Professional Documents
Culture Documents
Completeness
A business message is complete when it contains all facts the reader or listener needs for the reaction the sender desires. Completeness offers 4 important benefits:
Brings the desired result. Builds goodwill. Avoids misunderstanding and hence averts costly lawsuits.
Conciseness
Conciseness is saying what you want to in the fewest possible words without sacrificing the other Cs of effective communication. A concise message saves both time and expense for both the sender and the receiver.
Use single-word instead of phrase. Omit unnecessary expressions. Avoid overusing empty phrases. Omit which and that clauses whenever possible. Eliminate unnecessary propositional phrases. Limit use of passive voice.
Stick to the purpose of the message. Delete irrelevant words and rambling sentences. Omit information obvious to the receiver. Avoid long introductions, unnecessary explanations, excessive adjectives. Get to the point tactfully.
Use shorter names once they are mentioned. Use pronouns or initials rather than long names. Remove phrases and sentences that are needlessly getting repeated. E.g. We hereby wish to let you know that our company is pleased with the confidence you have reposed in us.
Consideration
Consideration means preparing every message with the message receivers in mind. It is basically You-attitude, empathy, and understanding of human nature.
Focus on audiences benefits. It does not mean using You in every sentences that are communicated. The use of you in negative situation can be avoided using the passive voice. E.g. I am delighted to announce that we will be extending our hours to make shopping more convenient.
Stressing on what can be done instead of what cannot be done is third way to show consideration. Among positive words to which people react favorably are benefit, cordial, happy, help, generous, loyal, pleasure, thanks, thoughtful. Words with negative connotation are blame, complaint, failed, fault, negligence, regret, reject, trouble, unfair, and many others.
Concreteness
Communicating concretely means being specific, definite, and vivid rather than vague and general. It often means using denotative (direct, specific and dictionarybased) rather than connotative words (ideas or notions associated with a word or phrase).
Clarity
Clarity of communication means transferring the meaning from the mind of communicator to the mind (s) of receiver (s) accurately.
Clarity is achieved by balancing between precise language and familiar language. Use familiar words instead of pretentious words. The efficacy of hydrochloric acid is indisputable, but he corrosive residue is incompatible with metallic permanence.
Sentence formation is the core of clarity. Ensure appropriateness of length, unity, coherence, and emphasis while forming a sentence and a paragraph. E.g After planting 10,000 berry plants, the deer came into our botanists farm and crushed them.
Courtesy
Being aware of the perspective of others and their feeling is true courtesy in communication. Mere mechanical insertions of polite words such as please or thank you doesnt help much. It is politeness that grow out of respect and concern for others.
Laughter to one person may be disgust to another. Use humor with caution. E.g Hey, dude, whats this I hear about the good news? You sure pulled a fast one this past weekendand then didnt tell any of us about it. Give my regards to the little lady-and wish her the best : shell need it.
Correctness
At the core of correctness is proper grammar, punctuation, and spelling. Incorrect message may cause loss of a customer or end of a business relation.
use acceptable writing mechanics, word processing and appearance of business messages.