Seven C'S For Effective Communication India

By- Meenakshi Aggarwal August 18, 2011

CompletenessConcisenessConsiderationConcretenessClarityCourtesyCorrectness

Completeness of facts is absolutely necessaryIncomplete information creates misunderstandingIncomplete information is worse than no informationFor e.g.- when ordering shirts by mail, one has to specify all the relevant facts-SizeColorCatalogue numberQuantityMode of paymentMode of dispatchRequired date of delivery

One way to make your message complete is to answer the five Ws.WHO?WHAT?WHEN?WHERE?WHY?The five question method is useful when you write requests, announcements, or other informative messages.For instance, to order (request) merchandise, make clear WHAT you want, WHEN u need it, WHERE it is to be sent.

Convey the message using fewest wordsConciseness is the prerequisite to effective business communication due to paucity of time A concise message saves time and expenses for both the parties

Include only relevant factsAvoid repetitionAvoid wordy expressionsOrganize your message well

E.g. Wordy:- at this time. Instead of at this time you can just use only a concise word:- NOW ,Always try to use To the point Approach in a business scenario

Always try to provide only relevant information to the receiver of the message.Lets say one of the customers of a company requested for the list of the clients of the company-In reply , the company should provide only the list of clients No need to provide detailed business information about client at allIn order to include only relevant information-Stick to the purpose of messageDelete irrelevant wordsAvoid long introduction, unnecessary explanation etc.Get to the important

Consider the receivers interest/intentionAdopt the you attitudeEmphasize positive, pleasant factsMaintain a level of decency

You attitudeYou have a choice of four schemes in which you can invest your savings.Readers may react positively when benefits are shown to them.

Message should be specific instead of general. Misunderstanding of words creates problems for both partiesUsing facts and figures instead of irrelevant information, makes the message more concrete and believable

GeneralHe is a very intelligent student and held the first rank in the class.ConcreteAlis GPA in MBA (Finance) was 9.9 and he held the first rank in his class.

Clarity of thought- The communication starts with the generation of idea in the transmitters mind. She must be clear about three things-What is the objective of communication?What is to be communicated?Which is the most suitable medium for the purpose?

Clarity of expression- If the encoding is faulty, the message may be misinterpreted. A careful choice of words is a must. Points to be noted-Use simple wordsUse concrete expressionsPrefer active constructionsAvoid jargonAvoid ambiguity

Courtesy involves being aware, not only of the perspective of others, but also their feelings. Courtesy stems from a sincere you attitude. it is not merely politeness with mechanical insertions of please and Thank you .Courtesy demands a considerate and friendly behavior towards others

Be thoughtful and appreciativeUse expressions that show respect for the othersChoose nondiscriminatory expressionsOmit irritating expressions like- you forgot, you failed, your irresponsible approachApologize sincerely for an omissionThank generously for a favor

Correct facts and figuresAt a proper timeIn the correct styleCorrect use of language