7 c's communication
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The Seven Cs of Effective
Communication
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7 Cs of Effective communication
Completeness
Conciseness
Consideration
Concreteness
Clarity
Courtesy
Correctness
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7 Cs of Effective communication -
completeness
Completeness A business message is complete when it
contains all facts the reader or listener
needs for the reaction the sender desires.
Completeness offers 4 important benefits:
Brings the desired result.
Builds goodwill.
Avoids misunderstanding and hence averts
costly lawsuits.
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7 Cs of Effective communication -
completeness
In order to make the message
complete, use following
guidelines: Provide All Necessary Information
Answer All Questions Asked
Give Something Extra, WhenDesirable
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7 Cs of Effective communication -
completeness
Provide All Necessary Information
Provide all necessary information
the receiver would need to act uponin a way desired by the sender.
Usually a complete message should
be capable of answering the five ―W‖
and one ―H‖ questions.
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7 Cs of Effective communication -
completeness
Answer All Questions Asked
Your reply to an inquiry must
answer all the questions asked. If some answers are unfavorable to
you or reflect your weak points,
handle them with tact and honesty.
Remember that ―omissions cast
suspicions‖.
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7 Cs of Effective communication -
completeness
Give Something Extra, When
Desirable
The words ―when desirable‖ areimportant here.
In reply to a query, if certain details
are not asked, but if you feel they
are desirable to make the messagecomplete, give extra information.
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7 Cs of Effective communication -
conciseness
Conciseness
Conciseness is saying what you
want to in the fewest possible wordswithout sacrificing the other Cs of
effective communication.
A concise message saves both time
and expense for both – the senderand the receiver.
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7 Cs of Effective communication -
conciseness
Remember the following to make
your Message Concise:
Eliminate Wordy Expressions Include Only Relevant Material
Avoid Unnecessary Repetition
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7 Cs of Effective communication -
conciseness
Eliminate Wordy Expressions:
Use single-word instead of phrase.
Omit unnecessary expressions.
Avoid overusing empty phrases.
Omit ―which‖ and ―that‖ clauseswhenever possible.
Eliminate unnecessary propositionalphrases.
Limit use of passive voice.
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7 Cs of Effective communication -
conciseness
Include Only Relevant Material
Stick to the purpose of the message.
Delete irrelevant words and ramblingsentences.
Omit information obvious to the
receiver.
Avoid long introductions, unnecessary explanations, excessive adjectives.
Get to the point tactfully.
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7 Cs of Effective communication -
conciseness
Avoid Unnecessary Repetition
Use shorter names once they are
mentioned.
Use pronouns or initials rather than long
names.
Remove phrases and sentences that are
needlessly getting repeated.
E.g. We hereby wish to let you know that
our company is pleased with the
confidence you have reposed in us.
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7 Cs of Effective communication -
consideration
Consideration
Consideration means preparing
every message with the messagereceivers in mind.
It is basically ―You-attitude‖,
empathy, and understanding of
human nature.
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7 Cs of Effective communication -
consideration
Three way to indicate
Consideration are:
Focus on ―You‖ Instead of ―I‖ or―We‖
Show Audience Benefit or Interest in
Receiver
Emphasize Positive, Pleasant Facts
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7 Cs of Effective communication -
consideration
Focus on ―You‖ Instead of ―I‖ or ―We‖
Focus on audiences’ benefits.
It does not mean using ―You‖ in every
sentences that are communicated.
The use of ―you‖ in negative situation can
be avoided using the passive voice.
E.g. I am delighted to announce that we
will be extending our hours to make
shopping more convenient.
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7 Cs of Effective communication -
consideration
Show Audience Benefit or Interest
in Receiver
Show how audience will benefit fromthe message.
Merely inserting ―you‖ does not
ensure you-attitude.
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7 Cs of Effective communication -
consideration
Emphasize Positive, Pleasant Facts
Stressing on what can be done insteadof what cannot be done is third way to
show consideration. Among positive words to which people
react favorably are benefit, cordial,happy, help, generous, loyal, pleasure,
thanks, thoughtful. Words with negative connotation are
blame, complaint, failed, fault,negligence, regret, reject, trouble, unfair,and many others.
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7 Cs of Effective communication -
concreteness
Concreteness Communicating concretely means
being specific, definite, and vividrather than vague and general.
