The seven C’s of Effective

Communication
Completeness
 The communication should convey all facts
required by the audience. The sender should
consider the receiver’s mind set and convey the
message accordingly. A complete communication
has following features:
◦ develops and enhances reputation of an organization.
◦ cost saving as no crucial information is missing and no
additional cost is incurred in conveying extra message
◦ always gives additional information wherever
required, leaving no questions in the mind of receiver.
◦ helps in better decision-making by the
audience/readers/receivers of message as they get all
desired and crucial information with a little extra.
 It persuades the audience.
Example
 Bad Example
Hi everyone,
I just wanted to send you all a reminder about the meeting we're having
tomorrow!
See you then,
Chris
This message is not complete, for obvious reasons. What meeting?
When is it? Where? Chris has left his team without the necessary
information.
 Good Example
Hi everyone,
I just wanted to remind you about tomorrow's meeting on the new
telecommuting policies. The meeting will be at 10:00 a.m. in the
second-level conference room. Please let me know if you can't attend.
See you then,
Chris
Conciseness
Wordiness, i.e, communicating what you want to
convey in least possible words without forgoing
the other C’s of communication. Concise
communication has following features:
◦ time-saving as well as cost-saving.
◦ underlines and highlights the main message as it
avoids using excessive and needless words.
◦ provides short and essential message in limited words
to the audience.
◦ more appealing and comprehensible to the audience.
◦ non-repetitive in nature.
Example
 Bad Example
Hi Matt,
I wanted to touch base with you about the email marketing campaign we kind of sketched out last Thursday.
I really think that our target market is definitely going to want to see the company's philanthropic
efforts. I think that could make a big impact, and it would stay in their minds longer than a sales pitch.
For instance, if we talk about the company's efforts to become sustainable, as well as the charity work we're
doing in local schools, then the people that we want to attract are going to remember our message
longer. The impact will just be greater.
What do you think?
Jessica
This email is too long! There's repetition, and there's plenty of "filler" taking up space.
 Good Example
Watch what happens when we're concise and take out the filler words:
Hi Matt,
I wanted to quickly discuss the email marketing campaign that we analyzed last Thursday. Our target
market will want to know about the company's philanthropic efforts, especially our goals to become
sustainable and help local schools.
This would make a far greater impact, and it would stay in their minds longer than a traditional sales pitch.
What do you think?
Jessica
Consideration
 Consideration implies “stepping into the shoes of others”.
Effective communication must take the audience into
consideration, i.e, the audience’s view points, background,
mind-set, education level, etc.
Make an attempt 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 message to suit the audience’s needs
while making your message complete.
Features of considerate communication are as follows:
◦ Emphasize on “you” approach.
◦ Empathize with the audience and exhibit interest in the audience.
This will stimulate a positive reaction from the audience.
◦ Show optimism towards your audience. Emphasize on “what is
possible” rather than “what is impossible”. Lay stress on positive
words such as jovial, committed, thanks, warm, healthy, help, etc.
Example
 Bad example
You are completely off base in your proposal!
This is a completely insensitive message although uses
the “you”. A more considerate message could be
passed by avoiding “you” in negative situations to
depersonalize the message
 Good example
We have differing interpretations of the utility of the
proposal
This is more sender oriented having the acceptance of
responsibility. A more depersonalized version would
be
The proposed plan has three aspects that need
clarification
Clarity
Clarity implies emphasizing on a specific
message or goal at a time, rather than
trying to achieve too much at once.
Clarity in communication has following
features:
◦ It makes understanding easier.
◦ Complete clarity of thoughts and ideas
enhances the meaning of message.
Clearmessage makes use of exact,
appropriate and concrete words
Example
 Bad Example
Hi John,
I wanted to write you a quick note about Daniel, who's working in your department. He's a
great asset, and I'd like to talk to you more about him when you have time.
