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    Chapter Three Second Part: The Seven C's O' Effective Communication

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    Sayed Waheedullah Mansoor
    The document summarizes three specific ways to indicate consideration when communicating: focus on your audience using "you" instead of "I" and "we", show how your message will benefit the audience or address their interests, and emphasize positive rather than negative facts. It also discusses using concrete language with specific facts, active verbs, and vivid words to improve clarity and understanding. Courtesy in communication involves being tactful, thoughtful, sincere, and using respectful language without discrimination. Messages should also be factually correct with proper grammar, spelling, and punctuation.

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    Chapter Three Second Part: The Seven C's O' Effective Communication

    Uploaded by

    Sayed Waheedullah Mansoor
    10 views36 pages
    The document summarizes three specific ways to indicate consideration when communicating: focus on your audience using "you" instead of "I" and "we", show how your message will benefit the audience or address their interests, and emphasize positive rather than negative facts. It also discusses using concrete language with specific facts, active verbs, and vivid words to improve clarity and understanding. Courtesy in communication involves being tactful, thoughtful, sincere, and using respectful language without discrimination. Messages should also be factually correct with proper grammar, spelling, and punctuation.

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    Original Title

    Chapter 3 Part 2

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    The document summarizes three specific ways to indicate consideration when communicating: focus on your audience using "you" instead of "I" and "we", show how your message will benefit the audience or address their interests, and emphasize positive rather than negative facts. It also discusses using concrete language with specific facts, active verbs, and vivid words to improve clarity and understanding. Courtesy in communication involves being tactful, thoughtful, sincere, and using respectful language without discrimination. Messages should also be factually correct with proper grammar, spelling, and punctuation.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    10 views36 pages

    Chapter Three Second Part: The Seven C's O' Effective Communication

    Uploaded by

    Sayed Waheedullah Mansoor
    The document summarizes three specific ways to indicate consideration when communicating: focus on your audience using "you" instead of "I" and "we", show how your message will benefit the audience or address their interests, and emphasize positive rather than negative facts. It also discusses using concrete language with specific facts, active verbs, and vivid words to improve clarity and understanding. Courtesy in communication involves being tactful, thoughtful, sincere, and using respectful language without discrimination. Messages should also be factually correct with proper grammar, spelling, and punctuation.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 36

    Chapter Three

    Second part
    The Seven C’s O’ Effective
    Communication
    3.Consideration

    • Three specific ways to indicate consideration:

    • Focus on “YOU” instead of “I” and “WE”


    • Show audience benefit or interest in the
    receiver
    • Emphasize positive, pleasant facts
    Focus on “YOU” instead of “I” and “WE”

    • How your message will benefit your audience


    • What your audience want or need to know
    • Why are you sending a message to your
    audience
    You-Attitude

    • Messages that use “YOU” can be


    insensitive( ineffective) in negative situations.

    • It can be insulting, tactless, untrue


    accusations and threats, and sarcastic
    Show Audience benefit or Interest
    • Benefits must meet audience needs, address their
    concerns or offer them rewards.
    • Receivers will react favorably
    Emphasize Positive, Pleasant Facts
    Accent positive: Stressing what can be done instead of what cant
    be done.
    • Follow the words considered favorably.

    Negative | Unpleasant: Positive | Pleasant:

    • We can not pass the math • We have more time study


    exams math to be passed
    Examples
    Negative | Unpleasant: Positive | Pleasant:

    • It is impossible to appear • You can appear for the


    for the terminal exam terminal examination when
    unless you have you have your
    authorization slip. authorization slips.

    Negative | Unpleasant: Positive | Pleasant:

    • We regret to inform you • We are pleased to hold


    that we cannot hold your your meeting here only
    meeting here because your when our objectives meet
    objectives are against our yours.
    policy.
    3.Concreteness
    Concretely means being specific, definite, and vivid rather
    than vague and general.
    Cont’d…

    • Use specific facts and figures


    • Put action in your verbs
    • Choose vivid, image-building words
    Use Specific Facts and Figures

    • Be specific and definite not general


    • Be vivid not vague
    Vague, General and Indefinite: Vivid, Specific and
    Definite:
    • Kardan Institute of Higher
    Education has made significant • Kardan Institute of Higher
    progress since 2002. Education had 30 students
    in 2002 while in 2010 it
    had more than 7000
    students.
    Example
    Vague, General and Indefinite: Vivid, Specific and Definite:

    • She is a brain. • Her Grade Point Average


    (GPA) was 4. 0 in her BBA
    Course.

    Vague, General and Indefinite: Vivid, Specific and Definite:

    • The World Trade Center had a • The World Trade Center had a
    great loss in Sep 11, 2001. fifty percent loss in September
    11, 2001.
    Put Action in Your Verbs
    • Use dynamic sentences

    • Use Active Voice rather than Passive Voice.

