Effective Communication Principles PDF

When We talk about “ Effective Communication” whether oral or written, one thing that comes in mind, what are the basic principles of “effective communication”. These principles tells us how your message can becomes effective. These principles also tell about style and importance of the message. Th...

When We talk about “ Effective Communication” whether oral or written, one thing that comes in mind, what are the basic principles of “effective communication”. These principles tells us how your message can becomes effective. These principles also tell about style and importance of the message. These principles commonly known as 7 Cs of effective communication 7 Cs of Communication Seven Cs of Effective Communication 1. Completeness 2. Conciseness 3. Consideration 4. Concreteness 5. Clarity 6. Courtesy 7. Correctness Completeness The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message accordingly. A complete communication has following features:  Complete communication develops and enhances reputation of an organization.  Moreover, they are cost saving as no central information is missing. A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver.  Complete communication helps in better decision-making by the audience/readers/receivers of message as they get all desired and crucial information. example Hi everyone, I just wanted to send you all a reminder about the meeting we're having tomorrow! See you then, Nadeem Good Example Hi everyone, I just wanted to remind you about tomorrow's meeting on the new telecommuting policies. The meeting will be at 10:00 a.m. in the second-level conference room. Please let me know if you can't attend. See you then, Nadeem Conciseness Conciseness means wordiness, i.e, communicating what you want to convey in least possible words. Conciseness is a necessity for effective communication. Concise communication has following features: It is both time-saving as well as cost-saving. It underlines and highlights the main message as it avoids using excessive and needless words. Concise communication provides short and essential message in limited words to the audience. Concise message is more appealing and comprehensible to the audience. Concise message is non-repetitive in nature. example Hi Imran, I wanted to touch base with you about the email marketing campaign we kind of sketched out last Thursday. I really think that our target market is definitely going to want to see the company's philanthropic efforts. I think that could make a big impact, and it would stay in their minds longer than a sales pitch. For instance, if we talk about the company's efforts to become sustainable, as well as the charity work we're doing in local schools, then the people that we want to attract are going to remember our message longer. The impact will just be greater. What do you think? Ali solution Hi Imran, I wanted to quickly discuss the email marketing campaign that we analyzed last Thursday. Our target market will want to know about the company's philanthropic efforts, especially our goals to become sustainable and help local schools. This would make a far greater impact, and it would stay in their minds longer than a traditional sales pitch. What do you think? Ali Consideration Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audience’s needs while making your message complete. Features of considerate communication are as follows:  Emphasize on “you” approach.  Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience.  Show optimism towards your audience. Emphasize on “what is possible” rather than “what is impossible”. Lay stress on positive words such as jovial, committed, thanks, warm, healthy, help, etc Nadeem, I wanted to write you a quick note about the report you finished last week. I gave it to Nadia to proof, and she wanted to make sure you knew about the department meeting we're having this Friday. We'll be creating an outline for the new employee handbook. Thanks, GalibKhan Hi Nadeem, I wanted to write you a quick note about the report you finished last week. I gave it to Nadia to proof, and she let me know that there are a few changes that you'll need to make. She'll email you her detailed comments later this afternoon. Thanks, Galib Khan Clarity Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: It makes understanding easier. Complete clarity of thoughts and ideas enhances the meaning of message. Clear message makes use of exact, appropriate and concrete words. Example Hi Imran, I wanted to write you a quick note about Nadeems, who's working in your department. He's a great asset, and I'd like to talk to you more about him when you have time. Best, Raheem solution Hi Imran, I wanted to write you a quick note about Nadeem Habib, who's working in your department. In recent weeks, he's helped the IT department through several pressing deadlines on his own time. We've got a tough upgrade project due to run over the next three months, and his knowledge and skills would prove invaluable. Could we please have his help with this work? I'd appreciate speaking with you about this. When is it best to call you to discuss this further? Best wishes, Raheem This second message is much clearer, because the reader has the information he needs to take action. Concreteness Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. Concrete messages are not misinterpreted. Bad Example Consider this advertising copy: The Lunchbox Wizard will save you time every day. Good Example How much time do you spend every day packing your kids' lunches? No more! Just take a complete Lunchbox Wizard from your refrigerator each day to give your kids a healthy lunch AND have more time to play or read with them! Courtesy Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features:  Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message.  Courteous message is positive and focused at the audience.  It makes use of terms showing respect for the receiver of message.  It is not at all biased. Bad Example Ali I wanted to let you know that I don't appreciate how your team always monopolizes the discussion at our weekly meetings. I have a lot of projects, and I really need time to get my team's progress discussed as well. So far, thanks to your department, I haven't been able to do that. Can you make sure they make time for me and my team next week? Thanks, Imran Good Example Hi Ali, I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellent job of highlighting their progress. But this uses some of the time available for my team to highlight theirs. I'd really appreciate it if you could give my team a little extra time each week to fully cover their progress reports. Thanks so much, and please let me know if there's anything I can do for you! Best regards , Imran Correctness Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features: The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level. Correct message has greater impact on the audience/ readers. It checks for the precision and accurateness of facts and figures used in the message. It makes use of appropriate and correct language in the message. Hi Nadeem, I wanted to write you a quick note about the report you finished last weak after the conservation. I gave it to Nadia to proof, and she let me know that there are a few changes that you'll need to make. She'll email you her detailed comments later this afternoon. Thanks, Galib Khan suggestions If you read that example fast, then you might not have caught any errors. But on closer inspection, you'll find two. Can you see them? The first error is that the writer accidentally typed conservation instead of conversation. This common error can happen when you're typing too fast. The other error is using weak instead of week. Again, spell checkers won't catch word errors like this, which is why it's so important to proofread everything!