There are 7 C’s of effective communication which are applicable to both written as well as oral communication. These are as follows:
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 the reputation of an organisation.
- Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra messages if the communication is incomplete.
- 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.
2. Conciseness – Conciseness means wordiness, i.e. communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication. Concise communication has following features:
- It is both timesaving as well as cost-saving.
- It underlines and highlights the main message as it avoids using excessive and needless words.
- Concise communication provides short and essential messages in limited words to the audience.
- A Concise message is more appealing and comprehensible to the audience.
- A Concise message is non-repetitive in nature.
3. Consideration – Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e., the audience’s viewpoints, background, mind-set, education level, etc. Try to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained, and their emotions are not at harm. Modify your words in messages to suit the audience’s needs while making your message complete. Features of considerate communication are as follows:
- Emphasise on the “you” approach.
- Empathise with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience.
- Show optimism towards your audience. Emphasise on “what is possible” rather than “what is impossible”. Lay stress on positive words such as happy, committed, thanks, warm, healthy, help, etc.
4. Clarity – Clarity implies emphasising on a specific message or goal, one at a time, rather than trying to achieve too much at once. Clarity in communication has the following features:
- It makes understanding easier.
- Complete clarity of thoughts and ideas enhances the meaning of messages.
- Clear messages make use of exact, appropriate, and concrete words.
5. Concreteness – Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete messages have the following features:
- It is supported with specific facts and figures.
- It makes use of words that are clear and that build the reputation.
- Concrete messages are not misinterpreted.
6. Courtesy – Courtesy in messages implies the message should show the sender’s expression as well as showing respect to the receiver. The sender of the message should be sincerely polite, judicious, reflective, and enthusiastic. Courteous messages have the following features:
- Courtesy implies taking into consideration both viewpoints as well as the feelings of the receiver of the message.
- A Courteous message is positive and focused on the audience.
- It makes use of terms showing respect for the receiver of messages.
- It is not at all biased.
7. Correctness – Correctness in communication implies that there are no grammatical errors in communication. Correct communication has the following features:
- The message is exact, correct, and well-timed.
- If the communication is correct, it boosts up the confidence level.
- Correct messages have greater impact on the audience/readers.
- It checks for the precision and accurateness of facts and figures used in the message.
- It makes use of appropriate and correct language in the message.
Awareness of these 7 C’s of communication will make you an effective communicator.
Grant Stanley BSc (Hons) MA MCIM