It often means using denotative (direct, specific and dictionary-based) rather than connotative words (ideas or notions associatedwith a word or phrase).
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7 Cs of Effective communication -
concreteness
The following guidelines help
compose Concrete Message:
Use Specific Facts and Figures Put Action in your Verbs
Choose Vivid, Image-Building Words
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7 Cs of Effective communication -
concreteness
Use Specific Facts and Figures Whenever possible, use an exact,
precise statement or a figure in
place of a general word to make your message more concrete.
Avoid being specific if it sounds tooharsh, especially whilecommunicating negative message.
e.g. Student scores are higher
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7 Cs of Effective communication -
concreteness
Put Action in your Verbs Use active voice as far as possible.
E.g. The test was administered by
professors. Put action in verbs, not in nouns and
infinitives.
E.g. Students held the meeting in the office
Choose vivid, image-building wordsE.g. Some women were stopped in their
promotions
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7 Cs of Effective communication -
clarity
Clarity
Clarity of communication means
transferring the meaning from themind of communicator to the mind
(s) of receiver (s) accurately.
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7 Cs of Effective communication -
clarity
In order to be Clear in
communication,
Choose Precise, Concrete, andFamiliar Words
Construct Effective Sentences and
Paragraphs
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7 Cs of Effective communication -
clarity
Choose Precise, Concrete, and
Familiar Words
Clarity is achieved by balancing between
precise language and familiar language.
Use familiar words instead of pretentious
words.
The efficacy of hydrochloric acid is
indisputable, but he corrosive residue isincompatible with metallic permanence.
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7 Cs of Effective communication -
clarity
Construct Effective Sentences and
Paragraphs
Sentence formation is the core of clarity.
Ensure appropriateness of length, unity,
coherence, and emphasis while forming a
sentence and a paragraph.
E.g After planting 10,000 berry plants,
the deer came into our botanist’s farm andcrushed them.
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7 Cs of Effective communication -
courtesy
Courtesy Being aware of the perspective of
others and their feeling is true
courtesy in communication.
Mere mechanical insertions of politewords such as ―please‖ or ―thank
you‖ doesn’t help much.
It is politeness that grow out of respect and concern for others.
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7 Cs of Effective communication -
courtesy
One can show Courtesy by using
the following:
Be Sincerely Tactful, Thoughtful,and Appreciative
Use Expressions That Show Respect
Choose Nondiscriminatory
Expressions
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7 Cs of Effective communication -
courtesy
Be Sincerely Tactful, Thoughtful,
and Appreciative
Being blunt or abrupt are commoncause of discourtesy.
Be thoughtful and courteous when
communicating with other culture –
especially Asian cultures.
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7 Cs of Effective communication -
courtesy
Use Expressions That Show Respect Omit irritating expressions. [Use “the fact
that…” instead of “I do not agree with you.”]
Laughter to one person may be disgust toanother. Use humor with caution.
E.g Hey, dude, what’s this I hear aboutthe good news? You sure pulled a fast onethis past weekend —and then didn’t tell
any of us about it. Give my regards to thelittle lady-and wish her the best : she’llneed it.
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7 Cs of Effective communication -
courtesy
Choose Nondiscriminatory
Expressions
Avoid using sexist terms such as―chairman‖, ―he‖, ―his‖, etc.)
When using the names, treat each
gender with respect.
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7 Cs of Effective communication -
correctness
Correctness
At the core of correctness is proper
grammar, punctuation, andspelling.
Incorrect message may cause loss of
a customer or end of a business
relation.
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7 Cs of Effective communication -
correctness
In the context of business
communication, Correctness also
means: Use the Right Level of Language
Check Accuracy of Figures, Facts,
and Words
Maintain Acceptable Writing
Mechanics
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7 Cs of Effective communication -
correctness
Use the Right Level of Language Choose the right level of language: formal, informal and substandard.
Formal writing is often associatedwith scholarly writing such asdoctoral theses, legal documents,agreements, articles, etc.
Informal writing is morecharacteristic of business writing.
Avoid substandard language.
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7 Cs of Effective communication -
correctness
Check Accuracy of Figures, Facts,and Words
Message must be communicated asprecisely as possible. Hence acommunicator must check andensure the accuracy of figures,facts, and words.
A good check of the message is haveanother person read and commenton the validity of the material.
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