Best,
Skip
What is this email about? Well, we're not sure. There's no sense of purpose to this message,
so it's a bit confusing.
 Good Example
Hi John,
I wanted to write you a quick note about Daniel Kedar, who's working in your department. In
recent weeks, he's helped the IT department through several pressing deadlines on his own
time.
We've got a tough upgrade project due to run over the next three months, and his knowledge
and skills would prove invaluable. Could we please have his help with this work?
I'd appreciate speaking with you about this. When is it best to call you to discuss this further?
Best wishes,
Skip
 This second message is much clearer, because the reader has the information he needs to
take action.
Concreteness
 Concrete communication implies being
particular and clear rather than fuzzy and
general. Concreteness strengthens the
confidence. Concrete message has
following features:
◦ supported with specific facts and figures.
◦ makes use of words that are clear and that
build the reputation.
◦ Concrete messages are not misinterpreted.
Example
 Bad Example
 Consider this advertising copy:
The Lunchbox Wizard will save you time every day.
A statement like this probably won't sell many of these products.
There's no passion, no vivid detail, nothing that creates emotion,
and nothing that tells people in the audience why they should care.
This message isn't concrete enough to make a difference.
 Good Example
 How much time do you spend every day packing your kids'
lunches? No more! Just take a complete Lunchbox Wizard from
your refrigerator each day to give your kids a healthy lunch AND
have more time to play or read with them!
This copy is better because there are vivid images. The audience can
picture spending quality time with their kids – and what parent
could argue with that? And mentioning that the product is stored in
the refrigerator explains how the idea is practical. The message has
come alive through these details.
Courtesy
Courtesy in message implies the message
should show the sender’s expression as well
as should respect the receiver. The sender of
the message should be sincerely polite,
judicious, reflective and enthusiastic.
Courteous message has following features:
◦ taking into consideration both viewpoints as well
as feelings of the receiver of the message.
◦ is positive and focused at the audience.
◦ makes use of terms showing respect for the
receiver of message.
◦ It is not at all biased/nondiscriminatory.
Example
 Bad Example
Jeff,
I wanted to let you know that I don't appreciate how your team always monopolizes the discussion at
our weekly meetings. I have a lot of projects, and I really need time to get my team's progress
discussed as well. So far, thanks to your department, I haven't been able to do that. Can you
make sure they make time for me and my team next week?
Thanks,
Phil
Well, that's hardly courteous! Messages like this can potentially start officewide fights. And this email does
nothing but create bad feelings, and lower productivity and morale. A little bit of courtesy, even in
difficult situations, can go a long way.
 Good Example
Hi Jeff,
I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an
excellent job of highlighting their progress. But this uses some of the time available for my team
to highlight theirs. I'd really appreciate it if you could give my team a little extra time each week
to fully cover their progress reports.
Thanks so much, and please let me know if there's anything I can do for you!
Best,
Phil
What a difference! This email is courteous and friendly, and it has little chance of spreading bad feelings
around the office.
Correctness
Implies that there are no grammatical and
spelling errors in communication. Correct
communication has following features:
◦ The message is exact, correct and well-timed.
◦ If the communication is correct, it boosts up the
confidence level.
◦ Correct message has 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
Example
 Bad Example
Hi Daniel,
Thanks so much for meeting me at lunch today! I enjoyed our
conservation, and I'm looking forward to moving ahead on our
project. I'm sure that the two-weak deadline won't be an issue.
Thanks again, and I'll speak to you soon!
Best,
Jack Miller
 If you read that example fast, then you might not have caught any
errors. But on closer inspection, you'll find two. Can you see them?
 The first error is that the writer accidentally typed conservation
instead of conversation. This common error can happen when
you're typing too fast. The other error is using weak instead of
week.
 Again, spell checkers won't catch word errors like this, which is
why it's so important to proofread everything!
Awareness of these 7 C’s of communication
makes you an effective communicator!

For more details on examples, refer to