Business communication 7C's

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BUSINESS COMMUNICATION

رابط کاروباری BY TRAINING & DEVELOPMENT OFFICER

Management System Development

Amna Industries (Pvt) Ltd.

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COMMUNICATION رابطہ

Communication is process of sending and receiving messages – sometimes through spoken or written words and some times through non-verbal means as a facial expressions , gestures or voice quality.


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BUSINESS COMMUNICATION رابط کاروباری

To compose effective written or oral messages, you must apply certain communication principles.

These principles provide guidelines for choice of content & style of presentation, adapted to the purpose & receiver of your message.

Called the seven C’s


THE SEVEN C’sنکات ساتھ C’sکے

1) Completeness 2) Conciseness3) Consideration4) Concreteness5) Clarity6) Courtesy7) Correctness

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1 )تکمیل

2 )اختصار

3 )غور

پن 4 )ٹھوس

5 )وضاحت

خوش 6) اخالقی

7 )درستی


COMPLETENESSتکمیل

Your business message is complete when it contains all the facts reader needs for the reaction you desire.

Completeness offers numerous benefits. First: Complete message are more likely to bring

the desired results without the expense of additional messages.

Second: They can do the better job of building goodwill. Last:1. Provide all necessary information2. Answer all questions asked3. Give something extra when desirable

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PROVIDE ALL NECESSARY INFORMATION

One way to help make your message complete is to answer the five W questions.

Example: To reserve a hotel banquet room for auditor.

1. (Who) Auditor Name2. (What) Specify the accommodation

needed3. (When) Date & Time 4. (Where) Company 5. (Why) Audit The five question method is especially useful

when you write Request, Announcements etc.

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CUSTOMER POINT OF VIEW

5 W’s• What To Buy ?• How Much To Buy ?• Where To Buy ?• When To Buy ?• How To Buy ?

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ANSWER ALL QUESTIONS ASKED

Whenever you reply to an inquiry try to answer all questions.

A prospective customer’s reaction to an incomplete reply is likely to be unfavorable.

The customer may think the respond is careless is purposely trying to conceal weak point

If you have no information on particular question, say so clearly

If you have unfavorable information in answer to certain questions, handle your reply with both tact & honest. 8


CONCISENESS مختصر

Conciseness is saying what you have to say in fewest possible words without sacrificing the other C qualities.

A concise message is complete without being wordy. مشتمل پر الفاظ زیادہ سے ضرورت

A concise message saves time & expenses for both sender & receiver. Examples: From the book. Include only relevant material. Avoid unnecessary repetition. 9


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Examples

1.When will you come?When will you come at home?I will come 12 midnight / 12 Noon12 midnight / 12 NoonMidnight / Noon2.What is your name?What’s your name?My name is Tariq.“Tariq”


CONSIDERATION

غور Consideration means preparing every message with

receivers in mind; Try to put yourself in their place & you must be aware

of their desires, emotions & probable reactions to your request. Expels 4rm Book

Focus on You instead of I This thoughtful consideration is also called “you

attitude”, or understanding of human nature. Show Audience Benefit in the Receiver To create considerate, audience-oriented messages,

focus on how message receivers will benefit, what they will receive & what they want or need to know. 11


CONCRETENESSپن ٹھوس

Communicating concretely means being specific روش`ن definite, & vivid ,مخص`وص اور ریقین، rather ̀پthan vague & general. عام اور واضح غیر

The benefits to business professionals of using concrete facts & figures are obvious:

Your receiver know exactly what is required or desired. Using concrete language has some additional

advantages. Concrete messages are more richly textured than general or vague messages.

Examples. Use Specific Facts & Figures Put Actions in Your Verbs

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EXAMPLE

ConcretenessCustomer Asked:Please send me your company address.Reply:HT/3 Landhi industrial area, Karachi, PakistanCustomer Asked:Pls. send me your company specificationReply:Sir we are manufacturing of Yarn and dyed FabricConclusion:Always write on a very solid ground. It should definitely create

good image as well.Management System Development

CLARITYوضاحت

Getting the meaning from your head into the head of your reader accurately – is the purpose of clarity.

Certainly you know it is not simple we all carry around our own unique interpretations, ideas, experiences associated with words.

Choose Precise, Concrete, & Familiar Words.

Clarity is achieved in part through precise & familiar language. When you use precise or concrete language you select exactly the right word to convey your message.

Familiar words as b/w 2 good friends, 14


EXAMPLE

Customer asked:Can you manufacture 300 bags in a day?Answered should be cleared like:Yes we can or No we can not

Conclusion:Always make your answer clear with every one.

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COURTESYاخالقی خوش

True courtesy involves being aware not only of the perspective of others, but also their feelings.

Courtesy stems from a sincere you attitude It is not merely to show politeness with

magnetized assertion of “please” & “thank you”., but it is politeness that grows out of respect & concern for others

For this one should need to be Sincerely tactful, thoughtful & appreciative. Use expressions that shows respect. Choose non-discriminatory expressions

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CORRECTNESS درستی

At the core of correctness is proper grammar, punctuation, & spelling.

However a message may be perfect grammatically & mechanically but still insult or a lose customer.

The term correctness as applied to business messages also means the following 3 characteristics.

1. Use the right level of language 2. Check accuracy of facts, figures &

words3. Maintain acceptable writing mechanics.

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Examples for Correctness

Suppose:Write a email,Please find the attachment of Scanned

copies of Presentation and reply to me on urgent basis after your reply we will follow up on it.


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END of 1st Session

Question / Answer Session: Shortly defined about Completeness? Shortly defined about Conciseness? Shortly defined about Consideration? Shortly defined about Concreteness? Shortly defined about Clarity? Shortly defined about courtesy? Shortly defined about Correctness?


TOPICS FOR NEXT SESSION

BARRIERS TO COMMUNICATION

VERBAL COMMUNICATION

NONVERBAL COMMUNICATION

ADVANTAGES OF ORAL COMMUNICATION

DISADVANTAGES OF ORAL COMMUNICATION

WRITTEN COMMUNICATION

ADVANTAGES OF WRITTEN COMMUNICATION

DISADVANTAGES OF WRITTEN

COMMUNICATION

20Management System Development

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THANKS FOR

YOUR TIME


Business communication 7C's

Business

Transcript of Business communication 7C's