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Exercise on The Seven Cs of Effective Communication

A. Add Completeness to the following statements:

1. Fax 1: Please fax me in return the departure from Singapore to


Hong Kong on the 8th.

2. Fax 2: How come my request for an interview letter did not receive
a response?

B. Add Conciseness to the following statements:

1. Such refreshing comments are far and few between.


2. Please be advised that your admission statement was received.
3. Please find attached the list you requested.
4. The receipt that is enclosed documents your purchase.
5. We hereby wish to let you know that our company is pleased with
the confidence you have reposed in us.

C. Add Consideration to the following statements:

1. You failed to enclose your check in the envelope.


2. I am delighted to announce that we will be extending our hours to
make shopping more convenient.
3. You are completely off base in your proposal.
4. It is impossible to open an account for you today.
5. We don’t refund if the returned item is soiled and unsalable.

D. Add Concreteness to the following sentences:

1. Eastern Europe is making progress in obtaining investments.


2. Grades of students will be sent to you by the school.
3. The function of this office is the collection of payment and the
compilation of statements.
4. Students held the meeting in the office.
E. Add Clarity to the following sentences:

a. After our perusal of pertinent data the conclusion is that a


lucrative market exists for the subject property.
b. Being an excellent lawyer, I am sure you can help us.
c. After planting 10, 000 berry plants, the deer came into our
botanist’s farm and crushed them.
d. Candidates should be motivated and have interest in static and
dynamic testing of material and have those prerequisites and
others.

F. Add Courtesy to the following sentences:

1. Clearly, you did not read my latest fax.


2. I rewrote that letter three times: the point was clear.
3. You guys should all be concerned about the issue.
4. The letter arrived very late at our place. You surely don’t
expect us to respond in detail promptly.
5. Why have you ignored our request for an urgent meeting?

G. Add Correctness to the following sentences:

1. She can’t hardly get the work done on time


2. The eminent danger of a blizzard stopped him from going for
skiing.
3. A change in the policy will effect workers motivation.
4. You can except a raise in six months.
5. We sold less fans last month
Business Writing

Business Writing is audience-oriented, purposeful and economical.

Writing process Comprises:


1. Prewriting --- analyzing, anticipating, adapting
2. Writing --- researching, organizing, composing
3. Revising --- Revising, proofreading, evaluating

Analyzing the purpose for writing


1. Identify your purpose
a. Why am I sending this message?
b. What do I hope to achieve?
2. Select the best channel
a. Importance of the message
b. Amount and speed of feedback required
c. Necessity of a permanent record
d. Degree of formality required
3. Anticipate the audience
a. Primary audience
i. Who is my primary listener or reader?
ii. What is my personal and professional relationship with
that person?
iii. How much does that person know about the subject?
iv. What do I know about that person’s education, beliefs,
culture and attitudes?
v. Should I expect a neutral, positive or negative response
to my message?

b. Secondary audience
i. Who might see or hear this message in addition to the
primary audience?
ii. How do these people differ from the primary audience?

4. Focus on audience benefits


a. “You” View
b. Conversational but professional
c. Positive language
d. Inclusive language
e. Plain language
f. Familiar words

Writing Techniques:
1. Research:
a. Search manually
b. Access electronically
c. Go to the source
d. Look in the files
e. Talk with your boss
f. Conduct an informal survey
g. Brainstorm for ideas
2. Outline
3. Direct pattern
a. Main idea placed at the beginning
b. Followed by details, explanation, or evidence
c. Is used if audience:
i. Is pleased
ii. Is mildly interested
iii. Is neutral
d. Saves the reader’s time
e. Sets a proper frame of mind
f. Prevents frustration
(The management council voted to begin a college internship pilot program
next fall)
4. Indirect pattern
a. Main idea placed later in the message
b. Is used if audience:
i. Is unwilling or neutral
ii. Is displeased or disappointed
iii. Is hostile
c. respects the feelings of the audience
d. encourages a fair hearing
e. minimizes a negative reaction
(Our company seeks to attract better-qualified job candidates. For this
reason, the Management Council has been gathering information about an
internship program for college students. After investigation, we voted to
begin a pilot program next fall)

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