The Seven C Principals

The heptad C PrincipalsTo compose effective written or oral messages, you must apply current communication principles. These principles provide guideline for choice of content and style of presentation, adapted to the purpose and receiver of your message. These principles are not however limited to a execration aim, they are also applicable to all forms of communications, from mere utterances and sentences to complete documents or presentations. To virtually extent the principles overlap because they are based on a vernacular concern for the audience, whether that audience consists of listeners or commentators.These principles are called .why THEY ARE CALLED 7CSS scour Cs are the seven most useful qualities of effective communication. They are called Seven Cs because name of each of these qualities starts with a C, and they are seven in numbers, therefore they are called Seven Cs. Although they are just seven small manner of speaking starting with a letter C but their impor tance for effective dividing line communication is equivalent as the importance of seven seas for the world.The Seven Cs are as follows1- Correctness2- Completeness3- concision4- Clarity5- Creativeness6- Courtesy7- Consideration1) CompletenessMessage Receiver- either listener or take aimer, desire complete education to their question. e.g. suppose you are working with multinational company who is engaging with engineering intelligents, like A.C. Now let say one of your major customer wants some technical information regarding thermostat (because he wants to convey the same to the end users). In this case you have to provide him complete information in a short span of time. If possible, provide him some extra information which he does not know, in this way you toilette maintain a good business relation with him, otherwise he may switch to another company.Five WsOne way to make your message complete is to answer the five Ws.WHO?WHAT?WHEN?WHERE?WHY?The five question method is us eful when you write requests, announcements, or other informative messages. For instance, to order (request) merchandise, make clear WHAT you want, WHEN u need it, WHERE it is to be sent.2) ConcisenessConciseness means convey the message by using fewest wrangling. Conciseness is the prerequisite to effective business communication. As you know that all businessmen have real short time. Hence a concise message saves the time and expenses for both the parties.How to achieve the conciseness?For achieving the conciseness you have to consider the following.1. head off intelligence informationy expression2.Include only relevant square3.Avoid spare repetition.Avoid Wordy ExpressionE.g. Wordy at this time. Instead of at this time you can just use only a concise word NOW, Always try to use To the point Approach in business scenario perspective.Include only relevant information Always try to provide only relevant information to the receiver of the message. Lets say one of your custome rs requested For customers of the companyo in reply you should provide simply list of clients at the panel of your company.o No need to provide detailed business information about client at all. Observe the following provokeions to Include only relevant information. Stick to the purpose of message Delete irrelevant words Avoid long introduction, unnecessary explanation etc. Get to the important point concisely.Avoid un-necessary RepetitionSometimes repetition is necessary for focusing some special issue. But when the same thing is said without two or three reasons, the message become wordy and boring. Thats why try to avoid Un-necessary repetition.Some ways to eliminate unnecessary words aim shorter name after you have mentioned the long once. e.g. Spectrum communications Private limited use spectrum. Use pronouns or initials E.g. Instead of world plenty organization use WTO or You can use IT for Information Technology. (Keeping in views that receiver knows about these terms)3) ConsiderationConsideration means To consider the receivers Interest/Intention. It is very important in effective communication while writing a message you should ever keep in mind your target group condition is very important C among all the seven Cs.Three specialized ways to indicate consideration Focus on you instead of I or We Show audience benefit or interest of the receiver Emphasize positive, pleasant facts. Using you help you, but over use lead a oppose opposeion.Always write a message in such a way how audience should be benefited from it. We attitude I am buoyant to announce that we will extend to make shopping more. You attitude You will be able to shop in the evening with the extended hours. Readers may react positively when benefit are shown to them. Always try to address his/her need and want. Always show/write to reader what has been done so far as his/her query is concerned. And always avoid that his/her need and wants. Always avoid that has not been done so fa r.4) ConcretenessIt means that message should be specific instead of general. misconstrue of words creates problems for both parties (sender and receiver). When you talk to your client always