how do concreteness and consiseness infulence communication? Explain with example in organisation setting.
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7 Rules of Effective Communication with Examples
By Arvind Rongala- July 13, 201520454
7 Rules of Effective Communication with Examples
A study conducted by McKinsey Global Institute and International Data Corporation reveals that employees spend close to 30% of their time on emails. Beyond that, meetings, conference calls, presentations, report writing and several other activities at the workplace involve communicating with peers, superiors and other colleagues.
To ensure that you communicate in the most efficient and engaging manner possible and thereby enhance your productivity at work, your communication needs to follow the 7Cs: Clear, Correct, Complete, Concise, Concrete, Coherent, Courteous.
Table of Contents
7Cs of Effective Communication
Clear:
Correct:
Complete:
Concise:
Concrete:
Coherent:
Courteous:
7Cs of Effective Communication
Clear:
Any message needs to come out clearly from your communication rather than the recipient having to assume things and coming back to you for more information. This will only lead to more time being wasted on emails.
Do not try to communicate too many things in one message. This will dilute the attention of the reader. For an example of poor communicating skills, look at this email below.
Bad example:
Dear James,
I would like to talk to you about the new client’s project which the engineering team had discussed yesterday. I might need the help of John from your team.
Regards,
Kevin
There are innumerable things that are wrong in this email. James might not even know who the new client is or what the project is about. He probably was not part of the meeting with the engineering team. Furthermore, there might be more than one John in James’ big team. Kevin also mentions that he wants to talk. However, he hasn’t mentioned what time he would like to talk, neither has he asked James if he would be free at any of the time slots available.
Here’s how this email could be made clearer.
Good example:
Dear James,
As you may know we have signed up XYZ as our new client. I had a meeting with the engineering team yesterday and had discussed the campaign requirements for this project. John Redden from your team had done a pretty good job last time doing the social media campaign for ABC and so I would like him to work on the XYZ campaign too. Would you be available sometime tomorrow to discuss this further?
Regards
Kevin
This email has all the information James needs to know. He can be well prepared for the meeting and also check on John’s availability and have an answer for Kevin when they meet the next day – in whichever time slot both the men are free.
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.
Bad example
Dear David,
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
Sally
There were two glaring spelling errors in this e-mail. ‘Conversation’ was spelled ‘conservation’ and ‘week’ was spelled ‘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 and prefixes before you send an email, especially if you are sending it to a client or a vendor outside of your company.