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.
