Scribd
Upload
33 views

Chapter Three Second Part: The Seven C's O' Effective Communication

The document summarizes three specific ways to indicate consideration when communicating: focus on your audience using "you" instead of "I" and "we", show how your message will benefit the audience or address their interests, and emphasize positive rather than negative facts. It also discusses using concrete language with specific facts, active verbs, and vivid words to improve clarity and understanding. Courtesy in communication involves being tactful, thoughtful, sincere, and using respectful language without discrimination. Messages should also be factually correct with proper grammar, spelling, and punctuation.

Uploaded by

Sayed Waheedullah Mansoor
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
33 views

Chapter Three Second Part: The Seven C's O' Effective Communication

The document summarizes three specific ways to indicate consideration when communicating: focus on your audience using "you" instead of "I" and "we", show how your message will benefit the audience or address their interests, and emphasize positive rather than negative facts. It also discusses using concrete language with specific facts, active verbs, and vivid words to improve clarity and understanding. Courtesy in communication involves being tactful, thoughtful, sincere, and using respectful language without discrimination. Messages should also be factually correct with proper grammar, spelling, and punctuation.

Uploaded by

Sayed Waheedullah Mansoor
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 36

Chapter Three

Second part
The Seven C’s O’ Effective
Communication
3.Consideration

• Three specific ways to indicate consideration:

• Focus on “YOU” instead of “I” and “WE”


• Show audience benefit or interest in the
receiver
• Emphasize positive, pleasant facts
Focus on “YOU” instead of “I” and “WE”

• How your message will benefit your audience


• What your audience want or need to know
• Why are you sending a message to your
audience
You-Attitude

• Messages that use “YOU” can be


insensitive( ineffective) in negative situations.

• It can be insulting, tactless, untrue


accusations and threats, and sarcastic
Show Audience benefit or Interest
• Benefits must meet audience needs, address their
concerns or offer them rewards.
• Receivers will react favorably
Emphasize Positive, Pleasant Facts
Accent positive: Stressing what can be done instead of what cant
be done.
• Follow the words considered favorably.

Negative | Unpleasant: Positive | Pleasant:

• We can not pass the math • We have more time study


exams math to be passed
Examples
Negative | Unpleasant: Positive | Pleasant:

• It is impossible to appear • You can appear for the


for the terminal exam terminal examination when
unless you have you have your
authorization slip. authorization slips.

Negative | Unpleasant: Positive | Pleasant:

• We regret to inform you • We are pleased to hold


that we cannot hold your your meeting here only
meeting here because your when our objectives meet
objectives are against our yours.
policy.
3.Concreteness
Concretely means being specific, definite, and vivid rather
than vague and general.
Cont’d…

• Use specific facts and figures


• Put action in your verbs
• Choose vivid, image-building words
Use Specific Facts and Figures

• Be specific and definite not general


• Be vivid not vague
Vague, General and Indefinite: Vivid, Specific and
Definite:
• Kardan Institute of Higher
Education has made significant • Kardan Institute of Higher
progress since 2002. Education had 30 students
in 2002 while in 2010 it
had more than 7000
students.
Example
Vague, General and Indefinite: Vivid, Specific and Definite:

• She is a brain. • Her Grade Point Average


(GPA) was 4. 0 in her BBA
Course.

Vague, General and Indefinite: Vivid, Specific and Definite:

• The World Trade Center had a • The World Trade Center had a
great loss in Sep 11, 2001. fifty percent loss in September
11, 2001.
Put Action in Your Verbs
• Use dynamic sentences

• Use Active Voice rather than Passive Voice.

• Put actions in your verbs rather than nouns and


infinitives.
Use Active Voice

Active | Specific:
Administrator canceled the meeting.
Active | Personal:
You will invite him.
Passive | Dull:
A test was conducted by the lecturers.
The letters were sent to the ABC company.
4.Clarity

• Getting the meaning from your head into the


head of your read accurately
• It is not simple because every point is
interpreted differently.
• Have you used familiar words, short sentences?
• Have you presented only one idea in each
sentence?
Cont’d…
• Choose precise, concrete and familiar language
• Construct effective sentences and paragraphs
Choose precise, concrete and familiar
words

Precise and Concrete and Familiar Words:


Exact or right word to convey the message
Use the words familiar to your audience
and appropriate for the situation.
When you have the choice between long
and short word go for the shorter one that
your listener and reader get quickly.
Cont’d…
Familiar
Pretentious
• About • Circa (L)

• After • Subsequent

• Home • Domicile

• For example • e.g. (L)

• Pay • Remuneration

• Invoice • Statement for payment


Clarity

• Unfamiliar: After our perusal of pertinent data,


the conclusion is that a lucrative market exists
for the subject property.

