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THE 7C’s of EFFECTIVE COMMUNICATION

Effective Communication means making people understand our meaning and make them reply in terms
that move the exchange of ideas forward……….
Communication is heavily based on sender’s or receiver’s attitude
Things to be kept in mind while trying to have an effective communication……
Be clear in your own mind about what you want to communicate
Deliver the message succinctly (concisely)
Ensure that the message has been clearly and correctly understood

The 7 c’s of effective communication are as follows::

1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. C larity
6. Courtesy
7. Correctness

Each of the above mentioned C quality is discussed in wider aspect in next pages
Our attitude towards others greatly influences our communication style.
Some important points to be kept in our mind while trying to have an effective communication
· Give full attention to people while they are talking to you.
· Encourage other people to talk, and ask appropriate questions.
· Present your ideas so that others are receptive to your point of view.
· Treat people fairly and let others know how you want to be treated.
· Value teamwork and know how to build cooperation and commitment.
· Show respect for people’s ideas and feelings, even when you disagree with them
· Accept differences and conflict as a normal part of any work environment, and know how to address them
constructively
· Strive to understand other people and to be empathetic i.e. try to understand other person.
· Be open to negative feedback, and communicate difficult truths in a respectful way.
· Be able to easily win people’s trust and respect.
· Check to make sure you have understood what other people are trying to communicate.
· Be confident and at ease giving a presentation.
· Avoid making absolutist judgments about people (e.g. “He/she is always that way.”)
· Follow through on your commitments.
· Be able to work with people you having difficulties with without becoming negatively yourself.

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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1. COMPLETENESS:
It offers various benefits. It helps in bringing out the desired results without extra cost other
number of messages. It also helps in building goodwill and a sense of concern for other party as both
the reader and sender may have different background, culture, viewpoint, needs and experience.
Completeness comprises of the following points to be kept in mind

a) Providing all necessary information:

It means to provide entire information keeping in mind the
readers point of view for their better understanding. It can be done by answering all WH
questions i.e. who, what, when, where, why and other essentials like how?
b) Answer All Questions Asked:
A reply or reaction to a incomplete reply is most likely to be
unfavorable. Not answering all the questions builds an image of being careless or trying to
hide some weak spots, leading to question on our tact’s and honesty.
c) Give Something Extra, When Desirable:
It refers to providing some extra information related to the
question asked by the opposite party. Giving a satisfactory reply is the main issue which
would attract the opposite party for an interaction. For example if a new member in your
society wants to know about the place where the next meeting will be held? So your reply
should not only consist of the place where the meeting would be held it should also consist of
other information relevant to the meeting like at what time, where, when, objective behind the
meeting should be mentioned and an invitation to him in the end will make the reader more
eager to attend the meeting
Example:

Incomplete letter to a new savings depositor:

Thank you for the confidence you have shown us by the account you recently opened. All our
facilities are at your disposal, and anytime we can be of service, please call on us. Our
appreciation is best expressed by our service being of to you.

Revised, complete letter to the new savings depositor:

Thank you for the confidence you have shown in us by opening the savings account. Our goal is
to make all our services available to you both helpful and pleasant.

Your account offers you the following benefits

YOUR PASSBOOK DEPOSITS EARN 7% interest compounded half-yearly

BETTER-THEN-CHECKING facility helps you make online transactions and even 24 hour
ATM (Automatic Teller Machine)

You are most welcome to come in whenever we can assist you. Please consider this
association as your financial head-quarters for your savings and borrowing needs.
Waiting eagerly to see you in our premises

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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2. CONCISENESS:
Conciseness refers to saying whatever we want in fewest in possible words without sacrificing
the other C qualities. A concise message saves time and expense for both sender and receiver.
Conciseness refers to elimination of unnecessary words and inclusion of interesting topics for the
recipients.

