There are the seven basic principles of effective communication. The words representing their principles begin with the letter C.
COMPLETENESS:
It means that the message must be complete in all respects. Keep the following guidelines in mind.
- Provide all necessary information.
- Answer all questions asked.
- Give something extra, when desirable
Provide All Necessary Information
Check your message and make sure you have provided all the information the reader needs for through, accurate understanding. Answers the five W questions—who, what, when, where, why—and any other essentials, such as how. Suppose we need a car on rent, then we must make clear that:
- You must have to include who needs the car.
- What model brand we want.
- Here it is to be made clear when we need the car. Exact date and time must be there.
- Here we have to clearly state where the car is to be concaved received. The exact address must be given.
- It is also be stated why we need the car. Here we can describe the event for which we want to rent the car.
- We are also to express how the receiver of the message is to deliver the car or how we will receive it.
Answer All Questions Asked
Look the questions: some may even appear buried within a paragraph. Locate them and then answer precisely.
Give Something Extra, When Desirable
The words "when desirable", in the above heading are essential. Sometimes you must do more than answer the customer's specific questions, because they might not clear about their desires or their questions may be inadequate.
CONCISENESS:
Conciseness is saying what you have to say in the fewest possible words. Observe the following suggestions:
- Eliminate wordy expressions.
- Include only relevant material.
- Avoid unnecessary repetition.
Eliminate Wordy Expressions
- Use single-word substitutes instead of phrases.
Wordy: At this time
Concise: Now
Wordy: Due to the fact that
Concise: Because
- Use abbreviations.
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Include Only Relevant Martial
The message should contain only relevant material so that the receiver may have his focus on the particular effects which are intended to be concaved. Observe the following suggestions:
- Stick to the purpose of message.
- Delete irrelevant words.
- Omit information obvious to the receiver.
- Avoid long introductions and unnecessary explanations.
Avoid Unnecessary Repetition
The ideas once expressed must not be repeated. It creates a bad impression and your receivers may take it ill.
CONSIDERATION:
It means that our message must be prepared considering the essential facts. Three specific ways to indicate consideration are:
- Focus on "you" instead of "I" and "we."
- Show audience benefit.
- Emphasize positive, pleasant facts.
Focus on "You" Instead of "I" and "We"
The focus must on You instead of I or We. Creating a you attitude may required avoiding telling others how they feel, assuming you know their needs.
Show Audience Benefit
Readers may react positively when benefits are shown them, so show their benefits whenever possible and true.
Emphasize Positive, Pleasant Facts
The emphasis must be put on positive and pleasant facts. We should tell the receiver what we can do for him instead of what we can not do for him.
CONCRETENESS:
It means that the message must appear in solid form. The following guidelines should help you compose, concrete messages.
- Use specific facts and figures.
- Put action in your verbs.
- Choose image-building words.
Use Specific Facts and Figures
All the necessary data to support the message must be included so that the message may appear effect.
Put Action in Your Verbs
The action should not be nouns or infinitives. The action must be in your verbs.
Action in Nouns: Jamaldin is the guard of this building.
Action in Infinitives: Jamaldin's duty is to guard this building.
Action in Verbs: Jamaldin guard's this building.
Use Image-Building Words
Choose image building words. Such words must be use as they may create a strong image in the eyes of the receiver.
CLARITY:
It means that the message must be clear, and then the receiver will not be confused to understand it. Followings are the points to make the message clear.
- Choose familiar words.
- Construct effective sentences and paragraphs.
Choose Familiar Words
When in doubt, use more familiar words; audience will understand them better.
Unfamiliar: subsequent
Familiar: after
Unfamiliar: remuneration
Familiar: pay
Construct Effective Sentences and Paragraphs
Your each single sentence should convey a single idea.
Unclear: The fox is a claver animal and my brother studies in UK.
Clear: I go to college and study my books.
COURTESY:
The courtesy involves being aware not only of the perspective of others, but also their feelings.
- Be sincerely tactful, and appreciative.
- Use expressions that show respect.
- Choose nondiscriminatory expressions.
Be Sincerely Tactful, and Appreciative
Avoid expressions like those are tactless or blunt.
Tactless: Stupid letter; I can't understand any of it.
Tactful: It's my understanding that I am not able to understand this letter.
Use Expressions That Show Respect
No reader wants to receive message that offend. Always treat reader with respect and honor and do not make humor of him.
Choose Nondiscriminatory Expressions
Use nondiscriminatory language that reflects equal treatment of people regardless of gender, race, ethnic origin, and physical features.
CORRECTNESS:
It means that the message must be correct. Followings are the points to make the message correct in all respects.
- Use the right level of language.
- Check accuracy of figures, facts, and words.
- Maintain acceptable writing mechanics.
Use the Right Level of Language
There are three levels of language; formal, informal, and substandard.
Formal writing is often associated with scholarly writing, legal documents and top-level government agreements.
Informal writing is more characteristics of business writing.
Substandard language uses incorrect words, incorrect grammar, and faulty pronunciation, so avoid it.
Check Accuracy of Figures, Facts, and Words
Verify your statistical data, totals. Have someone else read your message if the topic involves data.
Maintain Acceptable Writing Mechanics
Be careful to the mechanical part of every written document. Various packages available for computers, both grammar-checks and spell-checks have made your editing tasks easier.
