Business Communication • Team Building • EFFECTIVE EMAIL COMMUNICATION USING THE 7C METHOD

EFFECTIVE EMAIL COMMUNICATION USING THE 7C METHOD

Czas czytania: 6min.

Email communication is one of the most frequently used tools in business. How often does it happen that emails are misunderstood? To avoid this, it is worth knowing the 7C method, which will help you create effective and professional messages.

Effective communication through emails in the 7C model should be:

  • 1. Clear (Jasna)
  • 2. Concise (Zwięzła)
  • 3. Concrete (Konkretna)
  • 4. Correct (Poprawna)
  • 5. Coherent (Logiczna)
  • 6. Complete (Kompletna)
  • 7. Courteous (Uprzejma)

In the article below, you will find out how to practically apply each of the seven tips to ensure that email flow is efficient and effective.

1. Clear (Clarity)

Clarity is the foundation of effective email communication. Do you want the recipient to immediately understand what you mean?

  • Use simple language: Instead of complicated words, use those that everyone will understand.
  • Structure your message: Short paragraphs, bullet points, and numbering are your friends.
  • Highlight the most important information: Bold text is a great way to emphasize key points.

Example: Instead of writing: ‘Please provide the technical documentation that will be indispensable for the project’s completion.’ Write: ‘Please send the technical documents needed to complete the project.’

2.Concise (Zwięzłość)

No one likes to read long emails. Conciseness is the key to success. How to achieve it?

  • Focus on the main goal: Remove anything that is not directly related to the topic.
  • Avoid repetitions: Do not say the same thing in different ways.

Example: Instead of writing: ‘I would like to remind you that we have a scheduled meeting next week.’ This meeting will take place on Wednesday at 10:00 AM. Please make sure you are available for the meeting, which will take place on Wednesday at 10:00 AM.’ Write: ‘I remind you of the meeting on Wednesday at 10:00 AM.’ Please confirm your attendance.

3. Concrete (Concreteness)

Concreteness is precise information without room for guesswork. How to achieve it?

  • Provide specific data: Dates, numbers, times – all of these are important.
  • Avoid generalities: Be precise in your requirements.

Example: Instead of writing: ‘Please send the documents quickly.’ Write: ‘Please send the documents by Friday, July 20, by 3:00 PM.’

4. Correctness

Correctness includes both grammar and facts. Errors can cause confusion. What to do?

  • Check spelling and grammar: Use tools for spell checking.
  • Verify facts: Ensure that the provided information is true and up-to-date.

Example: Instead of writing: “I am sending the file for analysis, the attachment contains data from the year 2023.” Write: “I am sending the file for analysis. The attachment contains data from the year 2023.”

5. Coherent (Coherence)

Coherence is logical order and understandability. How to achieve it?

  • Use logical connectors: They help in smooth transitions between parts of the message.
  • Avoid unnecessary information: Each paragraph should relate to the main topic.

Example: Instead of writing: “Please deliver the report. Last week, a meeting took place. Could you also check the sales data?” Write: “Please provide the report from the last meeting and check the sales data from last week.”

6. Complete (Completeness)

Completeness means having all necessary information in one place. How to achieve this?

  • Provide all details: The recipient should not need to ask for additional information.
  • Attach necessary documents: If something is required, make sure it is included.

Example: Instead of writing: “Please send the report.” Write: “Please send the sales data report for June, in PDF format, by the end of the day.”

7. Courteous (Uprzejmość)

Courtesy is key to professionalism. How to be courteous?

  • Use polite phrases: “Please”, “thank you”, “could you” etc.
  • Avoid a negative tone: Even if you need to convey negative information, do it constructively.

Example: Instead of writing: “You did not deliver the report on time.” Write: “I would like to remind you about the report submission deadline that has passed. Could you please send it as soon as possible?”

Example of an email not adhering to the 7C principles

Subject: Report

Hello,

Could you send me that report as soon as possible? You know, the one we talked about recently. I think I need all the data, you know, the most important ones. And please check if everything is OK. Thanks!

Best regards, Jan

Example email considering all 7C principles

Subject: Request for June sales report

Hello Adam,

Please send the June sales report by the end of the week, that is, by Friday, July 20, by 3:00 PM. The report should include detailed data on the sales of all products and an analysis of the results compared to previous months.

Please also ensure that all data is accurate and complete. If you need additional information or have any questions, let me know.

Thank you and best regards,

Jan Kowalski Sales Specialist [Your phone number] [Your email]

Summary

Effective email communication is an art that requires attention and diligence. Applying the 7C method – clarity, conciseness, concreteness, correctness, coherence, completeness, and courtesy – will help you create messages that are not only professional but also effective. Remember that every email you send is a business card for you and your company. By taking care of the quality of email communication, you build better business relationships and increase the effectiveness of your activities.

 

Paulina Zawadka

Source: https://www.mindtools.com/pages/article/newCS_85.htm