Conciseness comprises of following points to be kept in mind

a. Eliminating wordy expressions:

It refers to replacing of long wordy expressions by shorter terms of same meaning
and avoiding overusing empty phrases and limiting the use of passive voice
Example:
Wordy: At this time
Concise: Now

Wordy: She bought desk that are of executive type

Concise: She bought executive-type desks

b. Include only relevant material:

The effective message should not only omit unnecessary word expression but also
irrelevant material. It can be done in the following manner
1. Stick to the purpose of the message.
2. Delete irrelevant words and rambling sentences
3. Avoid long introductions, unnecessary explanation, excessive adjective
4. Omit obvious information to the receiver
Example:
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.

c. Avoid unnecessary repetition:

Sometimes repetition is necessary for emphasis but when same thing is repeated two or
three times without any reason the message becomes wordy and boring. These can be
done by sticking to the following points.
1. Use of shorter name i.e. for example if once you have mentioned Siddharth College
of Commerce and Economics once you can write Siddh.com instead of such a long
name
2. Use pronouns or acronyms or initials rather then repeating long names i.e. for
example you should write ICC instead of writing INTERNATIONAL CRICKET
COUNCIL again and again.
3. Cut out all needless expressions and repetition of phrases of sentences

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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3. CONSIDERATION:
Consideration means preparing every message keeping the message receiver in
mind; Being considerate means you don’t loose your temper, you do not accuse or charge them
without facts, in other sense consideration covers other six C’s of effective communication

Consideration comprises of the following points to be kept in mind

a. Focusing on “you” instead of “I” and “we”:

The message should focus on how message receivers will be benefited, what they
would receive and what they need to know should be emphasized. Many people have
ideas of individual gain for better standard of living
Example:
We-attitude: I am delighted to announce you that we will be extending our hours to
make shopping more convenient.
You-attitude: You will be able to shop in evenings with the extended hours.

b. Showing audience benefits or interest in the receiver:

If possible you must show how your receivers will benefit from whatever the
message asks or announces. Receiver will be more likely to react favorably and do what do
you suggest if you show that benefits are worth the effort and cost you are asking them.

c. Emphasize positive, pleasant facts:

A third way to show consideration for your receivers is to accent the positive.
This means stressing what can be done instead of what cannot be done, and focusing onwards
your recipient can consider favorably.
Example:
`1.Unpleasant: We don’t refund if the returned item is soiled or unsalable.
Pleasant: We refund when the returned item is clean and resalable.

2. Unpleasent: When you travel on company expense, you will not receive
approval for first class fare.
Pleasant: When you travel on company expense, your approved fare is for
tourist class

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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4. CONCRETENESS:
Concreteness refers to being more specific, definite, and vivid rather than and general
and repetitive. The main benefit of being concrete is obvious that the receiver knows exactly what is
required or desired. The other benefit of being concrete is that the reply might be in the same way that
may be interrupted by you as the receiver.

Concreteness comprises of the following points to be kept in mind:

a. Using specific facts and figures:

Whenever possible use specific, exact, precise statement or figure instead of general
words which helps in making your message more concrete
Examples:
No General, Indefinite Concrete, Precise
1 She’s a brain Her percentage have increased from 84% in
S.S.C to 88% in H.S.C
2 Eastern Europe is making progress in In 1990 investments in Eastern Europe were
obtaining investments about US $30 million; today that figure has
increased by 12%
But sometimes when you don’t know the exact figures and want to be concrete you can
write as “half the committee was present”

b. Put Action in your verbs:

Verbs can bring your concreteness back to being alive and more dynamic. Use of verbs
especially the active verbs make your sentence more Specific, Personal and Concise. Even the
passive verbs are more useful sometimes when you want to avoid any personal or accusing
comments.
Examples:
1. “The Principal Has decided” is more specific then “A decision has been made”.
2. “You will note” is both personal and specific than “It will be noted”.

c. Selection of more vivid and image-building words:

This section refers to the use of language or words which are capable of creating an
atmosphere in the mind of the reader that he imagines himself, being, in that situation rather
than using words which would bounce over the gray matter. The inclusion of vivid words also
helps in creating a scenario that the writer or speaker has a wider scope of imagination instead
having an image of sticking to the basics.
Examples:
No Literal and dull More vivid and image-builder
1 His work in group was exemplary He could be called the “The spark plug of the
group”
2 The results are very good this year and The results this year have been excellent and
are expected to be very good next year we expect them to touch the mountain in the
coming year

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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5. CLARITY:
Getting the meaning from your head to the reader’s head accurately is the purpose of
clarity. Of course, you know it is not simple. We all carry around our own unique interpretations,
ideas, thinking, experiences associated with the words.

