English Assignment: 7 Cs Of Communication PDF

NAME : MAIRA AMJAD ROLL NUMBER : 531 SUBJECT : ENGLISH SEMESTER : FIRST (BSCS)  ASSIGNMENT "TOPIC : 7 C's OF COMMUNICATIONS" Effective Communications (7 Cs) When we talk about “Effective Communication” one thing that comes in mind, what are the basic principles of...

NAME : MAIRA AMJAD ROLL NUMBER : 531 SUBJECT : ENGLISH SEMESTER : FIRST (BSCS)  ASSIGNMENT "TOPIC : 7 C's OF COMMUNICATIONS" Effective Communications (7 Cs) When we talk about “Effective Communication” one thing that comes in mind, what are the basic principles of “Effective Communication” These principles prove us how your message can become effective for your target group. These principles also establish style and importance of the message. These principles are commonly known as “7 Cs of Effective Communication.” 7Cs of Effective Communication 1. Completeness 2. Conciseness 3. Consideration 4. Concreteness 5. Clarity 6. Courtesy 7. Correctness 1. 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 crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete.  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.  It persuades the audience to listen and evaluate emphatically.  Bad Example Hi Guys, Please make sure to carry all the items tomorrow for the meeting. Regards Amar The message is clearly incomplete. There are no details as to what items, which meeting, and at what time. o Good Example Hi Guys, Just a reminder that we have a meeting scheduled at 10.00 am tomorrow to discuss the Britannia event. Please make sure you get all the event props that need to be presented to the client. Regards Amar 1.1 The Significance of 5 five W’s The five W’s completes the answer in multidimensional aspects.  WHO?  WHAT?  WHEN?  WHERE?  WHY?  The five questions -method is useful when you write requests, announcements, or other informative messages.  For instance, to order (request) anything, 5-question method makes clear WHO wants it? WHAT you want? WHEN you need it? WHERE it is to be use and WHY you want it.? 1.2 Conclusion of Completeness At the end we can say that, you must provide him: 1. All necessary information as requested by him. 2. Answers to his all questions carefully. 3. Provide some more information, which he is not requiring, just to maintain good relations. 2. Conciseness  Conciseness means “convey the message by using smallest words”. “Conciseness is the prerequisite to effective business communication.” As you know that all executives have very short time.  Hence a concise message saves the time and expenses for both the parties. Bad Example Dear Bharat, I wanted to talk about the video editing ideas we sort of planned out the other day. Don’t you think it would make a lot of sense to also add additional elements to the videos? I mean, I think that would sort of improve the quality of the videos as well as have a stronger impact on the client’s message. For instance, we could add a dissolve transition to each movie, which would then give it a seamless flow. This would then make the video cleaner and be more appealing in the minds of the people. The impact would just be a lot greater. This makes a lot more sense according to me. What do you think? Regards Aaron  There is a lot of repetition in this email and it is quite long. The email can be made shorter and to the point. Good Example Dear Bharat, I wanted to discuss the video editing ideas we planned out yesterday. It would be better to add additional elements to the video in order to have a stronger impact on the client’s message. A dissolve transition would give a seamless flow to each movie and make the videos cleaner and appealing in the minds of the target audience. What do you think? Regards Aaron 2.1 How to achieve Conciseness? For achieving the conciseness you have to consider the following:  Avoid wordy expression.  Include only relevant material.  Avoid unnecessary repetition 2.1.1 Avoid Wordy Expression e.g. wordy: at this time. Instead of “at this time” you can just use only a concise word: NOW  Always try to use “To the point Approach” in business  Scenario perspective. 2.1.2 Include only Relevant Information  Always try to provide only relevant information to the receiver of the message.  Observe the following suggestions to “Include only relevant information.”  Stick to the purpose of message  Delete irrelevant words  Avoid long introduction, unnecessary explanation etc.  Get to the important point concisely 2.1.3 Avoid Un-Necessary Repetition  Sometimes repetition is necessary for focusing some special issue.  But when the same thing is said without two or three reasons, the message become wordy and boring.  That’s why try to avoid un-necessary repetition. 2.1.4 Eliminate un-necessary words  Use shorter name after you have mentioned the long once. e.g. Spectrum Communications Private Limited use Spectrum.   Use pronouns or initials e.g. Instead of Lahore Development Authority use LDA or You can use IT for Information Technology. (Keeping in views that receiver knows about these terms) 3. Consideration  Consideration means – To consider the receiver’s Interest/Intention.  It is very important in effective communication while writing a message you should always keep in mind your target group or person.  Consideration is very important “C” among all the seven C’s. 3.1 Ways to Indicate Consideration  Focus on “you” instead of “I” or “We”.  Show audience benefit or interest of the receiver.  Emphasize positive, pleasant facts 3.2 You Attitude  Always write a message in such a way how reader should be benefited from it.  Reader may react positively when benefits are shown to him.  Always try to address his/her needs and wants.  Always show/write to reader, what has been done so far as his/her query is concerned. 4. Concreteness  It means that message should be specific instead of general. Misunderstanding of words creates problems for both parties (sender and receiver).  When you talk to your senior always use facts and figures instead of generic or irrelevant information.  