The Seven C s of Effective Business Communication

The message is said to be effective when the receiver understands the same meaning that the sender was intended to convey. For any communication in business, in order to be effective, it must have seven qualities. These seven attributes are called seven C s of effective business communication. (All these attribute starts with the alphabet C so are called 7 C s)

Seven C s of Effective Business Communication

y y y y y y y Completeness Correctness Clarity Conciseness Consideration Concreteness Courtesy

Completeness
By completeness means the message must bear all the necessary information to bring the response you desire. The sender should answer all the questions and with facts and figures. And when desirable, go for extra details. Completeness brings the desired response. One way to make your message complete is to answer the five W s. WHO? WHAT? WHEN? WHERE? WHY? The five question method is useful 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.

Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of message, it makes the communication an ease. The encoder should know the status, knowledge and educational background of the decoder. Correctness means:

y Use the right level of language

There are three level of language 1. Formal. 2. Informal. 3. Substandard. Choose one according to the decoder.

y Correct use of grammar, spelling and punctuation y Accuracy in stating facts and figures and facts
1. 2. 3. 4. 5. Verify your statistical data Double-check your totals Avoid guessing at laws that have an impact on you, the sender and your Have someone else read your message if the topic involves data. Determine whether a fact has changed over time

Correctness in message helps in building confidence.

Clarity
Clarity demands the use of simple language and easy sentence structure in composing the message. When there is clarity in presenting ideas, it s easy for the receiver/decoder to grasp the meaning being conveyed by the sender/encoder. In business communication always use precise words rather longer 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. Clarity makes comprehension easier.

Conciseness
A concise message saves time of both the sender and the receiver. Conciseness, in a business message, can be achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including relevant material makes the message concise. Achieving conciseness does not mean to loose completeness of message.

Example
Wordy: Allow me to say how helpful your response was. Concise: Your last response was helpful. Wordy: She bought desks that are of the executive type. Concise: She bought executive type desk. Conciseness saves time.

Consideration
Consideration demands to put oneself in the place of receiver while composing a message. 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 negative reaction.

Example
We attitude: I am delighted 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. Consideration means understanding of human nature.

Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message. Facts and figures being presented in the message should be specific.

Example
General: He is very intelligent student of class and stood first in the class. Concrete: Ali s GPA in B.Tech Electrical Engineering is 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. Concreteness reinforces confidence.

Courtesy
In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about receiver but also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver.

Example
Tactless: Stupid letter; I can t understand it. More Tactful: I should understand it, as there is no confusing word in this letter, could you please explain it once again..? Tactless: It s your fault, you did not properly read my latest FAX. More Tactful: Sometimes my wording is not precise; let me try again. Courtesy builds goodwill.