Effective
communication is need of every organization. Business writing should follow
some principle. These principles bring with ‘C’. They are seven in number. So
they are called seven C’s. The people today are much more aware of the
importance of good communication they used to be. Despite the modern inventions
of quick ways of transmitting human sound, written communication has its own
importance. To compose effective message, we must apply certain communication
principles.
·
Clarity
Clarity means communication the exact message on the first reading.
Clarity makes the reader’s job easy. A clear message on the first reading makes
the reader’s job easy. A clear message is easy to understand. Moreover, it
saves time, money and effort. Aristotle said: “a good style is first of all, clear.” Short and easy words should be
chose for bringing clarity:
Use instead
of
Start commence
End terminate
Fire conflagration
Daily per
diem
Clarity comes in a message through these ways:
1. Use short, easy
and familiar words.
2. Keep pronoun
references clear.
3. Avoid needless
jargon.
4. Avoid chichés (old phrases).
5. Avoid using
words that have more than one meaning.
·
Conciseness
Conciseness is saying in the fewest possible words without sacrificing
the other “C”
qualities. A concise message save
time, money and effort of both parties.
Shakespeare said: “brevity is the soul of wit.”
Southey said: ”if you want to me sharp be brief.”
We should be like a bee that takes out nectar from each flower.
Use instead
of
About with
regard to
If in
the event that
Experience past experience
Conciseness
comes in a message through these ways:
1. Include only
relevant material.
2. Make negative
positive.
3. Avoid needless
repetition.
4. Delete needless
prefaces.
5. Eliminate wordy
expressions.
·
Completeness
Our communication is complete when it contains all information the reader
needs. Completeness offers many benefits. Complete message bring the desired
result without the expenses of added messages. They can also build goodwill.
Communication comes in a
message through these ways:
1. Provide all
necessary information.
2. Answer all
question asked.
3. Give something
extra, when desirable.
4. Check five W’s:
What, when, Where, Who, why.
·
Consideration
Consideration means preparing a message with the receiver in mind. Try to
put yourself in his place. The sender is aware of the receiver’s desires,
problems, circumstances, emotions, and reactions. This is also called
“you-attitude.
Consideration comes in a message through these ways:
1. Focus on “you”
instead of “I” and “we”.
2. Show benefit to
the reader.
3. Emphasize positive,
pleasant facts.
·
Correctness
Correctness is the greatest quality of a message. Everything in the
letter should be correct. If a letter has other “C” qualities, but it is not
correct, it is useless. The appearance, information, grammar, spelling, punctuation,
and capitalization should be correct.
Correctness comes in a message through these ways:
1. Use the right
level of language.
2. Check the
accuracy of facts, figures, and words.
·
Courtesy
Where courtesy reigns, everyone gains. Courtesy costs nothing but it
brings much. Courtesy shows love and respect for the reader. Courtesy makes
life pleasant. A letter written in a courteous way seems to be smiling.
“please” and “thank you” are courteous
words. There must be sincerity behind courtesy.
Courtesy comes in a message through these ways:
1. Be honestly
tactful, thoughtful, and appreciative.
2. Use expressions
that show respect.
3. Choose nonsexist
language.
·
Concreteness
George M. Cohan said: “Don’t tell them-SHOW them!” Information writing shows as well as tells. Correctness
means choosing words that shows definitely what you mean. Concrete and specific
information is not only more informative, but also mire convincing. We have to
make the reader “see” himself.
Concreteness comes in a
message through these ways:
1. Choose vivid.
Image-building words.
2. Provide solid
numbers and statistics.
3. Put action in
your verbs.
4. Use words that
appeal to five senses.
(Touch, smell, sight, hearing, taste)
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