Clarity comprises of the following points to be kept in mind:

a. Selection of precise, concrete and clear words:

Clarity is achieved in part through a balance between precise words and familiar
words.Defining the above sentence, example, although it is appropriate to use technical
terms and business jargons in professional institutions but they need to be avoided when
communicating with a person who is not acquainted with the terminology.

No Possibly unfamiliar Familiar to the layperson

1 Assessed valuation Property value for tax purposes
2 Charge to your principal(banking) Increase the balance of your loan
3 buyouts Purchase by other company
4 People plying on skywalk People moving on over bridge

b. Constructing effective sentences and paragraphs:

In this important characteristics to consider are length unity and coherence.

i. Length: Generally short sentences are preferred, the suggested average sentence
length should be about 17-20 words because longer sentences may cause
lack of concentration in sentences.

ii. Unity: In a sentence whether it is simple, compound or complex the link i.e. the
unity matters which means to have one main idea traveling through the
entire conversation. Every sentence or word must be closely related to
each other.

c. Coherence:
Coherence in sentences means the words should be correctly placed or arranged so that
ideas clearly reflect the intended meaning.

Emphasis: It refers to the quality that gives force to important parts of the sentences and
paragraphs. The writer must know when and where the emphasis is required
which helps in making the letter more clear along with other C qualities.

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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6. COURTESY:

True courtesy involves being aware not only of the perspective of others but also their
feelings. It is merely politeness and mechanical insertions of “please” and “thank-you”

Courtesy comprises of the following points to be kept in mind:

a. Being sincerely tactful, thoughtful and appreciative:

i. Tact: Though few people are intentionally waiting for someone to argue, so being
tactful avoids any cause of discourtesy and avoiding any negative feedback
from the sender.
Example: “Clearly, you did not read my latest fax” can be written as “Sometimes
my wordings are not precise; let me try again”.

ii. Thoughtfulness and Appreciation: It means bringing a thought in the entire

conversation and appreciating the reply from the other party.

b. Use expressions showing respect:

No reader wants to receive message that offends. This can be done by
eliminating irritating expressions and Questionable humor because humor to one
person may be disgust for another as everyone has different sense of humor.

c. Choose nondiscriminatory expressions:

Another requirement for courtesy is the use of nondiscriminatory language
that reflects equal treatment of people regardless of their gender, race, age and physical
features. Some of the examples are given below

No Questionable More desirable

1 Each customer will have the Customers will have the changes
new changes noted on his bill noted on their bill.

2 Our criteria are firm; Our criteria suggest he or she is

he is to be a scholar, supposed to be a scholar and a good
he is to be a good teacher. teacher

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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7. CORRECTNESS:
At the core of the correctness is the proper use of grammar, punctuations and
spelling. A message may be perfect grammatically and mechanically but still insult or
lose a customer.

Correctness comprises of the following points to be kept in mind:

a. Using right level of language:

There are different levels of languages which may be formal, informal, and
substandard. Formal writings are usually associated with the scholarly writing, legal
documents, and other documents where formality is the style in demand.
Examples:
No. More formal Less formal More formal Less formal
1. participate join procure get
2. interrogate question utilize use

No. Substandard More acceptable Substandard More acceptable

1. Can’t hardly Can hardly Aim at proving Aim to prove
2. irregardless regardless stoled stolen

b. Checking accuracy of figures, facts, and words:

Many a times it is impossible to convey the message directly from the sender’s head to
the receivers head. So this can be done to an extent by including figures and facts like
as follows:
1. Verifying your statistical data
2. Double-checking your totals
3. Avoid guessing of laws that have an impact on sender or receiver
4. Determine whether a fact have changed over a time.

Other factor is the inclusion of words that don’t confuse for example the following will
help in clearing this topic

1. Accept-except: here accept means to receive and except means to omit.

2. Biannually-biennially: Biannually means 2 times a year and biennially mean
every 2 years.

c. Maintaining acceptable writing mechanics:

This topic relates to the proper use of words and spellings. But in today’s world
writing have been more easier, since, spell-checkers and various kinds of word
formatter are availiable

Assignment done by (F.Y.B.Sc.IT):

Roll no.7 Chede Ganesh
Roll no.8 Chile Nilesh
Roll no.12 Kaushal Gupta

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Of Effective Communication http://www.foxitsoftware.com For evaluation only.

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