• Familiar: The data we studied show that your


property is profitable and in high demand.
Construct effective sentences and
paragraphs

Length:

• Short sentences are preferred.

• 17-20 words in a sentence

• A sentence should not exceed 40 words.

• A sentence under 10 words results overly simple.


Cont’d…
Unity:

• Simple, compound and complex (Try to have one


idea in the sentences).

“His name is Ali .His father graduated from


Kabul University.”

“I like Jim, and the Eiffel Tower is in Paris.”


Cont’d…
Emphasis:

• Writers and speakers must decide what needs


emphasis and then choose correct sentence
structure. In Complex Sentences ,the most
important ideas shall be put in main clauses
• Italics, Graphs, Capitalization, Underlining,
Coloring
5.Courtesy

• Be sincerely tactful, thoughtful, and


appreciative
• Use expressions that show respect

• Choose nondiscriminatory words


Be sincerely tactful…

Tactless | Blunt: More Tactful:

• I rewrote that letter three • I am sorry the point was


times; the point was clear. not clear; here is another
version.

More Tactful:
Tactless | Blunt:
• Sometimes my wording is
• Clearly, you did not read not precise; let me try
my latest fax. again.

Tactless | Blunt: More Tactful:

• Stupid letter; I can’t • It is my understanding…


understand any of it.
Cont’d…

• Be sincere:
You gave wrong information to someone.
Later on you understood that you are
wrong. Immediately contact the person
and be sorry for what you have done.
People respect the honesty.
• Try to be very polite with easterners
because they like more polite approach
in both oral and written communication.
Cont’d…
• Use expressions that show respect
• Avoid irritating expressions particularly with you.

Irritating Expressions:
• You’re failure to our
• Simply nonsense
organization
• Surely you don’t
• You are incompetent
deserve
• You forgot to tell me
• Why have you ignored
• You claim that
• You don’t deserve
• You didn’t inform the
• Irresponsible
organization
Cont’d…

•Choose Nondiscriminatory
Expressions

•Equal treatment of people


regardless of gender, race, , region
and physical features.
Cont’d…
Gender Terms: “Man” Words

• Man is commonly used in compound nouns to refer to the


humanity in general
• But now it is thought that it refers to only male human-
beings.
• There are some neutral words that you can use to replace the
man-compound words.

Questionable: More Desirable:


• Freshman • First-year student, entering student
• Manpower • Workers, employees, work force
• Man-made • Manufactured, constructed
6.Courtesy

• Names:

• Whenever you use names, treat each gender with


respect.

• Ali Nabizada
7.Correctness
1. Have you checked all facts for correctness?

2. Have you spelled the reader’s name correctly?

3. Have you verified all numbers and amounts?

4. Is the appearance of letter effective? Is it clean and well


spaced?

5. Have you checked for spelling, grammar, punctuation.


Cont’d…

• It refers to proper grammar, punctuation, and


spelling.
• In addition to those it also means:
• Use the right level of language
• Check accuracy of figures, facts and words
• Maintain acceptable writing mechanics
Use the right level of Language
There are three levels of language:
1. Formal 2. Informal 3. Substandard

Formal: is associated with scholarly writing, legal documents,


top-level government agreements. (Formality in style is
demand)

Informal: is business writings. They are short, well-known


and conversational.
Cont’d…

More Formal: Less Formal:

• Participate • Join
• Procure • Get
• Utilize • Use
• Interrogate • Question
• Endeavor • Try
• Deem • Believe
Correctness (Cont’d)
Substandard Language:
Using incorrect words, grammar, faulty pronunciation.

Examples:
• I am knowing what you have said.
• We cheked the prodacts.

Substandard More Acceptable:


• Stoled
• • Stolen
Should of
• • Should have
Irregardless
• Regardles
Accuracy of Fact, Figures and Words
• Verify your statistical data
• Double check your totals
• Have someone else read your message.
Cont’d…
• Check for confusing words

• Among Between

• Accept Except

• Already All ready

• Farther Further

• Effect Affect

• Principle Principal

• Who Whom

• Afghan Afghani
•Thank you

You might also like