Principles of Communication

Contents
7 Cs of Communication Other General Principles of Communication Principles of Effective Writing Conclusion

7 Cs of CommuniCationFrancis J. Bergin
1. 2. 3. 4. 5. 6. 7.

Candid Clear Complete Concise Concrete Correct Courteous

1. CANDID

The message to be conveyed should be straight forward and frank. There should not be beating about the bush or conveying something that hinders the truth.

2. CLEAR

Clarity in expression is brought through the use of precise and concrete words.
a. After studying the market reports and other relevant data of different markets, we can infer that the share market is lucrative for investment. b. After studying the market, we recommend that investing in shares is profitable.

Use simple and short words than heavy and pompous words- terminate, fascination, interrogate,
domicile, profoundly. contd..

Prefer use of short sentences than long ones. Insert no more than one main idea into a sentence. Headings, tabulations, graphs, line charts, pie charts and different colours should be used in a creative way to improve the visual impact of the message. Use technical terms while communicating with the professionals.

3. COMPLETE

Provide answers to all the five W questionswho, what, why, when, where and along with it also answer How. Answer all stated and implied questions which may arise in the mind of the reader. Give some extra information in the relevant context.

4. CONCISE

Use single word substitutes instead of phrases. Ex- at the present time, due to the fact that,
will you kindly, keeping in view, etc.

Omit wordy expressions. Ex- I beg to state that I

am going, Allow me to say how useful your suggestions were.

Use single and simple words instead of using two words for conveying the same message. Ex- 9 am in the morning, In my personal
opinion, period of one month.

Contd..

Eliminate unnecessary prepositional phrases.

Ex- Wish to suggest, order for goods.

Include only relevant material related to the main purpose of the message. Avoid lengthy introductions and unnecessary explanations.

5. CONCRETE
Ex-The price of washing machine is very high.

Therefore Use specific facts and figures. Avoid using words that lead to uncertainty and confusion. Use active voice than passive voice.
Ex- The goods were received by us. (PV)

We received the goods. (AV)

6. CORRECT

Ensure that facts and figures are accurate and verify statistical data, totals, etc. Check whether grammar, punctuation and spelling are proper or not. Use the right level of language.

7. COURTEOUS

First, be in the right frame of mind. Use polite and respectful tone. Always thank the other person for his generosity and favour. Do not forget to use the word please for requesting something. Ensure that the other persons self respect is not hurt.

Other Principles of Communication

Create synergetic environment. Two way communication. Strengthen the communication flow. Proper Medias of communication. Encourage open communication. Appropriate Language. Effective Listening.

Principles of Effective Writing

Orientation towards the receiver 2. Use of short and simple vocabulary 3. Use of specific words to bring vitality and exactness for ex: Major losses- As early as possible-.
1.

4.

Use of action Verbs- achieved, executed, performed, generated, planned, presented, analysed, developed, supervised, implemented, etc.

5. Be brief 6. Use active voice instead of passive voice

You are requested to get the following arranged (PV) You are requested to arrange the following (AV)

7. Prefer short sentences to long, compound

and complex sentences. 8. Use of proper sentence structure

9. Do not use gender biased words

Chairman-Chairperson Spokesman-Spokesperson Policeman-Police officer

10. Flow should be cohesive and smooth flowing. 11. Consistency and continuity. 12. Linkages.

13. YOU-Attitude i. Talk about the receiver, not about yourself.

Lacks you-attitude: I have negotiated an agreement with Samsung Ltd that gives you a discount of 20% on their products. You attitude: As a privileged employee of our company you can get 20% discount when you buy products of Samsung.

ii. Do not talk about feelingsLacks You attitude: We feel immense pleasure to state that you will be extended credit upto Rs.1 crore. You attitude: With sanctioning of your loan, you can withdraw upto Rs.1 crore. Note: In situations like congratulations or condolence, emotions can be conveyed in the message. You attitude: I felt bad to know that your partner has expired. You attitude: Congratulations on your introduction of new product in the market.

iii. Use You more than I and We when it

includes the reader in positive situations.
Lacks you attitude: I shall clear your application for the loan on receipt of your documents. You attitude: Your application for the loan will be cleared on the receipt of your documents.

iv. Avoid you in negative situations.

Lacks you attitude: You failed to sign the document. You attitude: Your documents came to our office without your signature/ Your documents were not signed.

Conclusion
Communication is essential to business as blood is to human body because it ensures creative and conducive environment for the work, enhances every managerial function, enriches job satisfaction of different individuals and helps to formulate and implement strategies.

Thank You