precise and concrete in both written and oral business communication.

23. Example Vague, General, Indefinite Student GMAT scores are higher.
Concrete, Precise
In 1996, the GMAT scores averaged 600; by 1997 they had risen to 610.

24. Put Action in Your Verbs
Verbs can activate other words and help make your sentences alive, more vigorous.
Use active rather than passive verbs.
Put action in your verbs rather than nouns

25. Example Passive : The memo was sent by the manager Active:
Passive: The scientist discovered the formula.

26. Choose Vivid, Image-Building Words
Business writing uses less figurative language than does the world of fiction.
Bland Image
This is a long letter.
More Vivid Images
This letter is three times as long as you said it would.

27. Ex- Rewrite the following in concrete form as the sentences are too general and vague
Our product has won several prizes.
These brakes stop a car within a short distance.

28. Ex: Put action into the words by using active instead of passive voice
Tests were made by us. 
A full report will be sent to you by the supervisor.
Mr. Singh will give consideration to the report…

29. Ex : Use vivid image building words – adjectives and adverbs , and use less of abstract nouns
The camera has a system that gives good pictures.

30. CLARITY
Getting the meaning from your head to the head of your reader (accurately) is the purpose of clarity. Of course you know it is not simple. We all carry around our own unique interpretations, ideas, experiences associated with words.

31. CLARITY Choose short , familiar & conversational words
Construct effective sentences and paragraphs by unity of idea and sequencing
Achieve appropriate readability by using formal & informal language
Include examples, illustrations & visual aids

32. Choose precise, concrete and familiar words
Unfamiliar: After our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property. Familiar: The data we studies show that your property is profitable and in high demand.

33. Construct Effective Sentences and Paragraphs
At the core of clarity is the sentences.
This grammatical statement, when clearly expressed, moves thoughts within a paragraph. Important characteristics to consider are:
Length
Unity
Coherence
Emphasis

34. Ex : Use simple words
Subsequent later
Accede agree
Endeavour try
Supersede replace
Disclose show

35. COURTESY
True courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a sincere you-attitude.

36. COURTESY
The following are suggestions for generating a courteous tone;
Be sincere , tactful, thoughtful and appreciative
Omit expressions that hurt , irritate, or insult
Grant apologies graciously

37. Be Sincerely Tactful, Thoughtful, and Appreciative
Though few people are intentionally abrupt or blunt, these negative traits are a common cause of discourtesy.
More Tactful
Tactless, Blunt
It’s my understanding…
Sometimes my wording is not precise; let me try again
Stupid letter; I can’t understand any of it.
Clearly, you did not read my latest fax.

38. Use Expressions that Show Respect
No reader wants to receive message that offend.
Skip Irritating Expressions
You are offending
You failed to
Contrary to your inference
Inexcusable
Simply nonsense

39. Activity Bring courtesy in the following text:
Hey man, what’s this I hear about the good news? You sure pulled a fast one this past weekend-and then didn’t tell any of us about it.
Give my regards to the little lady. And wish her the best; she’ll need it.

40. More courteous
Warm congratulations on your wedding! Well, you certainly took us by surprise. In fact, just a few of us even suspected you were taking off to get married. But even though we did not hear about it, we wish you the best. Give our warm regards to your new partner.

41. Choose Nondiscriminatory Expressions
Another requirement for courtesy is the use of nondiscriminatory language that reflects equal treatment of people regardless of gender, race, ethnic origin, and physical features.

42. Sexist Terms: “Man” words
Freshman
New student, Entering student
Manpower
Workers, Employees
Man-made
Constructed, Manufactured, Built
Chairman
Chairperson, Chair

43. Singular pronouns
Anyone who comes to the class late will get his grade reduced.
Each manager has an assigned parking place. He should park his car……….

44. Names Treat each gender with respect. Examples: Ted Aprill and Ruth
Ted and Ruth Aprill
Mrs Aprill and Ted
Ms. Aprill and Mr. Aprill

45. Titles
Mr.
Miss
Mrs. Ms

46. Ex : Show courtesy by avoiding tactless & blunt language
Your letter is not clear at all:
Obviously, if you would read your policy carefully you will be able to answer these questions yourself.

47. Ex : Use gender friendly substitutes
The best man for the job
Manpower  
Salesman  
Chairman

48. CORRECTNESS
At the core of correctness is proper grammar, punctuation, and spelling. However a message may be perfect grammatically and mechanically but still insult or lose a customer.

49. CORRECTNESS Use the right level of language
Check accuracy of facts, figures and words
Maintain acceptable writing mechanics
Choose non discriminatory language
Use parallel language

50. The right level of language, accuracy, and acceptable mechanics
Select the right level of language for your communication either formal or informal.
Realize that formal language is most often used in business communication.
Check for correct figures, facts, and words.
Apply the principles of accepted mechanics to your writing.

51. Use the Right Level of Language
Formal and Less Formal Language
More Formal
Less Formal
Participate
Procure
Endeavor
Join
Get
Try
Check Accuracy of Figures, Facts, and Words
A good check of data is to have another person read and comment on the validity of the material.

52. Few tips for effective verbal messages
Be direct
Consider your audience
Be clear
Watch your non-verbal signals
Pay attention to the receivers
Repeat when needed
Communicate bit by bit
Use varying techniques
Auditory/Visual/Kinesthetic

53. Summary What is Business writing? Types? 7 Cs of Communication
COMPLETENESS
CONCISENESS
CONSIDERATION
CLARITY
CONCRETENESS
COURTESY
CORRECTNESS