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Cha 3

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13 views

Cha 3

Uploaded by

Gizaw Belay
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Chapter Three

PRINCIPLES OF EFFECTIVE COMMUNICATION


 Principles of communications are the general guidelines that are
so important for existence of effective communications.
 To compose effective messages you need to apply
communication principles.
 These principles tie in closely with the basic concepts of the
communication process and are important for both written and
oral communications.
 They provide guidelines for choice of content and style of
presentation adapted to the purpose and receiver of your
messages.
These principles called “seven C’ s”. These are:
1. Completeness

2. Conciseness

3. Consideration

4. Concreteness

5. Clarity

6. Courtesy, and

7. Correctness
1. COMPLETENESS
 The message must bear all the necessary information to bring
the response you desire. The sender should answer all the
questions. Include anything that is of your reader’s benefit.
 In order to achieve completeness in your communication:
 Answer all questions that are asked
 Give something extra, when desirable
 Check the five Ws questions these are Who, What, When, Where,
Why and other essential such as How
2. CONCISENESS
 Means “convey the message by using fewest words without
affecting the meaning of the message’’.
 Is the prerequisite to effective business communication.
 A concise message saves the time and expenses for both the
parties.
 Using brief and to the point sentences, including relevant material
makes the message concise.
 Achieving conciseness does not mean to losing completeness of
message.
 To achieve conciseness in your message:
 Eliminate wordy expressions
-Use single word, simple present tense and active voice rather than
passive.
 Include only relevant statements
-Be focused
-Prune & avoid long explanations
 Avoid unnecessary repetitions
-Use short forms
-Use pronouns and abbreviations (acronyms)
3. CONSIDERATION
 Consideration is considering the receiver’s Interest/Intention.
 It is very important in effective communication while writing a
message you should always keep in mind your target group.
 It is very important “C” among all the seven C’s.
 It demands to put oneself in the place of receiver while composing
a message.
 It refers to the use of your attitude, emphases positive pleasant
facts, visualizing reader’s problems, desires, emotions and his
response.
 The following mechanisms help us to achieve consideration
principles of the communication.
 Focus on YOU instead of I & WE
 Show reader benefit & interest
 Emphasize positive& pleasant facts
 Apply integrity & ethics
4. CONCRETENESS
 It means that message should be specific instead of general.
 When you talk to your client always use facts and figures
instead of generic or irrelevant information.
 The following mechanism helps to make your communication
or message concrete.
 Use specific facts and figures
 Put action into verbs
 Choose vivid image building words by comparison &
figurative language
5. CLARITY
 Clarity demands the use of simple language and easy
sentence structure in composing the message.
 You should always choose precise, familiar and easy words.
 Implement the following mechanism to achieve clarity:
 Choose short, familiar & conversational words.
 Construct effective sentences and paragraphs.
 Include examples, illustrations & visual aids when it is desirable.
6. COURTESY
 In business, almost everything starts and ends in courtesy.
 Courtesy means not only thinking about receiver but also
valuing his feelings.
 To achieve Courtesy to your message:

Be sincere , tactful, thoughtful and appreciative


Omit expressions that hurt , irritate, or insult
Choose nondiscriminatory expressions
7. CORRECTNESS
 At the core of correctness are the proper grammar, punctuation and
spelling.
 Message must be perfect grammatically and mechanically.

 Correctness in your writing can be achieved through these.

I. Use the right level of language


II. Check the accuracy of figures facts and words
III. Maintain acceptable writing mechanics.
The End of Chapter three
Thank You for Your
Attention!!!

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