Principles of Communication

Principles of Communication

• Business communication principles help communicate effectively through various methods like letters, memos, reports, speeches, phone calls, and face-to-face interactions.
• Communication principles provide guidelines to effectively convey messages and ensure mutual understanding.
• Applying specific communication principles is essential for composing effective messages.
• Seven C's provide guidelines for choosing content and style for presentations.

Seven C's of Business Communication

• Completeness: A complete message includes all necessary facts for the desired reaction without requiring additional messages. Essential for desired results without further communication. Follow guidelines to ensure all facts are included; answer all questions; give additional information appropriately, and include relevant elements like who, what, where, when, why, and how.
• Conciseness: This means saying the necessary information in the fewest possible words without sacrificing other qualities. This saves sender and receiver time and costs. Aim for brevity and clear statement format. Avoid unnecessary details, focus on critical information, and minimize redundant or irrelevant content.
• Consideration: Focus on the recipient; empathize with their perspective and put yourself in their position. Respond to their needs and interests. Tailor the message to audience & situation. Try visualizing the intended recipients' desires, problems, possible reactions, and thoughts to develop the message perspective.
• Concreteness: The message should be specific, clear, and definite. Use precise, measurable language instead of vague or ambiguous statements. Good communication includes specific facts, figures, and relevant examples.
• Clarity: Ensure the message is easy to understand for the receiver. Avoid jargon, technical terms, or ambiguous language; maintain unambiguous communication. Use simple, conversational words for clear and effective message. Use appropriate readability level for intended audience. Use visuals like examples and illustrations where appropriate.
• Courtesy: Courteous communication strengthens business relationships, fostering sincere, positive attitudes. Use polite, respectful language considerate of others' feelings and perspectives. Avoid harsh or disrespectful language.
• Correctness: Messages should precisely communicate the desired message, using proper grammar, being appreciative, and avoiding any potential insensitivity. The information should be accurate and free from errors. Verify facts and data before communicating to prevent inaccuracies and misunderstandings. Ensure proper grammatical structure, punctuation, and capitalization. Use proper tone and language appropriate to situation & audience.