4’S OF BUSINESS COMMUNICATION

MADE BY: MANAV BADHWAR

 COMMUNICATION
Ø Communication is an exchange of facts ,
ideas,
 opinions , or emotions by two or more
persons.


Ø Communication is the process by which

info
 is transmitted between individuals / or
 organisations.
4’S OF BUSINESS COMMUNICATION

Ø Shortness
Ø
Ø Simplicity
Ø
Ø Strength
Ø
Ø Sincerity
 SHORTNESS
Ø Refers to the message that can be made
brief, verbosity should be avoided , then
transmission & comphrenesion of
messages is going to be faster & more
effective. Flooding message with high
sounding words does not create an
impact.


Ø But the receiver spent a major chunk of

his time in trying to decipher the actual
meaning
 of the message , Avoid ambiguity.
 SIMPLICITY
 It is used both in the usage of words &
ideas reveals a clarity in the thinking
process. It is normally a tendency that
when an individual is himself confused
then he tries to use equally confusing
strategies to lead the receiver.


 Reveal clarity in the thinking process by

using simple terminology and equal
simple concepts..

 STRENGTH
Ø The strength of a message emanates
from the credibility of the sender. If the
sender himself believes in a message
that he is about to transmit, there is
bound to be strength and conviction in
whatever he tries to state.
Ø
Ø Half-hearted statements or utterances
that the sender himself does not
believe in adds a touch of falsehood to
the entire communication process
 SINCERITY
Ø A sincere approach to an issue is clearly
evident to the receiver.
Ø
Ø Suppose there is a small element of
deceit involved in the interaction or on
the part of the sender. If the receiver is
keen & observant, he would be able to
sense the make- believe situation and
business transactions.
COMPARING 7C’S WITH 4’S OF BUISNESS
COMMUNICATION
 SHORTNESS


 CLARITY- Use simple words

(Avoid them) Simple(Use
them)
Demonstrate show
Visualise see
At the present time now
Until such time as

until/when

 SHORTNESS
 CORRECTNESS
Ø Give correct facts.
Ø
Ø Send your message at the correct time.
Ø
Ø Send your message in the correct style.

 SIMPLICITY
 CLARITY
Using nouns using
verbs
(difficult) (simple)
Make a decision decide
Make the announcement

announce
Previous experience

experience
My personal opinion my
opinion
 SIMPLICITY
 CREDIBILITY
Ø If the sender can establish his credibility ,
the receiver has no problems in
accepting his statement.
Ø
Ø It is a long – drawn out process in which
the receiver through constant
interaction with the sender
understanding builds up credibility.

 STRENGTH
COMPLETENESS


Ø Completeness of facts is absolutely

necessary.
 incomplete communication irritates the
reader.


Ø You should organise your message in such

a way that the receiver has no doubts
about anything contained in it.
 STRENGTH
 CREDIBILITY
Ø Generally, credibility in the messages
creates trust Between sender &
receiver. If the message is of Falsehood
then the receiver to dominate the
entire communication process.

 SINCERITY
 CONCISENESS
Ø A reader’s time is invaluable. Don’t make
him feel that he is wasting his time in
going through your unnecessarily
lengthy letter.


Ø Include only relevant facts.

Ø Avoid repetition.
Ø Avoid trite & wordy expressions.
Ø
 SINCERITY
 CONSIDERATION
Ø Adopt the you-attitude- naturally, every
person is interested in himself.
Therefore we should write letters from
their point of view. For ex: thank you for
your kind words.
 you have a better choice etc.
Ø
Ø Avoid gender bias & negative words
 For ex: Dear sir/madam,
gentlemen/ladies, chairperson(not
chairman).

 SINCERITY
Ø Avoid Negative words Prefer these
words
 wrong you are
right
 mistake thank you
 disagree agree
 unpleasant
appreciate
 SINCERITY
 COURTESY
Ø In business we must create friendliness
with all those to whom we write.
Courtesy demands friendly behaviour
towards others.
Ø Answer the letters promptly.
Ø Omit irritating expressions- for ex:
unaware , ignored , irresponsible, you
neglected etc.
Ø Apologise sincerely for an omission/thank
generously for a favour.