The Seven C's of Business Communication

Submitted by: Arevalo, Maria Ysabel Diamante, Michaella

Submitted to: Prof. Velasco, Xavier

from BSTM 2- 2N

The Seven C’s of Business Communication

Lesson 2

Business communication is the sharing of information between people within an

enterprise that is performed for the commercial benefit of the organization. In addition, business

communication can also refer to how a company shares information to promote its product or services to potential consumers.

To compose an effective written messages q reader-focused writer should be guided by

certain principles for the writes has to consider what the message will mean to the audience

with its prime objective of providing information and to promote goodwill.

CONCISENESS

• Conciseness is simply using of few words, and not using extra or unnecessary information. Because few/ short words in writing generally tend to communicate better than long words because short words are familiar words. A heavy proportion of long words leaves an impression of difficulty, thereby, hindering communication.

CONCISENESSThe following are suggestions to achieve conciseness in your communication:

1. Use single word substitute instead of phrases whenever possible without changing meanings.

2. Use only essential words to get the message across to the reader3. Omit “which” and “that” clauses whenever possible4. Eliminate unnecessary prepositional phrases, determiners and

modifiers5. Omit repetitive wording, redundant pairs, and redundant

categories6. Replace wordy conventional statements with concise versions7. Change passive verb into active verbs

COMPLETENESS

Make sure that you include enough background for your readers to exactly get what you mean and that you came across as tactful and polite,

not terse and unfeeling.

COMPLETENESS

a) Provide all necessary informationAnswer the five W questions.

b) Answer all questions asked

c) Give something extra when desirable."Desirable" details wears essential.Use concrete or exact terms to make it complete but still concise

CONSIDERATION

Consideration means preparing every message with the message that the receivers have in mind. To be precise, try to put yourself in their place. It is not about “I” or “me” but about the reader.

As a business letter writer, you must be considerate, you do not lose your temper, you do not accuse and you do not make changes without facts.

CONSIDERATION

The following are suggestions to achieve consideration or the “you-attitude” in your letter.

1. Focus on “you” instead of “I” and “we”2. Take an interest in the reader; show how the reader will benefit3. Emphasize positive, pleasant facts/ a. Stress what you can do, not what you can not. b. Avoid negative words and phrases

CONCRETENESS

Good business communication is marked by words which from sharp and clear meaning in

the mind. These concrete words should be used in writing. They stand for things the reader can

feel, taste or smell.

CONCRETENESS

1. Use specific facts and figuresUse exact and precise statement or figures in place of general words to make your message more concrete

2. Put action into your verbsVerbs activate other words and make your sentences active and more convincing

a. Use the active voice When the subject performs the actions described by the verb, the verbs is in the active voice.

b. Put actions in the verbs not in nouns

3. Choose vivid, image building words.Use words that will make your messages forceful, vivid and specific are sensory appeals

Business writing uses fewer descriptives than does a magazine article or any other fictive writing.

a. Sensory-appealb. Comparisons

Use technical words with caution

In Business communication, it is important to understand the audience, so a business writer can choose the familiar and appropriate words.

CLARITY

Effective business writing is all about being CLEAR. The purpose of Clarity is exactly getting the meaning from your head into the head of your reader. Clarity is best

achieved through the right choice of precise, concrete and familiar words. Further, clearness is manifested through

the careful construction of sentences and paragraphs.

CLARITY

To achieve Clarity:

1. Choose precise, concrete and familiar words2. Construct effective sentences and paragraphs3. Use parallel constructions a. Construct consistent lists b. Watch Either or Neither c. Be certain that titles and names are consistent

4. Avoid using trite or hackneyed expressions

COURTESY

Courtesy does not only involve awareness of the perspective of others but also consideration of theirs feelings. No matter how offensive or

insulting a person to you, remember to respond professionally at all times and you are carrying

your companies name.

COURTESY

1. Be sincerely tactful, thoughtful and appreciative2. Use expressions that show respect a. Omit irritating expressions b. Omit questionable humor.

3. Choose non discriminatory expressions a. Sexist terms shouldn't be use b. Singular pronoun should be avoided c. Names When using names treat each gender with respect, use names in parallel forms

CORRECTNESS

In business writing, it is a must to be especially sensitive to grammar, punctuation, and

particularly misspellings. Be always sure to double-check if the recipients name is spelled

right.

CORRECTNESS

As applied to business messages, the term correctness also means the following characteristics:

1. Use the right level of Language2. Check accuracy of figures, facts and words3. Use the correct word4. Maintain acceptable writing mechanics

QUIZ TIME!!!

1. It is one of the seven c's of business communication wherein you need to provide all the necessary information.

2. It simply means using of few or short words, and not using extra or unnecessary information.

3. It is marked by which from sharp and clear meaning in mind.

4. It is the most important consideration in business communication.

5. The usage of exact and precise statement or figure in place of general word to make your message more concrete.

6. It purpose is to get the meaning from your head inti the head of the reader.

7. It is the act of being considerate to the feelings of others.

8. In courtesy when using name it should be in what form?

Answers!

1. Completeness

2. Conciseness

3. Good business communication

4. Audience

5. Concreteness

6. Clarity

7. Courteousness

8. Parallel form

Reference:

• http://www.businessdictionary.com/definition/business-communication.html

• LANGUAGE AT WORK: A GUIDE FOR EFFECTIVE BUSINESS WRITING BOOK