THE SEVEN C’S OF EFFECTIVE

COMMUNICATION

Seven C’s are the life blood of communication between sender & receiver. The Sender’s message is said to be effective when the receiver understands the same meaning that the sender was intended to Persuade his receiver.

For any communication in business, in order to be effective, it must have seven qualities. These seven attributes are called Seven C’s of effective communication.

What is 7 C’s?

To Persuade the Receiver

CorrectnessClarity

Conciseness

Completeness

Consideration

Concreteness

Courtesy

CORRECTNESS:

At the time of encoding, if the encoder has comprehensive knowledge about the decoder of message, it makes the communication an ease. The encoder should know the status, knowledge and educational background of the decoder.

Guidelines:

Use the right level of languageCorrect use of grammar, spelling and punctuationAccuracy in stating facts and figures

Correctness in message helps in building confidence.

CLARITY:Clarity demands the use of simple language and easy sentence structure in composing the message. When there is clarity in presenting ideas, it’s easy for the receiver/decoder to grasp the meaning being conveyed by the sender/encoder.

Guidelines:

Choose precise, concrete and familiar words.Construct effective sentences and paragraphs.

Clarity makes comprehension easier.

Examples:

Unclear: Being an excellent lawyer, I am sure you can, help us.

Clear: Being an excellent lawyer, you can surely help us.

CONSIENESS:A concise message saves time of both the sender and the receiver. Conciseness, in a business message, can be achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including relevant material makes the message concise. Achieving conciseness does not mean to loose completeness of message.

Guidelines:

Omit outdated trite expressions.Ask yourself: What material is really relevant?.Look for unnecessary repetition: Does the same word or idea appear too often?

Conciseness saves time.

Examples:

Wordy: We hereby wish to let you know that our company is pleased with the confidence you have reposed in us.

Concise: We appreciate your confidence.

Wordy: In due course

Concise: Soon

COMPELETNESS:By completeness means the message must bear all the necessary information to bring the response you desire. The sender should answer all the questions and with facts and figures. and when desirable, go for extra details.

Guidelines:

Provide all necessary information.Answer all questions asked.Give something extra, when desirable.

Completeness brings the desired response.

Examples:

Please fax me in return the departures from Singapore to Hong Kong on the 8th.

Missing: time of day, airlines flying that route, costs and departure and arrival timings.

How come my request for an interview letter did not receive a response?

Missing: When was the letter sent? Who sent it? To whom was it sent?

CONSIDERATION:Consideration demands to put oneself in the place of receiver while composing a message. It refers to the use of You attitude, emphases positive pleasant facts, visualizing reader’s problems, desires, emotions and his response.

Guidelines:

See your material from your reader’s point of view.“You” is more desirable than “I’ and “we” in most instances.Readers like to see benefits. Be sure benefits are a prominent part of the message.Consciously use positive words: readers will react more favorably.

Consideration means understanding of human nature.

CONCRETENESS:Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message. Facts and figures being presented in the message should be specif.

Guidelines:

Use specific facts and figures.Put action in your verbs.Choose vivid, image-building words.

Concreteness reinforces confidence.

Examples:

Vague, General, Indefinite: Students’ GMAT scores are higher.

Concrete, Precise: In 2006 the GMAT scores averaged 600; by 2007 they had risen to 610.

COURTESY:In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about receiver but also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver. Courtesy builds goodwill.

Guidelines:

Be sincerely tactful, thoughtful and appreciative.Use expressions that show respect.Choose nondiscriminatory expressions.

Courtesy strengthen relations.

Examples:

Tactless, blunt: I rewrote that letter three times; the

point was not clear.

More tactful: I am sorry the point was not clear; here

is another version.