Discuss The Principles Of Communication Called 7 Cs How Do They Play A Role To Make Oral Or Written Message Effective AIOU 1416 5409

Discuss The Principles Of Communication Called 7 Cs How Do They Play A Role To Make Oral Or Written Message Effective AIOU 1416 5409

Effective Communications (7 Cs)

When we talk about “Effective Communication” one thing that comes in mind, what are the basic principles of “Effective Communication”. These principles prove us how your message can become effective for your target group. These principles also establish style and importance of the message. These principles are commonly known as “7 Cs of Effective Communication.”

7Cs of Effective Communication

1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness

1. Completeness

The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mindset and convey the message accordingly. A complete communication has the following features:

• Complete communication develops and enhances the reputation of an organization.
• Moreover, they are cost-saving as no crucial information is missing, and no additional cost is incurred in conveying an extra message if the communication is complete.
• Complete communication always gives additional information wherever required. It leaves no questions in the mind of the receiver.
• Complete communication helps in better decision-making by the audience/readers/receivers of the message as they get all the desired and crucial information.
• It persuades the audience to listen and evaluate emphatically.

1.1 The Significance of 5 Five W’s

The five W’s complete the answer in multidimensional aspects.

• WHO?
• WHAT?
• WHEN?
• WHERE?
• WHY?
• The five-question method is useful when you write requests, announcements, or other informative messages.
• For instance, to order (request) anything, the 5-question method makes clear WHO wants it? What do you want? WHEN you need it? WHERE is it to be used and WHY do you want it?

1.2 Conclusion of Completeness

At the end, we can say that you must provide him:

1. All necessary information as requested by him.
2. Answers all his questions carefully.
3. Provide some more information that he does not require, just to maintain good relations.

2. Conciseness

• Conciseness means “to convey the message by using the smallest words”. “Conciseness is the prerequisite to effective business communication.” As you know, all executives have very short time.
• Hence, a concise message saves time and expenses for both parties.

2.1 How to achieve Conciseness?

For achieving the conciseness you have to consider the following:

• Avoid wordy expressions.
• Include only relevant material.
• Avoid unnecessary repetition

2.1.1 Avoid Wordy Expression

e.g., wordy: at this time. Instead of “at this time,” you can just use a concise word: NOW

• Always try to use a “To the point ” approach in business
• Scenario perspective.

2.1.2 Include only Relevant Information

• Always try to provide only relevant information to the receiver of the message.
• Observe the following suggestions to “Include only relevant information.”
• Stick to the purpose of the message
• Delete irrelevant words
• Avoid long introductions, unnecessary explanations, etc.
• Get to the important point concisely.

2.1.3 Avoid Unnecessary Repetition

• Sometimes repetition is necessary for focusing on a special issue.
• But when the same thing is said without two or three reasons, the message becomes wordy and boring.
• That’s why you try to avoid unnecessary repetition.

2.1.4 Eliminate unnecessary words

• Use a shorter name after you have mentioned the long one. e.g., Spectrum Communications Private Limited uses Spectrum.
• Use pronouns or initials, e.g., instead of Lahore Development Authority, use LDA. You can use IT for Information Technology. (Keeping in view that the receiver knows about these terms)

3. Consideration

• Consideration means – To consider the receiver’s Interest/Intention.
• It is very important in effective communication that while writing a message, you should always keep in mind your target group or person.
• Consideration is very important “C” among all the seven C’s.

3.1 Ways to Indicate Consideration

• Focus on “you” instead of “I” or “We”.
• Show the audience the benefit or interest of the receiver.
• Emphasize positive, pleasant facts

3.2 Your Attitude

• Always write a message in such a way that the reader can benefit from it.
• The reader may react positively when benefits are shown to him.
• Always try to address his/her needs and wants.
• Always show/write to the reader what has been done so far as his/her query is concerned.

4. Concreteness

• It means that the message should be specific instead of general. Misunderstanding of words creates problems for both parties (sender and receiver).
• When you talk to your senior, always use facts and figures instead of generic or irrelevant information.

4.1 Guidelines of Concreteness

The following guidelines should help you to achieve concreteness.

• General: Police File is a very good program and stood first in the rating.
• Concrete: Police File rating of last week’s episodes are ________. It stood first in the rating.
• Always write on a very solid ground. It should definitely create a good image as well.

5. Clarity

• Accurately is the purpose of clarity:
• In effective communication, the message should be very clear so that the reader can understand it easily.
• You should always choose precise, familiar, and easy words.
• Construct effective sentences and paragraphs

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. It is not just politeness with automatic placing of “please” and “Thank you”. “Warm regards.” “Feel indebted and obliged.”
• Although applying socially accepted manners is a form of courtesy, it is politeness that grows out of respect and concern for others.
• Courteous communication generates a special tone in their writing and speaking.

6.1 How to generate a courteous tone?

The following are suggestions for generating a courteous tone:

• Be sincerely tactful, thoughtful, and appreciative.
• Use expressions that show respect for others.
• Choose fair expressions.
• Though few people are intentionally hasty or blunt, these negative traits are a common cause of discourtesy.

6.2 Thoughtfulness and Appreciation

1. Writers who send pleasant, courteous messages of deserved congratulations and appreciation (to a person inside & outside) help to build goodwill.
2. The value of goodwill or public esteem for the firm is priceless.

7. Correctness

• At the core of correctness is proper grammar and spelling. However, the message must be perfect grammatically and mechanically.
• The term correctness, as applied to business messages, also means three characteristics:
• Use the right level of language
• Check the accuracy of figures, facts, and words.
• Maintain acceptable writing mechanics.

7.1 There are three levels of language

• Formal
• Informal
• Substandard
• Formal writing is often associated with top-level government agreements, academic writing, legal documents, 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.

7.2 Substandard Words

Avoid substandard language. Using incorrect words, incorrect grammar, and faulty pronunciation all suggest an inability to use good English.

7.3 Facts, Figures, and Accuracy

Check the accuracy of Facts, figures, and words:

1. It is impossible to convey meaning precisely, through words, from the head of the sender to a receiver.
2. Our goal is to be as precise as possible, which means checking and double-checking to ensure that the figures, facts, and words you use are correct.

7.4 Proper Use of Confusing Words

Our Language (any) is constantly changing. In fact, even dictionaries cannot keep up with the rapid change in our language. The following words are often confusing in usage:

• Accept, Except: Accept is a verb and means to receive, whereas except is a verb or a preposition and relates to omitting or leaving out.
• Nervous, Eager: Whereas nervous implies worry, eager conveys keen desire.