Principles of Communication

Principles of Communication

• Effective communication uses various methods, including letters, memos, reports, speeches, phones, and face-to-face interactions.
• Communication principles provide fundamental guidelines for conveying messages effectively and ensuring mutual understanding.
• Applying these principles helps compose effective messages.
• Seven C's of business communication: completeness, conciseness, consideration, concreteness, clarity, courtesy, correctness.

Completeness

• A complete message contains all the essential facts the recipient needs for the desired reaction.
• Completeness ensures desired results without the need for follow-up messages.
• Guidelines for completeness include including all facts, answering all queries, and including additional information when desirable (e.g. using the five W's: who, what, where, when, why).
• Examples are provided in the notes.

Conciseness

• Conciseness involves saying the required information in the fewest possible words without sacrificing other C qualities.
• A concise message saves time and resources for both the sender and receiver.
• Guidelines for writing concise messages include eliminating wordy expressions, including only relevant statements, and avoiding repetition.
• Examples of concise writing are provided in the notes.

Consideration

• Consideration involves anticipating the recipient’s needs, interests, and likely reactions.
• The aim is to write messages thoughtfully and considerately.
• Tailoring the message to the audience is key.
• Considering the audience's perspectives and feelings, and avoiding language perceived as rude or disrespectful is important.
• Methods to achieve consideration include focusing on the recipient's needs and tailoring the message to the specific audience. Examples are given.

Concreteness

• Concreteness involves using specific details and avoiding ambiguous statements.
• It aims for precise, measurable language.
• Specific facts, figures, and relevant examples strengthen the message.
• The notes provide examples of concrete communication.

Clarity

• Clarity ensures the message is easily understood without misunderstanding.
• Avoiding jargon, technical terms, or ambiguous language helps achieve clarity.
• Examples of clarity improvement in writing are in the notes..
• Choose clear, short, conversational language; use examples and visuals where relevant.

Courtesy

• Courteous messages help strengthen business relationships.
• Sincerity, thoughtfulness, appreciation, and thankfulness are important aspects of courtesy.
• Avoiding language that may be considered rude, confrontational, or disrespectful is essential.
• The notes provide examples of courteous writing.

Correctness

• Correctness means the messages are grammatically accurate, considerate, and avoid misunderstandings.
• Information should be accurate and free of errors.
• Ensuring the message is properly punctuated and capitalized is essential.
• The message should not include statements that might be seen as isolating to the recipient.
• Verifying facts before communicating is crucial.
• Examples of correct writing and improving writing style in terms of grammar and tone are provided in the study notes.