business communication ,effective business communication Chapter 2

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  • Chapter 2 The Seven Cs of Effective Communication bySyed Maqsood AhmedSyed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Business Communication

    To compose effective written or oral messages, you must apply certain communication principles. These principles provide guidelines for choice of content & style of presentation, adapted to the purpose & receiver of your message.Called the seven Cs Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • The seven CsCompletenessConcisenessConsiderationConcretenessClarityCourtesyCorrectness

    Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Completeness

    Your business message is complete when it contains all the facts reader needs for the reaction you desire.Completeness offers numerous benefits.First: Complete message are more likely to bring the desired results without the expense of additional messages.Second: They can do the better job of building goodwill.Last: Provide all necessary informationAnswer all questions askedGive something extra when desirable

    Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Provide all necessary informationOne way to help make your message complete is to answer the five W questions. Example: To reserve a hotel banquet room.(Who) Sponsoring organization (What) Specify the accommodation needed(When) Date & Time (Where) Location (Why) Event The five question method is especially useful when you write Request, Announcements etc. Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Customer Point of View5 WsWhat To Buy ?How Much To Buy ?Where To Buy ?When To Buy ?How To Buy ?

    Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Answer All Questions AskedWhenever you reply to an inquiry try to answer all questions.A prospective customers reaction to an incomplete reply is likely to be unfavorable.The customer may think the respond is careless is purposely trying to conceal weak pointIf you have no information on particular question, say so clearlyIf you have unfavorable information in answer to certain questions, handle your reply with both tact & honest. Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Conciseness Conciseness is saying what you have to say in fewest possible words without sacrificing the other C qualities. A concise message is complete without being wordy. A concise message saves time & expenses for both sender & receiver.Examples: From the book.Include only relevant material.Avoid unnecessary repetition. Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Consideration Consideration means preparing every message with receivers in mind; Try to put yourself in their place & you must be aware of their desires, emotions & probable reactions to your request. Expels 4rm BookFocus on You instead of IThis thoughtful consideration is also called you attitude, or understanding of human nature. Show Audience Benefit in the ReceiverTo create considerate, audience-oriented messages, focus on how message receivers will benefit, what they will receive & what they want or need to know.Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Concreteness Communicating concretely means being specific, definite, & vivid rather than vague & general. The benefits to business professionals of using concrete facts & figures are obvious: Your receiver know exactly what is required or desired. Using concrete language has some additional advantages. Concrete messages are more richly textured than general or vague messages. Expels.Use Specific Facts & FiguresPut Actions in Your Verbs Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Clarity Getting the meaning from your head into the head of your reader accurately is the purpose of clarity. Certainly you know it is not simple we all carry around our own unique interpretations, ideas, experiences associated with words. Choose Precise, Concrete, & Familiar Words. Clarity is achieved in part through precise & familiar language. When you use precise or concrete language you select exactly the right word to convey your message. Familiar words as b/w 2 good friends, Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Courtesy True courtesy involves being aware not only of the perspective of others, but also their feelings. Courtesy stems from a sincere you attitude It is not merely to show politeness with magnetized assertion of please & thank you., but it is politeness that grows out of respect & concern for others For this one should need to be Sincerely tactful, thoughtful & appreciative.Use expressions that shows respect.Choose non-discriminatory expressions Examples From Book.Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Correctness At the core of correctness is proper grammar, punctuation, & spelling. However a message may be perfect grammatically & mechanically but still insult or a lose customer. The term correctness as applied to business messages also means the following 3 characteristics.Use the right level of language Check accuracy of facts, figures & wordsMaintain acceptable writing mechanics. Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Levels of Language There are three levels of languageFormal Formal language is associated with scholarly writing Legal documents, top level government agreements etc. Where formality is demanded InformalInformal writing is more characteristic of business writing here you use words that are short, well known & conversational. Substandard Using incorrect words, incorrect grammar, faulty pronunciation all suggest an inability to use good English. Examples 4rm Book. Syed Maqsood Ahmed*

    Syed Maqsood Ahmed

  • Thank YouSyed Maqsood Ahmed*

    Syed Maqsood Ahmed

    *

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