Bad Example Save time with the Indicator Master Every Day This kind of tagline does not give the user any details. There are no facts and it’s vague. People might not download this application since it’s not concrete enough to entice the user. o Good Example Have you ever been late for a meeting just because you didn’t know the train schedule? Hate waiting for a bus because you don’t know its timings? Then download the Indicator Master app. It will give you all the train and bus schedules so that you can avoid delays and save time! 4.1 Guidelines of Concreteness The following guidelines should help you to achieve the Concreteness. o General: Police File is very good program and stood first in the rating. o Concrete: Police File rating of last week’s episodes are ________It stood first in rating. 5. Clarity  Accurately is purpose of clarity:  In effective communication the message should be very much clear, so that reader can understand it easily.  You should always choose precise, familiar and easy words.  Construct effective sentences and paragraphs Examples Familier Less Familier words after subsequent home domicile invoice statement for payments  Bad Example Hi Pete, I would like to schedule a meeting with you in regards to yesterday’s conversation. The topics you covered were great, and I’d like to speak about them in detail. Please let me know when you would like to have this meet. Regards, Chris In the above example, we do not know which conversation Chris is referring to. If Chris had met Pete on multiple occasions that day then he wouldn’t know what Chris is actually talking about. o Good Example Hi Pete, I would like to schedule a meeting with you in regards to your presentation on email marketing. The topics you covered were great, and I would like to discuss implementation on our current clients. Please let me know when you have the time so that we can discuss it in detail. Regards Chris In this example, the reader knows exactly what is expected of him because the message is clear. 6. Courtesy  Knowing your audience allows you to use statements of courtesy; be aware of your message receiver.  True courtesy involves being aware not only of the perspective of others, but also their feelings. It is not just politeness with automatic placing of “please” and “Thank you”. “Warm regards.” “Feel indebted and obliged.”  Although Applying socially accepted manners is a form of courtesy, rather it is politeness that grows out respect and concern for others.  Courteous communication generates a special tone in their writing and speaking.  Bad Example Dear Suzie, I have noticed that there are always delays in the orders. You need to focus on the orders department as a priority. Please get all the orders cleared ASAP! Regards Greg There is a very good chance that the reader will get angry if they receive a message like this. It might result in creating a toxic environment rather than solving any issues. Here is another way you can convey the same message: o Good Example Dear Suzie, Thank you for your work at the book fair. I have noticed that there are orders pending which need to be cleared on priority. I would appreciate it if you could focus on getting these cleared so that we can avoid any delays to the customer. Thanks a lot, and please let me know if you have any questions regarding the same. Best, Greg Now you can see that the same message has been conveyed in a constructive and positive manner. The reader would be more likely to respond positively in this case rather than react. 6.1 How to generate a courteous tone?  The following are suggestions for generating a courteous tone:  Be sincerely tactful, thoughtful and appreciative.  Use expressions that show respect for the others.  Choose fair expressions.  Be sincerely tactful, thoughtful and appreciative. Though few people are intentionally hasty or blunt, these negative traits are common cause of discourtesy, avoid expression like those in the left hand column below; rephrase them as shown in the right-hand column Tactless, Blunt More Tactful Stupid letter; I can’t understand I should understand it, as there is no confusing word in this letter, could you please explain it once again..? It’s your fault, you did not Sometimes my wording is not properly read my latest e-mail precise; let me try again 6.2 Thoughtfulness and Appreciation: a) Writers who send pleasant, courteous messages of deserved congratulations and appreciation (to a person inside & outside) help to build goodwill. b) The value of goodwill or public esteem for the firm is priceless. 7. Correctness  At the core of correctness is proper grammar and spelling. However, message must be perfect grammatically and mechanically.  The term correctness, as applied to business messages also means three characteristics; I. Use the right level of language  II. Check the accuracy of figures, facts and words. III. Maintain acceptable writing mechanics  Bad Example Hi Sam, It was wonderful meeting you last weak. I had a good time. I’m sure we will be able to do some great work on this project. Let me know weather you need any supplies from the company and I’ll get them delivered as soon as possible. Thanks again, speak to you soon! Regards Desmond If you noticed in the above email, there are two errors. The first one is the writer has spelled week incorrectly and the second is the use of the word weather instead of whether. Spell checkers don’t always work so make sure you proofread everything. 7.1 There are three levels of language a. formal b. informal c. Substandard. d. Take a quick guess e. What kind of writing is associated with each level? f. What is the style of each?  Formal: writing is often associated with top-level government agreements, academic writing, legal documents and other material where formality is demanded.  Informal: writing is more characteristic of business writing. Here you use words that are short, well-known and conversational. e.g. More Formal less formal Participate Join Attempt Try Determine Find out Utilize Use Interrogate Question 7.2 Substandard Words  Avoid substandard language. Using correct words, incorrect grammar,  Faulty pronunciation all suggest as inability to use good English. 