Assignment No 1
Name : Huzaifa Zaman
Class : EEE-3B
Reg # : FA18-EEE-046
Subject: Business communications
Submitted To: Mam Sadaf Taj
Date of submission: 27 September , 2019
Q=1:Write the seven C’s of effective language for
effective communication? Give four examples of each.
Ans= There are seven C’s for effective communication:
1)Completeness:-
The message must be complete and easily
understand by the listeners.The message you gave to the audience
was completely cleared. A complete message will have all the
information the reader needs to know to be able to respond or take
action. Incomplete messages lead to iterations, a lot of back-and-
forth, and waste of time and effort on both ends. Here is an example
of an incomplete message.
1) { Hi all,
Let us meet tomorrow to discuss the product launch event. Please be
there on time.
Thanks }
The best way to have written this example is:
{ Hi all,
Let us meet tomorrow at 11am at Conference room 3 to discuss the
product launch event. We will have to decide the keynote speakers
and complete the event invite draft tomorrow. Please be there on
time.
Thanks }
2) The other example is:
If you are giving lecture on peace in the world and only say that the
peace in the world is good for all peoples in the world but you don’t
tell the peoples that how peace is created all over the world so give
your complete message and lecture on peace to easily understand by
the peoples.
2)Correct
When too many emails are being written in a day, people
tend to type fast and therefore might make spelling mistakes. Spell
check will not be able to catch it if the wrongly spelt word is in fact
another word in the English language. You also need to ensure that
you address people the right way and spell their names correctly.
Additionally, you need to ensure that the reader has sufficient
knowledge and education to understand the technical terms that you
use in your communication.
For example:
1) Dear Huzaifa,
Further to our conservation today, I am attaching the plan for the
first stage of the project. Hope the one weak deadline is okay
with you and your team.
Regards
There were two glaring spelling errors in this e-mail.
‘Conversation’ was spelt ‘conservation’ and ‘week’ was spelt
‘weak’. Though these are minor errors, they could gravely impact
the credibility of your professionalism and the brand image of the
organization you represent. Therefore, it is absolutely necessary
to check all your spellings .
3) Concise
People more often than not tend to write 4 sentences
in a place where they could have finished the message in 2
sentences. This wastes the time of the sender and the receiver
and in turn limits their productivity too. Furthermore, try not to
add fillers such as ‘I mean’, ‘sort of’, ‘for instance’, ‘basically’, etc.
Your message needs to be accurate, to the point and crisp.
Here is an example of a bad email.
1) Hi Huzaifa,
I think we need to talk about the CSR campaign, I mean the one
which we need to do as a quarterly exercise. I think it is a great
way of enhancing our brand image. Basically, it would just be a
visit to an orphanage but we can sort of do other things too. For
instance, we could take the kids out for a short trip to a nearby
park or zoo. Let us sit and talk tomorrow.
Regards.
The mail is full of fillers and extended phrases wherein she could
have finished the email in just two sentences, such as the one
below.
Good example:
Hi Huzaifa,
I need to discuss the quarterly CSR campaign with you. Let us take
the kids out this time to a nearby park or zoo instead of just
visiting them. This will help enhance our brand image. We’ll talk
in detail tomorrow.
Regards.
4) Concrete
You need to believe in you what you want to convey to
the audience. Concreteness is a quality which needs to come to the
fore especially during marketing or advertising campaigns. There
need to be details that capture the attention of the audience, not bore
them.
Bad example:
“Hilltop Resort is the best resort. Do come to us on your next holiday”
This is a vague ad message. It is made to sound like just another
resort advertisement among a hundred others. The audience will
never remember this ad message. There are no concrete details to
take away from this message.
Good example:
“Hilltop Resort is the jewel of the western hills. Take a break from
your work. Escape from life’s chaos and stress. Relax and rejuvenate
yourself at Hilltop. Go back fresh and energized!”
5) Coherent
Your message needs to have a logical flow. All sentences
in your email or report should be connected to the previous one and
stick to the main topic. Without coherence, the reader will easily lose
track of what you have conveyed.
Bad example:
Dear Ali,
Thanks for submitting the industry report. Finn will give you some
feedback on it. Finn also wanted to find out if you will be available for
the client meeting tomorrow. We will be discussing the budget for the
next phase of the project.
Regards
Huzaifa.
The email was supposed to be about the industry report which was
submitted and the feedback for it. The question about the meeting
had come out of nowhere and will now distract Ali and his priorities.
Good example:
Dear Ali,
Thanks for submitting the industry report. Finn will give you some
feedback on it. You will be receiving an email from him with detailed
comments.
Regards
Huzaifa.
6) Courteous
Being courteous is of profound importance in a
corporate setting. Individuals who work together are not necessarily
friends and therefore, to maintain a healthy working relationship,
being courteous is a necessity. Hidden insults and aggressive tones
will only cause trouble among individuals and result in reduced
morale and productivity.
Bad example:
Hi Huzaifa,
I really do not appreciate how your IT team ignores the requests of my
team alone. My team is an important function in this organization too
and we have our own IT requirement. Can you ensure that your team
responds promptly to my team’s requests hereon?
Regards.
This email is condescending, judgmental and disrespectful. Drew
might now order his team to not respond to your team’s requirements
entirely.
Try this instead:
Good example:
Hi Huzaifa,
I understand that the IT team is swamped with work and gets
requests from every department in the organization. My team
however is working on a high-priority project and I would greatly
appreciate if you could ask your team members to respond to my
team’s queries promptly and help us complete this project on time.
Please do let me know if you need anything from me.
Regards.
7) Consideration
Communicating with the target group
(Consideration). In order to communicate well, it is important to
relate to the target group and be involved. By taking the audience
into account, the message can be geared towards them. Factors that
play a role in this are for example: professional knowledge, level of
education, age and interests
For example;
If I am giving lecture in the class and couldn’t asked questions
from student or students are not participating with me than there is
no importance of my lecture for students and also for me . So it is
better that questioning and answering is compulsory for teacher and
students in the class.
