Wednesday, April 1, 2009

Completeness: The First C's of 7 C's of Effective Communication

Completeness offers various benefits. It helps in bringing out the desired results without extra cost
other number of messages. It also helps in building goodwill and a sense of concern for other party as
both the reader and sender may have different background, culture, viewpoint, needs and experience.

Completeness comprises of the following points to be kept in mind

a) Providing all necessary information:

It means to provide entire information keeping in mind the readers point of view for their better
understanding. It can be done by answering all WH questions i.e. who, what, when, where, why and
other essentials like how?

b) Answer All Questions Asked:

A reply or reaction to a incomplete reply is most likely to be unfavorable. Not answering all the
questions builds an image of being careless or trying to hide some weak spots, leading to question on
our tact’s and honesty.

c) Give Something Extra, When Desirable:

It refers to providing some extra information related to the question asked by the opposite party.
Giving a satisfactory reply is the main issue which would attract the opposite party for an interaction.
For example if a new member in your society wants to know about the place where the next meeting
will be held? So your reply should not only consist of the place where the meeting would be held it
should also consist of other information relevant to the meeting like at what time, where, when,
objective behind the meeting should be mentioned and an invitation to him in the end will make the
reader more eager to attend the meeting.

Example of Usage of Completeness for Effective Communication:

Incomplete letter to a new savings depositor:

Thank you for the confidence you have shown us by the account you recently opened. All our facilities
are at your disposal, and anytime we can be of service, please call on us. Our appreciation is best
expressed by our service being of to you.

Revised, complete letter to the new savings depositor:

Thank you for the confidence you have shown in us by opening the savings account. Our goal is to
make all our services available to you both helpful and pleasant.

Your account offers you the following benefits:

 YOUR PASSBOOK DEPOSITS EARN 7% interest compounded half-yearly

 BETTER-THEN-CHECKING facility helps you make online transactions and even 24 hour ATM
(Automatic Teller Machine)
You are most welcome to come in whenever we can assist you. Please consider this association as
your financial head-quarters for your savings and borrowing needs.

Waiting eagerly to see you in our premises

Wednesday, April 1, 2009 Conciseness: The second 7 c's of effective

communication’s
Conciseness refers to saying whatever we want in fewest in possible words without sacrificing the
other C qualities. A concise message saves time and expense for both sender and receiver.
Conciseness refers to elimination of unnecessary words and inclusion of interesting topics for the
recipients.

Conciseness comprises of following points to be kept in mind

a. Eliminating wordy expressions

It refers to replacing of long wordy expressions by shorter terms of same meaning and avoiding
overusing empty phrases and limiting the use of passive voice

Example:
Situation 1

 Wordy: At this time

 Concise: Now

Situation 2

 Wordy: She bought desk that are of executive type

 Concise: She bought executive-type desks

b. Include only relevant material

The effective message should not only omit unnecessary word expression but also irrelevant material.
It can be done in the following manner:

1. Stick to the purpose of the message.

2. Delete irrelevant words and rambling sentences
3. Avoid long introductions, unnecessary explanation, excessive adjective
4. Omit obvious information to the receiver

Example:

 Wordy: We hereby wish to let you know that our company is pleased with the confidence you
have reposed in us.
 Concise: We appreciate your confidence.

c. Avoid unnecessary repetition

Sometimes repetition is necessary for emphasis but when same thing is repeated two or three times
without any reason the message becomes wordy and boring. These can be done by sticking to the
following points.

 Use of shorter name i.e. for example if once you have mentioned Tomas College of Commerce
and Economics once, you can write Tom.com instead of such a long name in later.
  Use pronouns or acronyms or initials rather then repeating long names i.e. for example you
should write ICC instead of writing International Cricket Council again and again.
 Cut out all needless expressions and repetition of phrases of sentences

Getting the meaning from your head to the reader’s head accurately is the purpose of clarity. Of
course, you know it is not simple. We all carry around our own unique interpretations, ideas, thinking,
experiences associated with the words.

Clarity comprises of the following points:

a. Selection of precise, concrete and clear words

Clarity is achieved in part through a balance between precise words and familiar words.Defining the
above sentence, example, although it is appropriate to use technical terms and business jargon's in
professional institutions but they need to be avoided when communicating with a person who is not
acquainted with the terminology.

Example:

 Possibly unfamiliar: Assessed valuation; Familiar to the layperson: Property value for tax
purposes.
 Possibly unfamiliar: Charge to your principal(banking); Familiar to the layperson: Increase the
balance of your loan.
 Possibly unfamiliar: Buyouts; Familiar to the layperson: Purchase by other company.
 Possibly unfamiliar: People plying on skywalk; Familiar to the layperson: People moving on
over bridge

b. Constructing effective sentences and paragraphs

In this important characteristics to consider are length unity and coherence.

 Length: Generally short sentences are preferred, the suggested average sentence length
should be about 17-20 words, because longer sentence may cause lack of concentration in
sentence.
 Unity: In a sentence whether it is simple, compound or complex the link i.e. the unity matters
which means to have one main idea traveling through the entire conversation. Every
sentence or word must be closely related to each other.

c. Coherence

Coherence in sentences means the words should be correctly placed or arranged so that ideas clearly
reflect the intended meaning.