use facts and figures instead of generic or irrelevant information.The following guidelines should help you to achieve the Concreteness. Use specific facts and figures choose pattern building words e.g General He is very intelligent student of class and stood first inthe class.e.g. Alis GPA in B.Sc electric Engineering 2k3-f session was 3.95/4.0 he stood first in his class.Always write on a very solid ground. It should definitely create good image as well.5) ClarityAccurately is purpose of clarity In effective business communication the message should be very much clear. So that reader can understand it easily. You should always choose precise words. Always choose familiar and easy words. Construct effective sentences and paragraphs.In business communication always use precise words rather lo nger statements. If you have a choice between long words and shorter one, always use shorter one. You should try your level best to use familiar/easy to understand words so that your reader will quickly understand it.Familiar Next familiar words1-after subsequent2-home domicile3-for example e.g.4-pay remuneration5-invoice statement for payments6) CourtesyKnowing your audience allows you to use statements of dexterity be aware of your message receiver. 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 politeness with mechanical insertions of enjoy and Thank you. Although Appling socially accepted manners is a form of courtesy. Rather, it is politeness that grows out respect and concern for others. Courteous communication generates a special bank note in their writing and speaking.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 the others Choose nondiscriminatory expressions be sincerely Tactful, Thoughtful and Appreciative Though few people are intentionally abrupt or blunt, these negative traits are common cause of discourtesy. Avoid expression like those in the left hand column below rephrase them as shown in the chastenfield column.Tactless, Blunt More TactfulStupid letter I cant understand I should understand it, as there is no confusing word in thisletter, could you please explain it once again?Its your fault, you did not properly Sometimes my wording is not precise let me try gainread my latest FAXThoughtfulness and Appreciation Writers who send cordial, courteous messages of deserved congratulations and appreciation (to a person inside outside) help to build goodwill. The cherish of goodwill or public esteem for the firm may be worth thousands of dollars.7) CorrectnessAt the core of correctness are the pro per grammar, punctuation mark and spelling. However, message must be perfect grammatically and mechanically. The term correctness, as applied to business messages also mean three characteristics o Use the right level of language o Check the accuracy of figures, facts and words o Maintain acceptable writing mechanics.Use the right Level of LanguageWe suggest that there are three level of language 2. Formal 3. informal 4. Substandard. Take a quick guess what kind of writing is associated with each level? What is the style of each?Formal and Informal WordsFormal writing is often associated with scholarly writing doctoral dissertations, scholarly, legal documents, top-level government agreements 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 as in this comparison listMore Formal Less FormalParticipate JoinEndeavor tryAscertain find outUtilize Use broadcast ques tion.Substandard LanguageAvoid substandard language. Using correct words, incorrect grammar, faulty pronunciation all suggest as inability to use good English. Some examples followSubstandard More AcceptableAint isnt,arentCant hardly can hardlyAim to proving aim to proveDesirous to desirous ofStoled stolen.Facts and Figures the trueCheck Accuracy of Facts, Figures and words it is impossible to convey meaning precisely, through words, from the head of the sender to a receiver. Our goal is to be as precise as possible, which means checking and double-checking and double-checking to ensure that the figures, facts and words you use are correct. A good check of your data is to have another person read and comment on the validity of the material Figures and facts Verify your statistical data Double-check your totals Avoid guessing at laws that have an impact on you, the sender and your Have soul else read your message if the topic involves data. Determine whether a fact has changed over time.Proper Use of Confusing WordsOur Language (Any) is constantly changing. In fact, even dictionaries can not keep up with rapid change in our language. The following words often confusing in usageA, An use a before consonants and consonants sounds or a long u sound. Use an before vowels.Accept, except accept is a verb and means to receive. Except is a verb or a preposition and relates toOmitting or leaving out.Anxious, eager Anxious implies worry, eager conveys keen desireCONCLUSIONThese 7Cs help a person to compose a message in such a way that brings back the positive feedback from the receivers. Thats why it is advice able for everyone to understand and apply these 7Cs whether he is a teacher, doctor, businessman or a student.