HEALTH SAFETY & ENVIRONMENT

Seven c’s formula of communication

Q. what is the function of seven c’s in communication?

Ans. The clear object of communication is to have a definite object. All letter writing is performed through it.

There are seven parts of communication: 1. Clarity 2. Concreteness  3. Correctness 4. Completeness 5. Conciseness 6. Consideration 7. Courtesy

Clarity – precise concrete and daily familiar use of words. Do not use unfamiliar words and idiomatic phrases. Common people cannot understand the implied meanings, the hidden meanings, of the text. Especially the terminology is very specific in its text. The story of a plumber is a good example in matter of clarity. He, actually, could not understand the correspondence of company officials and kept on responding mistaken writing.

The efficacy of Hcl is indisputable but its corrosive residue is incompatible with metallic performance . the company officials in a very impressive language wrote not to use Hcl and use another. But he did not understand and insisted on paying nonsense thanks. In spite of the fact that it eats hell out of pipes. This is all due to the fact that the plumber did not know the official language and said disputable things.

Clarity is another name of balance between familiar and precise language. Use short word that your reader or listener will understand quick

Concreteness – Do not be general and vague in concreteness. All ambiguous details make our writing or another material ( reading , speaking and listening) hard to discuss and understand. Specific, clear and vivid meanings are clearly understood. Here again the use of words is very important matter ,  a little careless mistake can change  the whole texture.

For example,

If we say that

Pakistan is progressing now ----- A vague statement

In 2015 Pakistan per capita income was 3,000/- -------- A clear statement this is clearly showing some facts.

Another example shows that a principal of college says about college annual admission

“In first year admission we have got a lot admissions” -------- A vague statement

But he should mention in its place

“In first year admission we have met our target , here are the results”

In Science sections 450 seats

In Arts sections 550 seats

In Humanities sections 500 seats

In Commerce sections 450 seats

It is notable that every section contains 50 seats each. -------- A clear statement

‘A lot of admissions’ is not a clear impression and creates many doubts how many admissions or some adjustments or some overdo admissions have been in the college. But the insertion of facts and figures makes it clear that admissions were one thousand nine hundred and fifty. Everyone gets satisfied with this concreteness.

These types of sentences are more explicit mean clear in which we use Active Verb

A decision has been made -------------- it gives no man who made the decision and is moreover long structure

Instead of it

The dean decided ------------------- is more explicit

You will note ---------------------- is both personal and specific than ‘It will be noted by you.’

In some specific situations we prefer to use passive voice. I mean to say that we have to react immediately and we have no choice.

Correctness – The statement that we can easily respond to another is correct. A proper material based on grammar, punctuation and spellings. It is not enough that that we only use correct grammar but formal and informal use of words demands attention. This is called the right choice of words on right situation.

We may lose our customer and clients when we are very casual in our words usage. It may be called substandard language that does not pay a full meaning.

More Formal	Less Formal
Participate	Join
Procure	Get
Endeavour	Try
Utilize	Use

   Substandard                     More Acceptable

Aim at prove                       Aim to prove

Desirous to                          Desirous of

Checking accuracy of facts, figures and words is very helpful. By this method it is verified that all information is correct nd you may name it editing.

In the mention of accounting figures we should be very conscious and all figures should be counted twice. Futile guessing creates fuss in the last of any document.

The words that confuse should be carefully attempted. Those people who maintain dictionary can look into the depth of any homophonic word , as affect and effect; but the use of dictionary makes it clear

Affect means to influence and bring about

Effect means result, condition or influence

Similarly, there are thousand and thousand words like it.

 Completeness – All facts that a reader demands to react or feedback is completeness. Complete messages give full results. It results into that a better and positive goodwill develops between people and organizations. Another benefit is that important information is collected. Necessary information concerning 5 W’s , what, why, when, where and how answers all questions. If some member asks about some query he should have a clear point of view.

An addition of information is also part of complete writing, if desirable, whereas future business relations are concerned. Dissatisfaction gives birth to doubts and spoils the whole lot. ‘If Desirable’ means the essentials, it may be that your customer may not know his question about his desired item or he is inadequate.

For example,

You see an advertisement in a newspaper, job description,  position, number of seats and qualifications are mentioned  but the owner has not mentioned the address except mobile number. You will make him call and enquire about the address of location.

He should answer all desired questions that were missed by him earlier. He must make it all clear to you about location of interview with date, day, time and other particulars.    

Conciseness – it means short text with all meanings. Fewest possible words but no long paragraphs or speeches are included in it. Contracted statements are more appreciative.  A concise message is precise and understandable without being wordy.

There are some steps to be involved to concise the following:        

Eliminate wordy expressions

Wordy      In due course of time

Concise    Soon

Wordy      Few and far between

Concise    Seldom

Wordy      Have need for

Concise    Need

Omit trite, unnecessary expressions

Wordy     Please be advised that your admission statement was received.

Concise   Your admission statement has been received.

Wordy     Allow me to say how hopeful your response was.

Concise   Your last response was hopeful.

Replace wordy conventional statement with concise versions

Wordy     Please find attached the list you requested

Concise   The list you requested is attached

Wordy     The items that your company manufactured in the form of television sets we have a wish to purchase

Concise   We want to purchase the television sets

Avoid overusing empty phrases

Wordy     There are four rules that should be observed

Concise   Four rules should be observed

Include Only Relevant Material

Stick to the purpose of the message

Delete irrelevant words and rambling sentences

Do not repeat things at length

Avoid long introductions and explanations

Avoid Unnecessary Repetition

Use a shorter name after you have used a long one. For

example you say management committee once but later you

must say MC.

Consideration -   when we make another person that ‘you’ are center of focus and we do prefer him/her to ourselves is called consideration. Prepare every message with ‘you attitude’. ‘I and we’ attitude is not preferable in business lines.

Some salient features are to be taken care In handling other party:

You are supposed to be considerate.

You do not lose your temper.

You do not accuse them.

You do not charge them without facts.

You handle every matter with their point of view.

 You are aware of their desires, problems, circumstances and requests.

This is called ‘you attitude’. You have to adapt your language and message according to your receiver.  

Focus On ‘You’ Attitude Instead Of ‘I’ Or ‘We’

Considering what other person is demanding is more important. You should create such direct questions that clear all specs of doubts. Your own point of view is loaded with many information and ambiguous meanings make fuss.

You are doing your duty in your own unstoppable style but what other party is requiring is not attainable. What audience demands is significant in business circles.

Show Audience Benefit

The only word ‘You’ is not enough to mention but you should mention benefits so that he may react to you more favorably.

Courtesy –

It is rather very notable to show respect and concern to the person you are dealing with. Be aware of the message that you are conveying. You must be well- aware of the fact who is your customer and where is he/she from, what is his/her professions and concerned issues? Then after the observation you are courteous to him. Mechanically strong language and your polite attitude may win everybody but without knowing anything can lose your grip over the work. Rugged attitude- hard attitude and irritating expression spoil the charm of having dialogue with others.

It is very necessary to be familiar with your customer in all aspects. There are some examples in sense of courteousness.

A subordinate who misplaces some important papers in his office and in spite of his explorations he does not get them. In the response of his action his officer reacts

I do not think that you are quite able to be efficient in work.                       Not Courteous

Please check your file covers with calm and patience you may find them. Courteous

Hey man! What I heard about you won a match did not tell us.        Not Courteous

Well! You took us by surprise we heard you won the match.    Courteous