7 C’s in Business Communication
There are seven C’s in Business Communication which are also known as the guiding principles of communication. The seven C’s are clarity, completeness, courtesy, correctness, conciseness, consideration and concreteness. These are explained below:
Clarity: A message should be absolutely clear so that the receiver can understand what the sender wants to convey. The sender always expects that the receiver interprets the message with the same meaning. For this, the sender should make the message free from ambiguity and vagueness. The following guidelines are offered to make a message clear:
- Selecting short, familiar and easy words.
- Selecting conversational words instead of poetic ones.
- Constructing effective sentences and paragraphs.
- Achieving appropriate readability.
- Giving examples, illustrations and other visual aids when desirable.
- Avoiding technical words and jargons.
Completeness: The sender must send a complete message. A complete message contains all the necessary facts that the reader’s needs for understanding. Completeness of message is very essential to make communication effective. Incomplete message irritates the reader.
Conciseness: A message should be as concise as possible. Conciseness means saying what the sender has to say in the fewest possible word. It saves time for both sender and receiver. However, Conciseness must not be attained at the cost of the principle of completeness. The Mewls suggestions should be kept in mind to achieve conciseness:
- Eliminating wordy expression
- Including only relevant facts
- Avoiding unnecessary repetition
- Organizing message well.
Concreteness: Concreteness means be specific, definite and vivid rather than vague and general. The following guidelines can help to write concrete message.
- Using specific facts and figures.
- Using verbs that indicate action.
- Choosing vivid, image building words.
Courtesy: Sender should maintain desired level of courtesy for the receiver. Courteous messages help to strengthen present business friendships as well as make new friends. There is a popular saying that “courtesy costs nothing but gains more”. Sender should always keep this in mind. To be courteous, the communicator has to follow the following guidelines:
- Be sincere, tactful, thoughtful, and appreciative
- Avoiding expressions that irritate or hurt the receiver
- Responding quickly
- Seeking apology sincerely for any omission
- Thanking generously for a favor
Correctness: The principle of correctness comprises more than proper grammar, punctuation and spelling. The term correctness means the writer should consider the followings:
- Using the right form of language (formal /informal)
- Checking the accuracy of figures, facts and words before transmitting them
- Sending the message the right time
Consideration: Consideration means that the sender prepares every message keeping the receiver in mind. Here the sender should consider the desires, problems, circumstances, minions and probable reactions of the recipient. The following guideline can ensure consideration
- Focusing on ‘you’ instead of me and us. For example, for collecting deposits, a bank can advertise at “get the maximum return on your savings”; Grameen Phone gives advertisement slimy “Whatever may be the distance, always remain in touch.” All these advertisements focus on readers’ benefits.
- Showing reader’s benefit
- Emphasizing on pleasant, positive facts
- Applying integrity and ethics.