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Presentation Topic

Effective

Communication

s

7Cs

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Session

1TopicCompleteness

Presented by:

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Theseven Cs

When We talk about EffectiveCommunication one thing that comes in mind,what are the basic principles ofeffectivecommunication .

These principles tells us how your message

can becomes effective for your target group,These principles also tell about styleand

importanceof the message.

These principles commonly known as 7 Csof

effective communication.

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ec veCommunications

7 Cs1. Completeness2. Conciseness3. Consideration4. Concreteness5. Clarity6. Courtesy7. Correctness

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essCheck to be sure that your message is complete. Have youincluded all the information you need to ensure that the otherperson can do a complete job or make a reasonable decision?Every communication must be complete and adequate.

Incomplete messages keep the receiver guessing,create misunderstanding and delay actions.Every person should, therefore, be provided with all therequired facts and figures.For example, when factory supervisor instructs workersto produce, he must specify the exact size, shape,quality and cost of the product. Any assumptions behindthe messages should also be clarified.While answering a letter, all the questions raised in theletter must be replied.

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Necessaryinformation(5 Ws)

Completeness

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Answer all questions ifasked

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Completeness

Give some thing extra

if desirable

It refers to providing someextra information related tothe question asked by the

o osite art . Givin a

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Session

2Presented by:

Muhammad Rizwan

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Conciseness

Conciseness means : Wordiness

Convey the message by usingfewest word.

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Avoid Wordy

ExpressionWordy Concised

At this time Now

On a weekly basis Weekly

In due course Soon

Always try to use To the point Approach

in business scenario perspective.

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Include only relevantinformation

Stick to the purpose of message

Delete irrelevant words

Avoid long introduction,unnecessary explanation etc.

Get to the important pointconcisely.

A id

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Avoid un-necessaryRepetition

Some times repetition is necessary forfocusing some special issue.

But when the same thing is said with out twoor three reasons, the message become wordyand boring.

Thats why try to avoid Un-necessaryrepetition.

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Some ways to eliminateunnecessary words

Use shorter name after you have mentionedthe long once. e.g.

Spectrum communications Private limited use

spectrum.Use pronouns or initials E.g.

Instead ofworld trade organization use WTOor You can use IT for Information Technology.

( keeping in views that receiver knows aboutthese terms)

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Session

3Presented by:

M. Imran

C id t

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Consideration

Consideration means To consider thereceivers Interest/Intention.

It is very important in effectivecommunication while writing a message youshould always keep in mind your target group

consideration is very important C amongall the seven Cs.

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Precautions for sender

1st Do not loose temper

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Precautions for

sender(cont)2nd Do not accuse other

3rd Do not charge others with out facts

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Three specific ways to

indicate considerationi-Focus on you instead ofI or We

ii-Show audience benefit or interest.

iii-Emphasize positive, Use pleasant behavior.

Using you help you, but over use lead anegative reaction.

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i-Focus on you instead ofIor We

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Always write a message in such a way howaudience should be benefited from it. e.g.

We attitudeI am delighted to announce that we will extendto make shopping more.

You attitude

You will be able to shop in the evening with theextended hours.

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ii-Show audience benefit

or interest.

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iii-Emphasize positive,Use pleasant behavior.

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Session

4Presented by:

Qasir Abbas

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4) Concreteness

It means that message should be specificinstead ofgeneral. Misunderstanding ofwords creates problems for both parties

(sender and receiver).when you talk to your client always use

facts and figures instead of generic orirrelevant information.

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The following guidelines should help you toachieve the Concreteness.

i- use specific facts and figures

ii-choose image building words

e.g

General

He is very intelligent student of class andstood first in the class.

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Concrete

Alis GPA in B.Sc Electrical Engineering 2k3-fsession was 3.95/4.0, he stood first in his

class.Always write on a very solid ground. Itshould definitely create good image as well.

i

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Session

5Presented by:

Yasir Mehmood

Topic:

Clarity

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Clarity

Clarity mean perception orunderstanding

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If you have a choice between long words andshorter one, always use shorter one.

You should try your level best to usefamiliar/easy to understand words.

Always choose familiar and easy words.

Familiar and

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Familiar andunfamiliar words

Familiar Unfamiliar

1-After Subsequent

2-Home Domicile

3-For example e.g.

4-Pay Remuneration

5-Invoice Statement for payments

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Clear Unclear

S i

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Session

6Presented by:

Waqas-ul-Hassan

TopicCourtesy

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Courtesy

Means to treat some one with politeness

Courtesy is more important andadvantageous in the business writingthat it is face to face communicationand conversation.

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Courtesy

it is not merely politeness with mechanicalinsertions ofplease and Thank you .