    • Put actions in your verbs rather than nouns and


    infinitives.
    Use Active Voice

    Active | Specific:
    Administrator canceled the meeting.
    Active | Personal:
    You will invite him.
    Passive | Dull:
    A test was conducted by the lecturers.
    The letters were sent to the ABC company.
    4.Clarity

    • Getting the meaning from your head into the


    head of your read accurately
    • It is not simple because every point is
    interpreted differently.
    • Have you used familiar words, short sentences?
    • Have you presented only one idea in each
    sentence?
    Cont’d…
    • Choose precise, concrete and familiar language
    • Construct effective sentences and paragraphs
    Choose precise, concrete and familiar
    words

    Precise and Concrete and Familiar Words:


    Exact or right word to convey the message
    Use the words familiar to your audience
    and appropriate for the situation.
    When you have the choice between long
    and short word go for the shorter one that
    your listener and reader get quickly.
    Cont’d…
    Familiar
    Pretentious
    • About • Circa (L)

    • After • Subsequent

    • Home • Domicile

    • For example • e.g. (L)

    • Pay • Remuneration

    • Invoice • Statement for payment


    Clarity

    • Unfamiliar: After our perusal of pertinent data,


    the conclusion is that a lucrative market exists
    for the subject property.

    • Familiar: The data we studied show that your


    property is profitable and in high demand.
    Construct effective sentences and
    paragraphs

    Length:

    • Short sentences are preferred.

    • 17-20 words in a sentence

    • A sentence should not exceed 40 words.

    • A sentence under 10 words results overly simple.


    Cont’d…
    Unity:

    • Simple, compound and complex (Try to have one


    idea in the sentences).

    “His name is Ali .His father graduated from


    Kabul University.”

    “I like Jim, and the Eiffel Tower is in Paris.”


    Cont’d…
    Emphasis:

    • Writers and speakers must decide what needs


    emphasis and then choose correct sentence
    structure. In Complex Sentences ,the most
    important ideas shall be put in main clauses
    • Italics, Graphs, Capitalization, Underlining,
    Coloring
    5.Courtesy

    • Be sincerely tactful, thoughtful, and


    appreciative
    • Use expressions that show respect

    • Choose nondiscriminatory words


    Be sincerely tactful…

    Tactless | Blunt: More Tactful:

    • I rewrote that letter three • I am sorry the point was


    times; the point was clear. not clear; here is another
    version.

    More Tactful:
    Tactless | Blunt:
    • Sometimes my wording is
    • Clearly, you did not read not precise; let me try
    my latest fax. again.

    Tactless | Blunt: More Tactful:

    • Stupid letter; I can’t • It is my understanding…


    understand any of it.
    Cont’d…

    • Be sincere:
    You gave wrong information to someone.
    Later on you understood that you are
    wrong. Immediately contact the person
    and be sorry for what you have done.
    People respect the honesty.
    • Try to be very polite with easterners
    because they like more polite approach
    in both oral and written communication.
    Cont’d…
    • Use expressions that show respect
    • Avoid irritating expressions particularly with you.

    Irritating Expressions:
    • You’re failure to our
    • Simply nonsense
    organization
    • Surely you don’t
    • You are incompetent
    deserve
    • You forgot to tell me
    • Why have you ignored
    • You claim that
    • You don’t deserve
    • You didn’t inform the
    • Irresponsible
    organization
    Cont’d…

    •Choose Nondiscriminatory
    Expressions

    •Equal treatment of people


    regardless of gender, race, , region
    and physical features.
    Cont’d…
    Gender Terms: “Man” Words

    • Man is commonly used in compound nouns to refer to the


    humanity in general
    • But now it is thought that it refers to only male human-
    beings.
    • There are some neutral words that you can use to replace the
    man-compound words.

    Questionable: More Desirable:


    • Freshman • First-year student, entering student
    • Manpower • Workers, employees, work force
    • Man-made • Manufactured, constructed
    6.Courtesy

    • Names:

    • Whenever you use names, treat each gender with


    respect.

    • Ali Nabizada
    7.Correctness
    1. Have you checked all facts for correctness?

    2. Have you spelled the reader’s name correctly?

    3. Have you verified all numbers and amounts?

    4. Is the appearance of letter effective? Is it clean and well


    spaced?

    5. Have you checked for spelling, grammar, punctuation.


    Cont’d…

    • It refers to proper grammar, punctuation, and


    spelling.
    • In addition to those it also means:
    • Use the right level of language
    • Check accuracy of figures, facts and words
    • Maintain acceptable writing mechanics
    Use the right level of Language
    There are three levels of language:
    1. Formal 2. Informal 3. Substandard

    Formal: is associated with scholarly writing, legal documents,


    top-level government agreements. (Formality in style is
    demand)

    Informal: is business writings. They are short, well-known


    and conversational.
    Cont’d…

    More Formal: Less Formal:

    • Participate • Join
    • Procure • Get
    • Utilize • Use
    • Interrogate • Question
    • Endeavor • Try
    • Deem • Believe
    Correctness (Cont’d)
    Substandard Language:
    Using incorrect words, grammar, faulty pronunciation.

    Examples:
    • I am knowing what you have said.
    • We cheked the prodacts.

    Substandard More Acceptable:


    • Stoled
    • • Stolen
    Should of
    • • Should have
    Irregardless
    • Regardles
    Accuracy of Fact, Figures and Words
    • Verify your statistical data
    • Double check your totals
    • Have someone else read your message.
    Cont’d…
    • Check for confusing words

    • Among Between

    • Accept Except

    • Already All ready

    • Farther Further

    • Effect Affect

    • Principle Principal

    • Who Whom

    • Afghan Afghani
    •Thank you

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