7.3 Facts, Figures Accuracy Check Accuracy of Facts, Figures and words:  It is impossible to convey meaning precisely, through words, from the head of the sender to a receiver.  Our goal is to be as precise as possible, which means checking and double- checking and double-checking to ensure that the figures, facts and words you use are correct. “A good check of your data is to have another person read and comment on the validity of the material.” 7.4 Proper use of Confusing Words Our Language (any) is constantly changing. In fact, even dictionaries cannot keep up with rapid change in our language. Following words often confusing in usage:  Accept, Except: Accept is a verb and means to receive whereas except is a verb or a preposition and relates to omitting or leaving out.  Nervous, Eager: Whereas nervous implies worry, eager conveys keen desire What is the purpose of the 7 Cs of communication The purpose of the 7Cs is to provide a simple framework for people to follow when they’re wanting to improve or maintain good communication skills. Having seven words beginning with the same letter makes the concepts much easier to remember. What are the benefits of the 7 Cs of communication? For businesses, there are huge benefits to introducing the 7Cs of communication to your team. Here are some of the main upsides: 1. They optimise your reputation An organisation builds its reputation on effective communication. These 7Cs are important things a company can do when they’re looking to optimise their reputation. 2. It is a cost-effective way of communicating When you employ the 7Cs, you’re using a cost-effective way of communicating. This is because there is no key information lost and, therefore, no extra costs due to having to send further details or messages. 3. Communication becomes persuasive and informative When you communicate following the 7Cs principles, no additional information is needed and all of the receiver’s questions are answered through the main communication. 4. Improves the interaction between senders and receivers The audience will benefit from having complete communication as they won’t have unanswered questions. Everything will be sent through the first communication, saving time and money. 5. Communication becomes result-driven Avoiding superfluous words means the core message is emphasised. Listeners get their message in a brief and concise way. 6. It builds trust When communication is effective, trust is built up. Being able to listen and take on different ideas will help other people trust that your decisions are the right ones. Since you’re the role model, the trust garnered will extend through the whole team. 7. It prevents and resolves problems Effective communication following the 7 Cs plays a part in good conflict resolution as well as in the prevention of potential conflict. 8. It provides direction and clarity Following the 7Cs of communication means you can deliver clear objectives and expectations. People will understand what is required and how to achieve those results. 9. Relationships are better As well as trust building, the 7Cs improve relationships in the workplace. This means that people are more respectful of one another. 10. Engagement improves When people feel more confident in what’s required of them thanks to effective communication, they will be more engaged with their work. According to research on engagement with employees, only 15% are fully engaged. When you prioritise effective communication, engagement and satisfaction will increase. 11. Productivity improves When workers know their roles fully, they won’t need to ask so many questions. They’ll automatically know what the expectations are of them and can, therefore, be more productive in their work. Managers will also not need to spend as much time explaining things to their team members. 12. There are team building benefits When communication is as good as it can be, team members can rely on one another more. There won’t just be one person carrying a whole team. There will be a division of responsibility that will encourage positive relationships and feelings between members of a team. This leads to better morale all round Where can the 7 Cs of communication be used? When we see successful people, they’re often great communicators naturally in all aspects of their lives. Good communication skills can be learned and developed too, though. The 7 Cs of communication are good for all aspects of life and work. Whether you’re delivering a speech to a large audience or talking to your neighbours about getting new fences, using the 7Cs of communication can make a huge difference. Why are the 7 Cs of communication important? The 7 Cs of communication are important as they can help improve interactions in the workplace. They’re known for improving interactions like work calls, meetings, presentations, written correspondence, and even the way you talk to colleagues. No matter the industry, being able to communicate effectively with one another can help when you need to work on projects, deal with stakeholders, arrange services, and complete sales. Being an effective communicator is valuable in a workplace environment and improving the way to talk and communicate with others is essential for leadership roles. When you’re a leader or a manager, you will need to understand how to communicate well and provide appropriate feedback to colleagues in a way that’s going to motivate them and enthuse them into being efficient and productive. Final thoughts on the 7 Cs of communication The most important takeaway about the 7 Cs of communication is that they’re necessary for success. Communication happens every day but when the 7Cs of communication are employed, communication is more effective and credible. As such, making sure your communication is engaging and efficient by using the 7Cs is crucial