Although Appling socially accepted mannersis a form of courtesy .

rather, it is politeness that grow out respect

and concern for others.Courteous communication generate a specialtone in their writing and speaking.

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How to generate a

Courteous Tone ?The following are suggestions for generating acourteous tone:

Be sincerely tactful, thoughtful andappreciative.

Use expressions that show respect for theothers

Choose nondiscriminatory expressions

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How to generate a

Courteous Tone ?Be sincerely Tactful, Thoughtful andAppreciative

Though few people are intentionally abrupt orblunt, these negative traits are common causeof discourtesy.

avoid expression like those in the left handcolumn below; rephrase them as shown in the

right-hand column

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Tactless, Blunt More Tactful

Stupid letter; I cant understand I should understand it, as thereis no confusing word in thisletter, could you please explainit once again ..?

Its your fault, you did notproperly read my latest FAX

Sometimes my wording is notprecise; let me try again

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Dont use questionable hummer

is it fun

is it joke

Dont use gender discrimination.

Freshman Fresh Person

man made hand made

men power workers

S i

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Session

7Presented by:

Umar Javed

Topic:

Correctness

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CORRECTNESS

Definition: Thestateorqualityofbeingcorrect;as,thecorrectnessofopinionsorofmanners; correctnessoftaste;

correctnessinwritingorspeaking;thecorrectnessofatextorcopy.

http://ardictionary.com/The/2611http://ardictionary.com/State/14594http://ardictionary.com/Or/1924http://ardictionary.com/Quality/247http://ardictionary.com/Of/869http://ardictionary.com/Being/1878http://ardictionary.com/Correct/12599http://ardictionary.com/As/9128http://ardictionary.com/The/2611http://ardictionary.com/Correctness/12621http://ardictionary.com/Of/869http://ardictionary.com/Or/1924http://ardictionary.com/Of/869http://ardictionary.com/Correctness/12621http://ardictionary.com/Of/869http://ardictionary.com/Taste/984http://ardictionary.com/Correctness/12621http://ardictionary.com/In/1915http://ardictionary.com/Writing/4240http://ardictionary.com/Or/1924http://ardictionary.com/Speaking/11984http://ardictionary.com/The/2611http://ardictionary.com/Correctness/12621http://ardictionary.com/Of/869http://ardictionary.com/A/1http://ardictionary.com/Text/2467http://ardictionary.com/Or/1924http://ardictionary.com/Copy/12152http://ardictionary.com/Copy/12152http://ardictionary.com/Or/1924http://ardictionary.com/Text/2467http://ardictionary.com/A/1http://ardictionary.com/Of/869http://ardictionary.com/Correctness/12621http://ardictionary.com/The/2611http://ardictionary.com/Speaking/11984http://ardictionary.com/Or/1924http://ardictionary.com/Writing/4240http://ardictionary.com/In/1915http://ardictionary.com/Correctness/12621http://ardictionary.com/Taste/984http://ardictionary.com/Of/869http://ardictionary.com/Correctness/12621http://ardictionary.com/Of/869http://ardictionary.com/Or/1924http://ardictionary.com/Of/869http://ardictionary.com/Correctness/12621http://ardictionary.com/The/2611http://ardictionary.com/As/9128http://ardictionary.com/Correct/12599http://ardictionary.com/Being/1878http://ardictionary.com/Of/869http://ardictionary.com/Quality/247http://ardictionary.com/Or/1924http://ardictionary.com/State/14594http://ardictionary.com/The/2611

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CORRECTNESS IN BUSINCOMMUINICATIONAt the core of correctness is proper grammar,punctuation and spelling.

however, message must be perfectgrammatically and mechanically

. The term correctness, as applied to businessmessages also mean three characteristics

o Use the right level of languageo Check the accuracy of figures, facts and words

o Maintain acceptable writing mechanics

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we suggest that there are two level of language

1. formal

2. informalTake a quick guess: what kind of writing is

associated with each level? What is thestyle of each?

Use the right Level of

Language

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Formal writing is often associated with scholarly

writing:, scholarly articles legal documents, top-level government agreements and othermaterial where formality is demanded.

Informal writing is more characteristic ofbusiness writing. Here you use words that areshort, well-known and conversational as in thiscomparison list:

More Formal less formal

Participate Join

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.Compare the following pairs of sentences anddiscover the correctness in the second

sentence1. This document has to be signed with

ink.

This document has to be signed in ink.(correctness related to grammar)

2. There is no difficulty to try newavenues of business.

There is no difficulty in trying newavenues of business. (correctnessrelated to grammar)

3. He is an imminent lawyer.

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5. They arent capable of solving theproblem.

They are not capable of solving theproblem.(correctness related tosubstandard language in the firstsentence)

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