Business

Communications
LECTURE 2
PREPARED BY: AYEMA LODI
 1. 7Cs of Communication

Business 2. Components of Communication

Communication
& Technology
7Cs of Communication
Completen
ess

Correctne Concisene
ss ss

7Cs of
Communica
tion
Considerat
Courtesy
ion

Concreten
Clarity
ess
 Completeness or Clear
• A business message is complete when it contains all the facts the reader or listener needs for your
desired reaction.
• Characteristics of Complete message:
• Provide all necessary information - covers five W’s:
1. Who?
2. What?
3. When?
4. Where?
5. Why?
• Answer all questions asked
• Give some information extra, if desired

• Benefits:
• Complete message will bring desired results without the expense of additional message.
• It reduces the risk of misinterpretation and confusion.
 1-Completeness or Clear
•Example:
Hi John,

I wanted to write you a quick note about Daniel, who's working in your department. He's a
great asset, and I'd like to talk to you more about him when you have time.

Best Wishes,

Ali
 1-Completeness or Clear
• Reason:
• What is this email about?
• There can be multiple Daniels in John’s department
• The goal of the message is missing, what he wants to discuss about Daniel

Correct Version:

Hi John,

I wanted to write you a quick note about Danyal Khan, who's working in your department. In recent weeks, he
has helped the IT department through several pressing deadlines on his own time.

We've got a tough upgrade project due to run over the next three months, and his knowledge and skills would
prove invaluable. Could we please have his help with this work?

I'd appreciate speaking with you about this. When is it best to call you to discuss this further?

Best wishes,

Ali
 2-Conciseness
•Keep your message brief and to the point. Avoid unnecessary words and focus on the main idea.

•Characteristics of Concise message:

• Eliminate wordy expressions eg: Replace ‘At this time’ with ‘Now’ or ‘Due to the fact that’ with ‘Because’

• Include only relevant material: stick to the purpose of the message

• Avoid unnecessary repetition

•Benefits:
• Saves time for both the sender and the receiver by delivering the message quickly and efficiently
without unnecessary details.
 3-Consideration
•Take into account your audience’s perspective and tailor your message accordingly.
Understand their needs, interests, and potential reactions.

•Benefits: Builds a connection with your audience by addressing their needs and
perspectives, leading to better engagement and response.
 3-Consideration
• Characteristics of Considerate message:

• Two approaches: ‘I & We” or ‘You’ Attitude

• I or We-Attitude: We are delighted to share that ABC Corporation will be providing your students with free
Mathematics books.

• You-Attitude: This is to inform you that your students will receive free Mathematics books from ABC Corporation.

• Consideration is more than these two approaches, it's important to avoid using 'You-Attitude' when it may
come across as insensitive.

• Insensitive: You failed to enclose your cheque in the envelope.

• Considerate: The envelope we received did not have a cheque in it.

• Unpleasant Message vs Pleasant Message:

• Unpleasant Message: The proposal you shared regarding sponsoring ‘Career Fair’ has been rejected by our
management.

• Pleasant Message: After careful review, we regret to inform you that, due to budget constraints, we are unable to
 4-Concreteness
• Provide solid and specific details rather than vague or general information. This helps your audience
to grasp the message more clearly.

• Characteristics of Complete message:

• Use specific facts & figures

• Use Active Voice:

• Passive Voice: Grades of students will be sent to you by the school.

• Active Voice: The school will send students their grades.

• Benefits:
• Strengthens your message by providing clear and specific information, which helps in making your
communication more convincing and reliable.
 5-Clarity
•Be clear about your message and purpose. Avoid ambiguity and ensure that your
audience understands what you mean.

•Characteristics of Complete message:

• Choose precise, concrete, and familiar words

• Construct effective sentences & paragraph

•Benefits:
• Strengthens your message by providing clear and specific information, which helps in
making your communication more convincing and reliable.
 5-Clarity
•Example:
• Choose precise, concrete, and familiar words:
1. Being a magnificent lawyer, I am sure you will lend a helping hand to us.

2. As you are an excellent lawyer, I am sure you can help us.

• Construct effective sentences & paragraph

1. Being an excellent lawyer, I am sure you can help us.

2. As you are an excellent lawyer, I am sure you can help us.

 6-Courtesy
• Communicate respectfully and politely. Show empathy and be considerate of your audience’s feelings and
viewpoints.

• Characteristics of Complete message:

• Be sincere, tactful, thoughtful & appreciative:
• Bad Example: Clearly you did not read my email properly.

• Good Example: Perhaps you missed my email, so I am attaching it again for your reference.

• Use expressions that show respect: (avoid using: I do not agree, if you care, we don’t believe, you claimed that etc)

• Benefits:
• Promotes a positive and respectful communication environment, which can lead to better relationships and more
effective interactions.
 7-Correctness
•Ensure your message is free from errors and inaccuracies. This includes grammatical
errors, factual mistakes, and misinterpretations.

•Characteristics of Correctness message:

• Use the right level of language (use formal language rather than informal language eg:
replace ‘join’ with ‘participate’

• Check accuracy of figures, facts and words

•Benefits:
• Strengthens your message by providing clear and specific information, which helps in
making your communication more convincing and reliable.
Components of Effective
Communication

Feedba Conte
ck xt

Receiv
er Messa
decod ge
er

Sender
Mediu
encode
m
r
 Process of Effective Communication
1. Context: The environment or situation in which the communication takes place.

2. Message: The content or information that the sender wants to communicate.

3. Sender Encoder: The person or entity that initiates the message and the process of converting the message into
symbols, such as words, gestures, or images, that can be transmitted.

4. Medium: The medium through which the message is transmitted from the sender to the receiver.
Types:
• Verbal: Spoken words, either face-to-face or via phone, video calls, etc.
• Written: Text messages, emails, letters, reports, etc.
• Non-Verbal: Body language, facial expressions, gestures, etc.
• Visual: Images, diagrams, charts, etc.

5. Receiver Decoding: The person or entity for whom the message is intended. And the process by which the receiver
interprets and understands the encoded message.

6. Feedback: Reaction of the receiver

 Example of the Effective
Communication Process
Context: The project is urgent and critical for the company's success (context).

Message: The manager creates a detailed project plan (message).

Sender Encoding: A manager (sender) wants to inform their team about a new
project. And he writes an email (encoding) outlining the project details.

Medium: The email is sent via the company’s email system (medium).

Receiver Decoding: Team members (receivers) receive the email. And they
reads and interpret (decode) the email to understand the project requirements.

Feedback: Team members reply to the email with questions and confirmation
(feedback).