There are some principles that
should be followed in order to make business communication effective.
Generally, they are known as 7 Cs of business communication. They are discussed
below:
1. Correctness
Most people assume that
correct message only refers to proper grammar, punctuation, and spelling. But
it is not enough for correctness. While writing a business letter, the writer
should:
a. Use the correct level of
language.
b. Include only accurate
facts, words and figures.
c. Maintain acceptable writing
mechanics.
d. Apply all other pertinent
C’s qualities.
2. Conciseness
Your reader may not read ten
sentences if you could communicate your message in five. Concise mean using
brief and to the point sentences without sacrificing other C’s of
communication. You may use following approaches to achieve conciseness.
a. Omit trite expression.
b. Avoid unnecessary
repetition and wordy expressions.
c. Include only relevant
facts.
3. Clarity
Clarity in business communication
is essential. When message is clear, it can be easy for the receiver to
understand the meaning of it. Following points should be deemed to achieve
clarity.
a. Choose short, familiar and
conversational words.
b. Add examples,
illustrations, and other visual aids, if necessary.
c. Construct effective
sentences and paragraphs.
e. Make the message readable
and understandable.
4. Completeness
A message is complete when it
contains all the information that reader needs. In other words, the message
should not leave any question in the mind of receiver. The following are the
guidelines for completeness.
a. Answer all questions asked.
b. Give some additional
information, if important.
c. Check for 5 W’s. (What,
when, where, why, how).
5. Concreteness
Concreteness means being
specific and definite rather than vague and general. When you are concrete in
your communication than your receiver has a clear picture of what you are
telling him. You may use the following points to achieve concreteness.
a. Use specific facts and
figures.
b. Use active voice.
c. Choose vivid, image
building words.
6. Consideration
Consideration means giving
importance to the receiver. While composing business message you should try to
put yourself in the place of reader. You should try to visualize your reader,
his desires, problems, emotions, circumstances and possible reaction to your
result.
a. Emphasize you instead of
“I” or “we”.
b. Show reader benefit.
c. Apply integrity in your
message.
e. Stress the positive, pleasant
facts.
7. Courtesy
Courteous is open and friendly
communication. It shows love and respect for the reader. Courteous messages
strengthen present business relations and make new friends. Courtesy helps
build goodwill. The following guidelines should be deemed to achieve courtesy.
a. Be honestly tactful,
thoughtful and appreciative.
b. Omit expressions that
irritate, distress or trivialize.
c. Answer your mail promptly.
e. Grant and apologize
candidly.
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