Business Communication Principles Principles PDF

Chapter Three 3. Principles of Communication 2 1. 5. Clarity Completene ss 2. 6. Courtesy Conciseness 3  1. Completeness  Your message is complete when it contains all facts the reader/listener needs for the reaction you desire.  It is necessary for brin...

Chapter Three 3. Principles of Communication 2 1. 5. Clarity Completene ss 2. 6. Courtesy Conciseness 3  1. Completeness  Your message is complete when it contains all facts the reader/listener needs for the reaction you desire.  It is necessary for bringing the desired results without the expense of additional message. 4  As you strive for completeness, keep the following guidelines in mind:  It should contain all facts  Answer all queries  Give something extra, when desirable.  Check the five W’s and any other essentials.  The five W’s are- who, what, where, when, why and any other essentials like how. 5  Example-1: Hi Ikraham, We have a meeting tomorrow regrading one of our newly launched product to further discuss it in detail and brainstorm new ideas about it. See you tomorrow! 6  Example-2: Hi Ikraham, We have a meeting on Wednesday, Dec 28, 2023 @ 9:00 a.m. in conference room 303. The meeting will cover around the newly launched product and the feedback consumers have given about its reliability and further how its reliability to take hold of maximum market. Therefore, your present is mandatory and your feedback and suggestions are always valued. 7 2. Conciseness  Conciseness means saying what you have to say in the fewest possible words without sacrificing the other C qualities.  A concise message saves time and cost for both sender and receiver.  The aim is to be brief and to the point, avoiding unnecessary details or information.  Focus on the most important information and eliminate any redundant or irrelevant content. 8  Example: Instead of saying "I had a meeting with my team to discuss the project progress, and we talked about the challenges we are facing and how to overcome them," a more concise statement would be "I discussed the project challenges with my team."  To achieve conciseness try to observe the following suggestions:  Eliminate wordy expressions.  Include only relevant statement.  Avoid unnecessary repetition. 9  Example-1: At this time I am writing to you to enclose the post paid appointment card for the purpose of arranging a convenience time when we might get together for a personal interview. 10  Example-2: I have enclosed appointment card for the purpose of interview at your convenience. 11  3. Consideration  It means that you prepare every message the recipient in mind and try to put yourself in his/her place.  The aim is to be thoughtful and considerate of the receiver's needs and interests.  Tailor the message to the specific audience and their unique circumstances.  So, try to visualize your readers with their desires, problems, emotions, and probable reactions and then handle the matter from point of view. 12  Example: Instead of saying "You need to attend this training session," a more considerate statement would be "I believe attending this training session would benefit your professional development and help you improve your skills."  In the following four ways it indicates that you are considerate:  Focus on “You” instead of “I” or “We”.  Show readers interest/benefit.  Emphasize on positive and pleasant facts.  Apply integrity and ethics. 13  4. Concreteness  Communicating concretely means being specific, definite, vivid rather than vague and general.  The objective is to make the message specific and concrete, avoiding vague or ambiguous statements.  Use precise and measurable language to convey the message clearly.  So, good concrete writing and speaking include specific facts and figures with relevant examples. 14  Example: Instead of saying "We need to improve our customer service," a more concrete statement would be "We need to reduce our customer response time by 20% within the next quarter." The following guidelines should help to compose concrete and convincing messages.  Use specific facts and figures.  Put action in your verbs.  Choose vivid and image building words. 15  Example-1: Our course offers best solution for language improvement. Example-2: Our English Language course includes listening and reading materials coupled with exercises to refine our English language skills. 16  5. Clarity  Clarity is the transfer of the writer’s thoughts to a reader without misunderstanding.  It means getting your messages across so that receiver understands what you are trying to convey.  The goal is to ensure that the message is easily understood by the receiver.  Avoid using jargon, technical terms, or ambiguous language that may confuse the recipient.  Example: Instead of saying "We need to optimize our supply chain," a clearer statement would be "We need to improve our supply chain efficiency to reduce costs." 17  Here are some specific ways to help make your message clear:  Choose short, familiar & conversational words  Construct effective sentences and paragraphs  Achieve appropriate readability and listen ability  Include examples, illustrations and other visual aids when desire. 18  Example-1: Dear Muktar, I would like to ask you about the new client’s project which the management team had discussed day before yesterday. I might need the help of Ali from your freelancing team. Regards! 19  Example-2: Dear Muktar, ABC is our new potential client and we have signed a business deal with them. I conducted a meeting with the management team day before yesterday and had elaborated the new project requirements. Ali from your freelancing team had done a great job previously regrading the social networking campaign for XYZ. In this connection I want him on board for XYZ project too. Lets meet today soon after the lunch to further discuss this. Regards! 20  6. Courtesy  Courteous messages help to strengthen present business friendship as well as new friends.  Courtesy stems from sincere “your attitude”  It is not merely politeness with insertions of “pleases” and “thank you”.  The goal is to communicate in a polite and respectful manner, considering the feelings and perspectives of others.  Avoid using language that may be perceived as rude, confrontational, or disrespectful. 21  Example: Instead of saying "You never follow through on your commitments," a more courteous statement would be "I've noticed that there have been some delays in meeting deadlines, and I'm concerned about the impact on our projects."  To be courteous, communicators should follow these suggestions regarding the tone of communications.  Be sincere, thoughtful, appreciate and thankful  Omit expressions that irritate/hurt the reader  Answer mails as punctually as possible. 22  Example-1: I strongly discouraged the reluctant and ignorant behavior of your IT personnel to assist my team members. Our team is currently working on an important project that needs to be completed on time. Therefore, it had better for you to assist my team at your earliest. Regards! 23  Example-2: I can emphases that the IT personnel are always occupied with technical issues in the organization since they have to take care of everyone. However, my team is working on a project that requires more urgent response because this project is bringing more finance to the organization and we can not lose such clients. In this context, I will apricate your prompt response to my team. Regards! 24  7. Correctness  Correctness means that the message you are going to send is grammatically correct and considerate (appreciative). Similarly the message should not contain any insulating statement which may look the potential customer(s). The goal is to ensure that the information is accurate and free from errors. Verify the facts and data before communicating to avoid any inaccuracies or misunderstandings. 25  Therefore to write a correct message bears in mind the following guidelines:  The message is grammatically correct  The information is considerate and appreciative  The message is bias less and impartial  Proper punctuation and capitalization. Example: Instead of saying "Our company has been in business for over 50 years," a more accurate statement would be "Our company has been in business for over 60 years." 26  Example-1: Dear Lukas With reference to our conservation today in lunch, the first draft of the project is hereby attached four your inspection. I believe you and your team will go through this in one weak. Regards! 27  Example-2: Dear Lukas With reference to our conversation today in lunch, the first draft of the project is hereby attached for your perusal. I believe you and your team will go through this in one week. Regards! 28 29 Quiz ,,, 5 points,,,,20’ 1.How does a complete letter minimize the possible cost of additional letter? 2.State any three ways used to write a concise business letter. 3.List any three means of achieving consideration. 30