7Cs of Business Communication

1.         Completeness:

Completeness means when it contains all facts the reader or listener need for the desired reaction. In nutshell, every person should be provided with all the required facts figures.

 So, a message is complete when we should check the following  5 ‘’Ws’’ and these are as below . so, it can be an effective message.

-what,-why,-when,-where,-who

Complete communication helps in better decision making by receiver of message.

*example of incomplete communication:

Hi, everyone.

I just wanted to send you all a reminder about our matting tomorrows.    

*example of complete communication:

 When massage has all the information about it. It is complete and we can get the information, for e.g.

Hi, everyone,

 I just wanted to remind you about producer meeting at race course at 10:00 am tomorrow.

2.         Conciseness:

Conciseness means wordiness or brief in statement or expression. Communicating what you want to convey in least possible word without forgoing the other C5 of communication.

-conciseness (it) saves time expense for both   sender and receiver .

-it also saving cost.

-it avoid unnecessary   word like ‘’my view’’,’’you see ‘’ etc...

-it massage is non-repetitive in nature.

-it give massage directly to the reader /receiver.

* bad example

Respected sir,

I wish to give you some important information about our company. Our company is in real trouble. I want you give a message that you should have take action.

Yours  faithfully

R.K.Shah                  

*good example

Respected Sir,

quickly discuss about company and give you information that you should have taken quick action about our companies trouble.

Yours faithfully,    

R.K.shah

3.         Consideration:

Consideration means that whenever you compose the message, keep always audience in your mind who will receive your message.

The sender should adopt a human approach and understand the emotions and sentiments of the receiver.

The socio-psychological background of the receiver must be understood.

Show the reader benefit or interest in the reader’s needs, problems etc.

Emphasis the positive, pleasant facts.

The audience’s view points, background, mind-set, education level etc.

E.g. I attitude we give 10% discount you attitude you will get 10% discount.

4.         Courtesy:

a.         meaning of courtesy:

courtesy means a friendly  and helpful beneficial towards others.

Courtesy in message implies the message should show the sender’s expression as well as should respect the receivers.

b.         The following guidelines should be observed:

     Apologize for an omission (error). If you have committed a mistake, express your regrets promptly and sincerely.

            Avoid irritating expressions, words and expressions having negative connotation should not be used in the message.

            Use empathy. Ask how you would feel if you were to receive this message.

c.         courteous message has following features:

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.

Courteous communication is friendly , open and honest. There are no hidden  insults or passive , aggressive tones. You keep your reader’s view point in mind and you are empathetic to their needs.

It has little chance of spreading bad feelings around the office.

Communication of without courtesy creates bad feelings.

A little bit of courtesy, even in difficult situations can go a long way.

5.         Concreteness

Concreteness means being specific, definite and vivid rather than vague and general in oral communication we can’t draw tables, diagrams or graphs to make our statements vivid.

            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.

            In a communication the data should be proper, there should be proper diction, proper punctuation mark and proper syntax. The term correctness as applied to business message means right level of language accuracy of facts, figures and words for examples.

            I enjoyed our conservation and I’m looking forward on our project.

            In this sentence the writer accidentally typed conservation instead of conversation. If the message is not correctly conveyed, the sender will lose credibility and superiors will vitiate decision making process.

6.         Clarity:

Clarity implies emphasizing on a specific message or goal at a time rather than trying to achieve too much at once.

The process of communication begins with the generation of thoughts in the mind of the communication. The idea or the message to be transmitted should be clearly worded so that it may be interpreted by the receiver in the same sense for which it is communicated. If the message is clear, it would evoke an appropriate response from the other side. It is also necessary that the receiver must be conversant with the language, the inherent assumptions, and the mechanics of the communication.

It makes understanding easier.

Use of clear, concrete and appropriate words should be used.

When writing or speaking to someone, be clear about your goal or message. If you are not sure, then your audience will not be sure.

To be clear, try to minimize the number of ideas in each sentence. Make sure that it is easy for your reader to understand it.

Ex. I wanted to write you about our assistant manager Mr. Solanki. He is a great asset. We will talk more about it when we meet next.

This message is meaningless. 

7.         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.

8.         Coherence . It implies that the writer should be consistent in his views throughout his writing. His won ideas should not be contradicted in the same letter or the report. This may confuse the reader, and it will not help the reader to take any decision.

Ex.

Mr. Solanki,

Kindly note that the recruitment of our floor superviser should be free from any kind of gender discrimination. The process should be completed before January 1, 2014. However I believe that the job is more suitable for a boy. He can be more useful.

-Mr. Chauhan

9. Creative

The reader always gets bore when he reads the jargon and those phrases and sentences which have been used as the tradition or custom. For example, “on behalf of our company”, “it is my privilege…” etc. The writer must have something which can be called his own and creative which pleases the reader. He must avoid jargon and repeatedly used phrases and words. He should have his own style of writing which represents himself and his company.