EFFECTIVE COMMUNICATIONStrategies & types

PRINCIPLES OF EFFECTIVE COMMUNICATION

7C’s of communication:

• Courtesy/ consideration

• Clarity

• Correctness

• Concreteness

• Credibility

• Completeness and consistency

• Conciseness

PRINCIPLES OF EFFECTIVE COMMUNICATION

4S’s

Shortness

Simplicity

Strength

Sincerity

RELEVANCE OF C’S

Courtesy and consideration

Clarity

Credibility

Correctness

Completeness &consistency

Concreteness

Conciseness

Improves relationship

Makes comprehension

better

Builds trust

Builds confidence

Introduces stability

Reinforces confidence

Saves time

C’s Relevance

RELEVANCE OF S’S

S’s

Shortness

Simplicity

Strength

Sincerity

Relevance

Economizes

Impresses

Convinces

Appeals

CORRECTNESS

The following principles should be borne in mind to be correct:

Use the correct level of language

Include only facts words and figures

Maintain acceptable writing mechanics

Apply the following qualities

There should be proper grammar punctuation

spelling and paragraphing

CONCISENESS

Business executives are dead-busy. They don’t have time to go through unnecessarily lengthy messages. The writer is also a loser if he writes wordy messages because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible.

Eliminate wordy Expressions.

Include only relevant material.

Avoided unnecessary Repetition.

CLARITY

Clarity demands that the business message should be correct concise complete concrete and with consideration.

Use the right level of language

Proper punctuation make the writing clear

Check accuracy of fact figure & words

COMPLETENESS

The message should be complete to bring desirable results. It should include everything the reader needs for the reaction you desire. You must know what information our reader wants or needs You should be able to know the reader’s background viewpoint needs attitudes and emotions.

Provide all necessary information.

Answer all questions asked.

Give something extra, when desirable.

CONCRETENESS

The business writing should be specific definite unambiguous and vivid rather than vague and general The following guidelines lead to concreteness.

Use specific facts and figures

Put action in your verb

Choose vivid image building words

CONSIDERATION

Consideration refers to you attitude sympathy the human touch and understanding of human nature. Consideration means the message with the receiver in mind. You should try to visualize your readers their desires problems emotions circumstances and possible reaction to your request.

Focus on you instead I & We

Show reader benefit or interest in reader

Emphasize

COURTESY

Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous message strengthen present relations and make new friends. It is a goodwill building.

Answer your mail promptly

Be sincerely tactful thoughtful and appreciative

Use expressions that show respect

EXAMPLE OF CONCISENESSWordy

At this time

Date of the policy

In most cases

In order to

In some cases

Due to the fact that

For the reason that

From the point of view of

Concise

Now

Policy date

Usually

To

Sometimes

Because

Because

as

CONCISENESS CONTD…

In due course

At this time

On a weekly basis

In spite of the fact that

Until such time as

Meet together

Soon

Now

Weekly

Although

Until

Meet

wordy

We hereby wish to

let you know that

we fully appreciate

the confidence you

have reposed in us.

(18 words)

concise

We appreciate your

confidence in us. (6

words)

EXERCISE

Cut our all the needless repetition of phrases and sentences:

Will you ship us sometime, anytime during

the month of October, or even November, if

you are rushed, for November would suit us

just as well, in fact a little better, 300 of the

regular 3 by 5 inch blue felt armbands with

white sewn letters in the center. (49 letters)

SOLUTION TO EXERCISE

Please ship parcel post , before the end of

November, 300 regular 3 by 5 inch blue felt

armbands with white sewn letters at the

center. (25 words)

We-attitude

I want to send my

congratulations for…

We pay 8% interest

on…

You-attitude

Congratulations to you

on your…

You earn 8% interest

on…

WE-ATTITUDE VRS YOU-ATTITUDE

May I take this opportunity to express my

thanks for the account you really opened

with our store. We are pleased to furnish a

wide variety of products for the home or

individual customers.

Thank you for the account you really opened

at Homeland. Serving you with your needs

for clothing and home furnishings is a

pleasure.

Passive words

Tests were made by us

A full report will be sent

to you by the supervisor.

These figures are checked

by the research

department.

Active words

We made tests.

The supervisor will send

you the full report.

The research department

checks these figures.

CHOOSE VIVID IMAGE-BUILDING WORDS

Colourless

The camera has a

system that gives

you good pictures.

Vivid

The SONY camera

has a UNIQUELY

precisely metering

system that assures

you PROPERLY

exposed, true-

colour pictures.

EXAMPLE OF CONSIDERATIONTactless

Your letter is not

clear at all; I can’t

understand it.

Obviously, if you

had read your policy

carefully, you would

be able to answer

these questions

yourself.

Tactful

If I understand your

letter correctly…

Sometimes, policy

wording is a little

hard to understand.

I am glad to clear up

these questions for

you.

Formal

Anticipate

Endeavour

Interrogate

Utilize

Informal

Expect

Try

Ask

Use

CONSIDERATION EXAMPLES

Negative expressions Anxious Confuses Destroyed Disgusted Failure I hate Insulted Stressed Painful Lost

Transforms into… A little concerned, expectant Curious Setback Surprised Learning I prefer Misunderstood Busy Uncomfortable Searching