Seven Cs BEME-1

Completeness

Sender Receiver

Communication

experiencesBackground status emotions

attitude

Way to make your message complete

o Who o What o When o Where o Why o How

ConcisenessTo achieve conciseness:o Eliminate wordy

expressionso Include only relevant

statements o Avoid unnecessary

repetition

Do the following o Omit trite, unnecessary

expression, such as “allow me to say”, “in reply I wish to state”,

o “Please find enclosed or attached” use concise statements like “attached are”

o “Enclosed is”

Do the followingo Omit “that” or “which”

clauseso She bought desks which are

of executive type.o She bought executive-type

desks.o The receipt that is enclosed

documents your purchase. o The enclosed receipt

documents your purchase.

Do the followingo Whenever possible, use a verb

in the present tense and active voice

o The total balance due will be found on page 2 of this report.

o The total balance due will be found on page 2 of this report.

o The balance due is found on page 2 of this report.

Concisenesso Do you need the

information at this time.o Do you need the

information at this timeo Now o I will leave early due to the

fact that I am not well.o I will leave early due to the

fact that I am not well.o because

Wordy/concise o It was known by Mr. Smith

that the house has been sold off.

o Mr. Smith knew that the house has been sold off.

o There are four rules that must be observed.

o Four rules must be observed.

Wordy/conciseo The issue of most relevance

is teamwork.o The most relevant issue is

teamwork.

Consideration o Empathy for others o Focus on ‘you’ instead of

“I” or “We”o Emphasize the positive,

pleasant facts.

Considerationo “We” attitude o I want to send

my congratulations for ……..

o We pay 8 %interest on ….

o You –attitude o Congratulatio

ns to you on your.. …………

o You earn 8% interest on……..

Negative /pleasant o It is

impossible to open an account for you today

o We don’t refund if the returned item is soiled and unsalable

o As soon as your signature card reaches us ,we will gladly open an ……..

o We refund when the returned item is clean and resalable

Concretenesso Use specific

facts and figures

o Our product has won several prizes…

o Our new range of pens has won first prize in four national contests within the past three years

Active versus passive voice Passiveo Tests were

made by us. o A full report

will be sent to you by the supervisor.

o A decision has been made

Active o We made the

tests.o The

supervisor will send you a full report.

o The board of directors decided

Concretenesso The function of this office is

collection of payments and compilation of statements.

o This office collects payments and compiles statements.

o Seven Deadly verbs o Be, give, make o have, put o Hold, take

Concretenesso Mr. Jones will

give consideration to the report.

o They held the meeting in the office.

o We will take a look at your record.

o Mr. Jones will consider the report.

They met in the office.

We will look at your record

Concretenesso Literal (dull) o She is usually

the one to get things

started. He came

down the street.

o Figurative o She is usually

the spark plug of the organization.

Ali ran down the Fleet Street.

Concretenesso Active verbs help make your

sentences more:1-Specific“The board of directors decided” compare it with: A decision has been made 2-Personal “You will note”……… “It will be noted” 3- Concise The passive requires more words and

thus shows both writing and reading. Compare “Figure shows” with “it is shown by figures.”

ConcretenessEmphatic o Passive verbs dull action.

Compare the child ran a mile with a mile was run by the child

Concretenesso When to use passive voice o When you want to avoid

personal blunt accusations or commands.

o You did not include the July check

o The July check was not included

Concretenesso You are invited is better

than We invite you. o When the doer isn’t

important in the sentence. o Three announcements were

made before the meeting started

o The emphasis is on the announcements not on who gave them.

Concretenesso Concrete nounso Consideration

was given to the fact that……

o Termination of the insurance contract will be in June….

o Analysis of the situation suggests that Mr. Smith is right.

o Abstract nouns

o The committee considered ……

o The insurance contract ends in June….

o I think Mr. Smith is right.

Concreteness You can build a more realistic

and interesting word picture by adding well-chosen adjectives and adverbs.

The camera has a system that gives you good pictures.

Properly exposed true-colour pictures

ClarityGetting your message across so

the receiver will understand what you are trying to convey.

o You want that person to interpret your words with the same meaning you have in mind.

To make your message clear:o Choose short familiar

conversational words o Construct effective sentences

and paragraphso Chose examples, illustrations

and other visual aids

Clarityo A plumber wrote the National

Bureau of Standards to tell them hydrochloric acid is good for cleaning out clogged drains.

o In reply a technical specialist of the bureau wrote

o The efficiency of hydrochloric acid is indisputable, but the corrosive residue is incompatible with metallic permanence.

COUTESY o TACT INSTEAD

OFo Tactless o Your letter is

not clear at all; I cannot understand it.

o Apparently you have already forgotten what I wrote you two weeks ago

o BLUNTNESSo tactfulo If I

understand your letter correctly ….

o As mentioned in my May 15 letter to you…

Clarityo Being an excellent lawyer, I

am sure you can help us. o Being an excellent lawyer,

you can surely help us. o After planting 10000 berry

plants, the deer came in to the botanist’s farm and crushed them.

o After our botanists had planted.

Correctness Use the right level

of language o Informal o Expect o Ascertaino Interrogate

o Check accuracy of figures facts and words

o Formalo Anticipateo Find out o Ask