3/18/2022 Business

communication
Assignment 2

Abdul Basit
0903-BH-BAF-19
 7 C’s of effective communication.
7 C’s of communication are basic principles for effective written and oral communication in a
business environment. With the help of these principles, a person can convey his message to the
receiver more efficiently. Chances of miscommunication and misinterpretation of the message
will be less through using 7 C’s of communication.
The 7 C’s of communication are given below:
1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness

1. Completeness.
Completeness refers to providing all relevant information that is required to convey the
message, answering all questions subsequently asked, adding some extra desired information.
It is one of the most important C’s in business communication. During communication, it is
the need of the hour that the sender gives all information through articulating five W’s —
what, when, where, why, who—in his message; and clarify all questions which receiver
could subsequently ask after getting information. It makes communication understandable,
less obtrusive, and comprehendible; importantly, conveys message which is intended to be
sent.
For example, during inviting job candidates, we have to provide all information: what is the
title of the job, when candidates have to come for the interview, where will be the interview
setting, who is eligible for the job application, and why candidates are needed for the job;
additionally, we can attach some FAQs and organization’s website domain to clarify
recipient curies regarding organization goals, purpose, and motive behind incorporation.
Incomplete information. Complete information.
Let us meet tomorrow to discuss the product Let’s meet tomorrow at 11 a.m. in
launch event. Please be there on time. Conference Room 3 to talk about the
product launch. Tomorrow, we'll have to
settle on the keynote speakers and finish the
text of the event invitation. Please arrive
promptly.
Therefore, it required that anyone who is communicating anything make sure that his
message is complete and will not create any misunderstanding, as recommunication is cost
bearing and time consuming.
2. Conciseness.
It is commendable skill to communicate a complete message in one or two sentences where
people usually use 4 or 5 sentences to convey the same message. Person who uses
conciseness in message saves time and expense. In order to concise the message, wordy and
dispensable expression should be eliminated, only intended information should be
communicated, and repetition should be avoided as it makes information dull and less
effective.
For example, during internship report writing, information pertinent internship program
should be pointed out rather than accentuating the information about environment where
internship has been performed, as it is required that business document should be formal and
include just information pertinent to business instead of personal experiences.
Unconcise. Concise.
I think we need to talk about the CSR I propose we should discuss the CSR
campaign, I mean the one which we need to campaign. We may take the kids to a nearby
do as a quarterly exercise. I think it is a park or zoo for a brief visit. It's a fantastic
great way of enhancing our brand image. technique to improve our brand's
Basically, it would just be a visit to an reputation. Let’s meet tomorrow.
orphanage but we can sort of do other
things too. For instance, we could take the
kids out for a short trip to a nearby park or
zoo. Let us sit and talk tomorrow.

3. Consideration.
During communication, sender have to consider the position and situation experienced by
recipient after getting the information, what interests and benefits for recipient are attached to
the information, and try emphasize on “you” rather than “I and We”. This will create sense
empathy in receiver’s mind that communicator is intended to solve the problems and aware
of the circumstance in which recipient is. A good response is frequently elicited when a
message is given in a sympathetic manner. Speaking down to subordinates demonstrates a
lack of attention, yet expressing genuine concern for a customer's ill health demonstrates that
you value the connection.
For example, the situation when you are unable to pay a promised bonus, you can
communicate the message following ways:
Inconsiderate. Considerate
 At this time, we are unable to pay  Unfortunately, you will not get bonuses,
bonuses. A significant client has yet to as you know the situation in which
pay the company. We can consider company is. You will consider our
distributing contractual incentives as apology and welcome the decision to
soon as possible after this money is distribute bonuses when cash flows will
received. expedite.
 We are sorry that we are out of stock  I have made an order with the
now, and we are unable send the manufacturer in the color you choose,
 product that we have received from you and you will receive shipping in a few
as order. days. I hope this delay will not cause
you any problem.

4. Concreteness.
Concreteness of communication means that information should be pertinent and particular
instead of general. Communication should include the apt facts and figures with which
recipient can believe that information based on truth rather deception. It makes
communication less elusive, easy to understand, and confidential. Specific, precise, and
significant communication, no ambiguity, and authenticity through readily available facts and
numbers are some basic features of concreteness.
For example, information like “he is brain” does not convey the message what sender is
intended; as the statement is general, vague, and indefinite. In order to put concreteness in
statement mentioned earlier, we could say that “her grade-points are high; she has scored 3.9
out of 4 scale.” Another example of concreteness during communication would be reporting
the statement like “Your sales conversion rate is low—30%. You must expand this to the
team average of 65%” instead of “Your sales numbers are on the low side. They need to be
improved to at least the team’s average.”

5. Clarity.
The purpose of communication is to send the information in receiver mind in a way that
sender is intended to convey. If sender fails communicate his idea, subsequently, recipient
misinterpret the information; communication will be considered as ineffective and futile in
conveying the information. Therefore, communication should be clarified so that purpose of
communication can be achieved. In order to clarify the information, concrete, precise and
familiar word should be chosen; Avoiding jargon, utilization of basic language, using simple
structures, and keeping your message's key themes in mind are some basic principles;
moreover, in case of writing, coherence in sentences and paragraph is highly imperative.
For instance, statement like "we have analyzed the ramifications of the current policy on the
hiring tactics we deploy with our human resources department and modified them
accordingly” is not clear and vague. We can use statement like "We have changed our
recruiting policy."
Unclear and vague. Clear and understandable
After our perusal of pertinent date, the The date we studied show that your property
conclusion is that a lucrative market exists is profitable and is high demand.
for the subject properly.

6. Courtesy.
Being kind and demonstrating your listeners that you value them can help you get better the
quality of your communications. Your conversations should be respectful, professional,
considerate, considerate, open, and genuine. In a corporate environment, being courteous is
quite significant. People that work together are not usually friends, hence being polite is
 necessary to sustain a good rapport. Workers will be upset by covert insults and violent
tones, leading to a lower motivation and productivity. Always show empathy and assess your
communications from the standpoint of the audience to ensure that you are polite.
Harsh. Courteous.
 you did not clearly read my latest fax,  Sometimes my wording is not precise;
you are such a child. let me send you again with rephrasing.

 I wrote that letter three times, freak  I’m sorry the point was unclear, here is
could not understand it. another version.

7. Correctness.
Correctness refers to the use of appropriate punctuation, spelling, and grammar in the
communication. A sales letter with inappropriate use creates a negative impact on your
organization. When there are too many emails to write in a day, individuals tend to type
quickly and make spelling mistakes. If the incorrectly spelled term is another word in the
English language, spell check will fail to detect it. You must also ensure that you address
individuals correctly. It is important that you utilize proper facts as well as precise language
and grammar. If your audience notices inconsistencies in either, they will get distracted, and
your reliability will suffer. This will diminish the efficacy of your conversation.
For instance, “Further to our conservation today, I am attaching the plan for the first stage of the
project. Hope the one weak deadline is okay with you and your team” has spelling spelling
mistakes. It should be written as follows: Further to our conversation today, I am attaching the
plan for the first stage of the project. Hope the one-week deadline is okay with you and your
team. Other examples could be “You may enter the building during opening hours but must show
relevant I.D” which is incorrect one because doesn’t know about opening hour and type of I.D. It
should be communicated as follows "You may enter the workplace at any time between 9 a.m.
and 5 p.m., but you must provide your employee id card."