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Effective Communications (7 Cs)

When we talk about “Effective Communication” one thing that comes in mind, what are the basic principles of “Effective Communication” These principles prove us how your message can become effective for your target group. These principles also establish style and importance of the message. These principles are commonly known as “7 Cs of Effective Communication.”

7 Cs of Effective Communication

1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy

7. Correctness

1. Completeness

The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message accordingly. A complete communication has following features:  Complete communication develops and enhances reputation of an organization.  Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete.  A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver.  Complete communication helps in better decision-making by the audience / readers / receivers of message as they get all desired and crucial information.  It persuades the audience to listen and evaluate emphatically.

1.1 The Significance of 5 five W’s

The five W’s completes the answer in multidimensional aspects.  WHO?  WHAT?  WHEN?  WHERE?  WHY?

2.1.3 Avoid Un-Necessary Repetition

 Sometimes repetition is necessary for focusing some special issue.  But when the same thing is said without two or three reasons, the message become wordy and boring.  That’s why try to avoid un-necessary repetition.

2 .1.4 Eliminate un-necessary words

 Use shorter name after you have mentioned the long once. e.g. Spectrum Communications Private Limited use Spectrum.

 Use pronouns or initials e.g. Instead of Lahore Development

Authority use LDA or You can use IT for Information Technology. (Keeping in views that receiver knows about

these terms)

3. Consideration

 Consideration means – To consider the receiver’s Interest/Intention.  It is very important in effective communication while writing a message you should always keep in mind your target group or person.  Consideration is very important “C” among all the seven C’s.

3.1 Ways to Indicate Consideration

 Focus on “you” instead of “I” or “We”.  Show audience benefit or interest of the receiver.  Emphasize positive, pleasant facts

3.2 You Attitude

 Always write a message in such a way how reader should be benefited from it.  Reader may react positively when benefits are shown to him.  Always try to address his/her needs and wants.  Always show/write to reader, what has been done so far as his/her query is concerned.

4. Concreteness

 It means that message should be specific instead of general. Misunderstanding of words creates problems for both parties (sender and receiver).  When you talk to your senior always use facts and figures instead of generic or irrelevant information.

4.1 Guidelines of Concreteness

 The following guidelines should help you to achieve the Concreteness. o General: Police File is very good program and stood first in the rating. o Concrete : Police File rating of last week’s episodes are ________It stood first in rating.  Always write on a very solid ground. It should definitely create good image as well.

5. Clarity

 Accurately is purpose of clarity:  In effective communication the message should be very much clear, so that reader can understand it easily.  You should always choose precise, familiar and easy words.  Construct effective sentences and paragraphs

Examples

Familiar Less familiar words after subsequent home domicile invoice statement for payments

6. Courtesy

 Knowing your audience allows you to use statements of courtesy; be aware of your message receiver.  True courtesy involves being aware not only of the perspective of others, but also their feelings. It is not just politeness with automatic placing of “please” and “Thank you”. “Warm regards.” “Feel indebted and obliged.”  Although Applying socially accepted manners is a form of courtesy, rather it is politeness that grows out respect and concern for others.  Courteous communication generates a special tone in their writing and speaking.

7 .1 There are three levels of language

a. formal b. informal c. Substandard. d. Take a quick guess e. What kind of writing is associated with each level? f. What is the style of each?  Formal: writing is often associated with top-level government agreements, academic writing, legal documents and other material where formality is demanded.  Informal: writing is more characteristic of business writing. Here you use words that are short, well-known and conversational. e.g.

More Formal less formal

Participate Join Attempt Try Determine Find out Utilize Use Interrogate Question

7.2 Substandard Words

 Avoid substandard language. Using correct words, incorrect grammar,  Faulty pronunciation all suggest as inability to use good English.

Substandard More Acceptable

Ain’t isn’t, aren’t Can’t hardly can hardly Aim to proving aim to prove Desirous to desirous of Stoled stolen

7.3 Facts, Figures Accuracy

Check Accuracy of Facts, Figures and words: a. It is impossible to convey meaning precisely, through words, from the head of the sender to a receiver. b. Our goal is to be as precise as possible, which means checking and double-checking and double-checking to ensure that the figures, facts and words you use are correct.

7.4 Proper use of Confusing Words

Our Language (any) is constantly changing. In fact, even dictionaries cannot keep up with rapid change in our language. Following words often confusing in usage:  Accept, Except: Accept is a verb and means to receive whereas except is a verb or a preposition and relates to omitting or leaving out.  Nervous, Eager: Whereas nervous implies worry, eager conveys keen desire “A good check of your data is to have another person read and comment on the validity of the material.”