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By- Meenakshi Aggarwal

August 18, 2011

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Completeness
Conciseness
Consideration
Concreteness
Clarity
Courtesy
Correctness

Completeness of facts is absolutely necessary


Incomplete information creates
misunderstanding
Incomplete information is worse than no
information
For e.g.- when ordering shirts by mail, one has
to specify all the relevant facts

Size
Color
Catalogue number
Quantity
Mode of payment
Mode of dispatch
Required date of delivery

One way to make your message complete is to


answer the five Ws.
WHO?
WHAT?
WHEN?
WHERE?
WHY?
The five question method is useful when you
write requests, announcements, or other
informative messages.
For instance, to order (request) merchandise,
make clear WHAT you want, WHEN u need it,
WHERE it is to be sent.

Convey the message using


fewest words
Conciseness is the prerequisite to
effective business
communication due to paucity of
time
A concise message saves time
and expenses for both the parties

Include only relevant facts


Avoid repetition
Avoid wordy expressions
Organize your message well

E.g. Wordy:- at this time.


Instead of at this time you can
just use only a concise word:NOW ,
Always try to use To the point
Approach in a business scenario

Always try to provide only relevant information


to the receiver of the message.
Lets say one of the customers of a company
requested for the list of the clients of the
company

In reply , the company should provide only the list of


clients
No need to provide detailed business information about
client at all

In order to include only relevant information

Stick to the purpose of message


Delete irrelevant words
Avoid long introduction, unnecessary explanation etc.
Get to the important

Consider the receivers


interest/intention
Adopt the you attitude
Emphasize positive, pleasant facts
Maintain a level of decency

You attitude
You have a choice of four schemes
in which you can invest your
savings.
Readers may react positively when
benefits are shown to them.

Message should be specific


instead of general.
Misunderstanding of words creates
problems for both parties
Using facts and figures instead of
irrelevant information, makes the
message more concrete and
believable

General
He is a very intelligent student and
held the first rank in the class.
Concrete
Alis GPA in MBA (Finance) was 9.9
and he held the first rank in his
class.

Clarity of thought- The communication


starts with the generation of idea in the
transmitters mind. She must be clear
about three things

What is the objective of communication?


What is to be communicated?
Which is the most suitable medium for the
purpose?

Clarity of expression- If the encoding is


faulty, the message may be
misinterpreted. A careful choice of words
is a must. Points to be noted

Use simple words


Use concrete expressions
Prefer active constructions
Avoid jargon
Avoid ambiguity

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 politeness with
mechanical insertions of please
and Thank you .
Courtesy demands a considerate
and friendly behavior towards
others

Be thoughtful and appreciative


Use expressions that show respect for the others
Choose nondiscriminatory expressions
Omit irritating expressions like- you forgot, you
failed, your irresponsible approach
Apologize sincerely for an omission
Thank generously for a favor

Correct facts and figures


At a proper time
In the correct style
Correct use of language

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