 Emphasis: It refers to the quality that gives force to important parts of the sentences and
paragraphs. The writer must know when and where the emphasis is required which helps in
making the letter more clear along with other C qualities.

Consideration: The Third 7 c's of Effective Communication’s

Consideration means preparing every message keeping the message receiver in mind; Being
considerate means you don’t loose your temper, you do not accuse or charge them without facts, in
other sense consideration covers other six C’s of effective communication
Consideration comprises of the following points to be kept in mind

a. Focusing on “you” instead of “I” and “we”

The message should focus on how message receivers will be benefited, what they would receive and
what they need to know should be emphasized. Many people have ideas of individual gain for better
standard of living.

Example:

 We-attitude: I am delighted to announce you that we will be extending our hours to make
shopping more convenient.
 You-attitude: You will be able to shop in evenings with the extended hours.

b. Showing audience benefits or interest in the receiver

If possible you must show how your receivers will benefit from whatever the message asks or
announces. Receiver will be more likely to react favorably and do what do you suggest if you show
that benefits are worth the effort and cost you are asking them.

c. Emphasize positive, pleasant facts

A third way to show consideration for your receivers is to accent the positive. This means stressing
what can be done instead of what cannot be done, and focusing onwards your recipient can consider
favorably.

Example:

Situation 1:

 Unpleasant: We don’t refund if the returned item is soiled or unsalable.

 Pleasant: We refund when the returned item is clean and resalable.

Situation 2:

 Unpleasant: When you travel on company expense, you will not receive approval for first class
fare.
 Pleasant: When you travel on company expense, your approved fare is for tourist class

Concreteness: The Forth 7 c's of Effective Communication’s

Concreteness refers to being more specific, definite, and vivid rather than and general and repetitive.
The main benefit of being concrete is obvious that the receiver knows exactly what is required or
desired. The other benefit of being concrete is that the reply might be in the same way that may be
interrupted by you as the receiver.

Concreteness comprises of the following points:

a. Using specific facts and figures

Whenever possible use specific, exact, precise statement or figure instead of general words which
helps in making your message more concrete.

Examples:

 General, Indefinite: She’s a brain; Concrete, Precise: Her percentage have increased from
84% in S.S.C to 88% in H.S.C
  General, Indefinite: Eastern Europe is making progress in obtaining investments; Concrete,
Precise: In 1990, investments in Eastern Europe were about US $30 million; today that
figure has increased by 12%.

But sometimes when you don’t know the exact figures and want to be concrete you can write as “half
the committee was present”

b. Put Action in your verbs

Verbs can bring your concreteness back to being alive and more dynamic. Use of verbs especially the
active verbs make your sentence more Specific, Personal and Concise. Even the passive verbs are
more useful sometimes when you want to avoid any personal or accusing comments.

Examples:

 “The Principal Has decided” is more specific then “A decision has been made”.
 “You will note” is both personal and specific than “It will be noted”.

c. Selection of more vivid and image-building words

This section refers to the use of language or words which are capable of creating an atmosphere in the
mind of the reader that he imagines himself, being, in that situation rather than using words which
would bounce over the gray matter. The inclusion of vivid words also helps in creating a scenario that
the writer or speaker has a wider scope of imagination instead having an image of sticking to the
basics.

Examples:

No Literal and dull More vivid and image-builder

 His work in group was exemplary He could be called the “The spark plug of the group”
 The results are very good this year and are expected to be very good next year.
 The results this year have been excellent and we expect them to touch the mountain in the
coming year.

Clarity: The Fifth 7 C's of Effective Communication’s

Getting the meaning from your head to the reader’s head accurately is the purpose of clarity. Of
course, you know it is not simple. We all carry around our own unique interpretations, ideas, thinking,
experiences associated with the words.

Clarity comprises of the following points:

a. Selection of precise, concrete and clear words

Clarity is achieved in part through a balance between precise words and familiar words. Defining the
above sentence, example, although it is appropriate to use technical terms and business jargon's in
professional institutions but they need to be avoided when communicating with a person who is not
acquainted with the terminology.

Example:

 Possibly unfamiliar: Assessed valuation; Familiar to the layperson: Property value for tax
purposes.
 Possibly unfamiliar: Charge to your principal(banking); Familiar to the layperson: Increase the
balance of your loan.
  Possibly unfamiliar: Buyouts; Familiar to the layperson: Purchase by other company.
 Possibly unfamiliar: People plying on skywalk; Familiar to the layperson: People moving on
over bridge

b. Constructing effective sentences and paragraphs

in these important characteristics to consider are length unity and coherence.

 Length: Generally short sentences are preferred, the suggested average sentence length
should be about 17-20 words, because longer sentence may cause lack of concentration in
sentence.
 Unity: In a sentence whether it is simple, compound or complex the link i.e. the unity matters
which means to have one main idea traveling through the entire conversation. Every
sentence or word must be closely related to each other.

c. Coherence

Coherence in sentences means the words should be correctly placed or arranged so that ideas clearly
reflect the intended meaning.

 Emphasis: It refers to the quality that gives force to important parts of the sentences and
paragraphs. The writer must know when and where the emphasis is required which helps in
making the letter more clear along with other C qualities.