THE COMMUNICATION TOOL KIT THE 7 C’s

COMPLETENESS MUST ANSWER ALL 5 W’s AND THE HOW MUST ANSWER ALL QUERIES – STATED & IMPLIED ADDITIONAL INFO. IF NEEDED

CONCISENESS FEWEST POSSIBLE WORDS ELIMINATE WORDY EXPRESSIONS. - Due to the fact that = ???? Avoid passive voice ABBREVIATIONS EXCESSIVE ADJECTIVES – NO NO NEEDLESS REPETITION

CONCISENESS Wordy: We use bags which are made of polythene. Examples: Wordy: We use bags which are made of polythene. Concise: We use polythene bags Wordy: The reports are to be submitted by employees prior to 5:00, at which time they will be received by Mr. Jaffer. Concise: Please submit your reports to Mr. Jaffer by 5:00.

CONCISENESS Examples: 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. Wordy: In due course of time. Concise: Soon

CONSIDERATION Consideration means preparing every message while keeping the receiver(s) in mind.

CONSIDERATION Guidelines: Focus on “you” instead of “I” and “We”. Show receiver-benefit wherever possible. Emphasize the positive and de-emphasize the negative

CONSIDERATION We-Attitude: Examples: We-Attitude: I am delighted to announce that we will be extending our hours to make shopping more convenient. You-Attitude: You will be able to shop evenings with the extended hours.

CONSIDERATION We Attitude We offer a wide range of colors & designs in curtains & carpets You Attitude You can have a wide range of colors & designs in curtains & carpets

CONSIDERATION Emphasizing the negative We do not offer discounts on purchase of less than PKR 5,000. Emphasizing the positive We offer discounts on purchases of PKR 5,000 and above.

CONSIDERATION Emphasizing the negative A penalty of PKR 100/day shall be levied on late payments Showing Receiver-benefit Pay on time and avoid a penalty of PKR 100/day.

CONCRETENESS

CONCRETENESS Communicating concretely means being specific, definite, and vivid rather than vague and general. Guidelines: Use specific facts and figures. Put action in your verbs. Choose vivid, image-building words.

CONCRETENESS Examples: Vague, General, Indefinite: Student GMAT scores were higher in 2007 as compared to 2006. Concrete, Precise: In 2006 the GMAT scores averaged 600; by 2007 they had risen to 610.

CONCRETENESS Examples: Vague, 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%.

CONCRETENESS Examples: Vague, General, Indefinite: She’s a very good student. Concrete, Precise: Her grade-point average in 2006 was 3.9 on a four-point scale.

CONCRETENESS Putting action in nouns The audit team performed a thorough inspection of all files. Putting action in verbs The audit team inspected all files thoroughly.

CONCRETENESS Drab & dull We are offering discounts on clothes and shoes for children and kitchen appliances. Vivid Exciting offer for kiddies and mothers: Come & experience the amazing discounts on children’s clothes, shoes and kitchen appliances.

CLARITY Getting the meaning of the message across to the reader accurately is the purpose of clarity.

CLARITY Guidelines: Choose precise, concrete and familiar words. Insert no more than one main idea into a sentence. Construct effective paragraphs.

CLARITY Examples: Unclear: Being an excellent lawyer, I am sure you can help us. Clear: Being an excellent lawyer, you can surely help us. OR Clear: As you are an excellent lawyer, I am sure you can help us.

CLARITY Examples: Unclear: His report was about managers, broken down by age and gender. Clear: His report focused on age and gender of managers. Clear: His report about managers focused on age and gender.

USE COMMON LANGUAGE “ I WOULD NEVER WRITE ‘METROPOLIS’ WHEN I GET PAID THE SAME FOR WRITING ‘CITY.’” (SWIFT)

CORRECTNESS ACCURACY OF FIGURES, FACTS & WORDS CORRECT GRAMMAR, SPELLING,PUNCTUATION

CORRECTNESS At the core of correctness is proper grammar, punctuation, and spelling. Guidelines: Edit Proof-read Re-write

COURTSEY

COURTESY True courtesy involves being aware not only of the perspective of others, but also their feelings. Guidelines: Be sincerely tactful, thoughtful and appreciative. Use expressions that show respect. Choose nondiscriminatory expressions.

COURTESY Examples: Tactless, blunt: You should have logged off before shutting down the system. More tactful: It’s better to log off before shutting down the system. OR Next time, please remember to log off before shutting down the system.

COURTESY Examples: Tactless, blunt: Clearly, you did not read my latest fax. More tactful: Maybe I did not make myself clear in my last fax, let me try again.

ASSIGNMENT YOU ARE THE PRESIDENT OF THE ‘STUDENT ACTIVITIES COUNCIL.’ ON ONE HAND YOU ARE UNDER PRESSURE TO ORGANIZE A SINGING COMPETITION AT THE CAMPUS, AND ON THE OTHER THE BUDGET IS NOT ENOUGH. YOU DECIDE TO RAISE FUNDS FOR THE ACTIVITY BY SPONSORSHIP

THE JOB WRITE A LETTER TO THE PROSPECTIVE SPONSOR ASKING THEM TO DONATE AN AMOUNT OF Rs. 50, 000/- USE THE 7 C’s OF COMMUNICATION