Seven Cs of
Communication
By NM Jan
03459134521
The 7 Cs
To have an effective communication, the
communicator needs to implement the seven Cs
which causes to make the reader or listener
understand along with feedback easily.
Note: The Seven Cs should be used in both written
and oral communication.
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The 7Cs :
Since each word begins with the letter “C”, that is
why named 7Cs.
What are the 7Cs?
1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness
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1. Completeness :
A message is said to be complete if it contains all the
facts that the receiver needs to respond you. It should
convey all facts required by the audience.
How to make a message complete?
Three facts should be kept in mind for making a
complete message.
a). Provide all necessary information.
b). Answer all questions asked.
c). Give something extra if needed.
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a). Provide all necessary
information
The best way to provide all necessary information is to
answer five Ws (what, who, when, where, why)
For example, you want to reserve rooms in a hotel,
consider following questions
What type of accommodation you need? (For example,
first class, second class etc.)
Where do you need? (E.g. in which city)
Who will pay for it?
Date and time (When)
Why do you need? (For example a party)
b). Answer all questions
asked
It means that you should answer all
questions that you have been asked in a
letter or any other form of communication.
Here you again need to consider the five
W’s but here you need to reply not to ask.
c). Give something extra if
needed
Sometimes the sender wants to get information
about something and has not completely asked
about the problem. In this situation you need to
give some extra information to him even he has
not asked.
For example you are working as travel agent and
you received an email containing following
information.
Please let me know about the fare of Canada (not
a complete sentence)
2. Conciseness:
Conciseness means using fewest words to
convey message.
Conciseness is a necessity for effective
communication.
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How to make a message
concise?
a). Use one-word substitutions for phrase
For example
Soon Instead of In near future
Now Instead of at this time
Because Instead of Due to the fact that
b). Omit unnecessary
Expressions
For example
Your name please! Instead of
If you would like to let me know your name
please!
c). Avoid “There” sentence
openers
For example
Four rules should be followed.
Instead of
There are four rules that should be followed.
d). Include only relative
materials
For example
In the last meeting, we came to the conclusion that
your confidence should be appreciated. Can be written
as simply
We appreciate your confidence.
Hereby we would like to present our appreciation for
your great and distinguished services. SAY----------
We appreciate your outstanding services.
e) Omit “which” and “that” clauses
whenever possible.
Wordy: She bought a car which was nice.
Concise: She bought a nice car.
The salaries which are not paid to you…
The unpaid salaries…
The man that is retired is…
The retired man is…
f) Omit unnecessary
prepositions
For examples,
The policy of company
Pre
The company policy
The teacher of Finance
Finance Teacher
[Link]:
Consideration means preparing the message
according to the receiver’s mind or writing every
letter with your reader in mind.
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If you write message according to
receiver’s point of view, your message
will be considered.
Effective communication must take the
audience into consideration, i.e, the
audience’s view points, background,
mind-set, education level, etc.
3. Consideration:
Preparing the message with message receivers in
mind.
Try to put yourself in their place.
Don’t lose temper.
Don’t accuse
Don’t charge without facts.
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Guidelines to indicate consideration:
Focus on “You” instead of “I” and “we”.
Show Audience Benefit or Interest
Emphasize positive, pleasant facts.
Focus on “You” instead of “I” and
“we”
We-attitude: I am delighted to announce that we will
be extending our hours to make our shopping more
convenient.
You-attitude: You will be able to shop evenings with
extended hours.
ii. Show Audience Benefit or Interest in
the Receiver
Show how your receivers will benefit from
whatever the message announces or asks.
Readers may react positively when benefits
are shown to them.
Emphasize Positive and Pleasant Facts.
Negative --- Unpleasant
We don’t refund of the returned items soiled and
unsalable.
Positive ---- Pleasant
We refund when the returned item is clean and
resalable.
Don’t use negative expressions, use
positive expressions So that you would
not hurt someone’s feelings.
E.g.
We can not open account for you providing that
you are not having identity card.
SAY------------
As soon as you get the identity card, you can
open your account.
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4. Concreteness:
It means that a massage is specific, definite
and exactly related to the point.
If a massage lacks these qualities , it will be
vague and general.
To achieve concreteness, denotative words
will be used instead of connotative words.
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4. Concreteness:
1. Use specific facts and figures
Always use specific facts and figures in your massage.
For example:
Vague, general, indefinite:
Eastern Europe is making progress in obtaining
investments.
Concrete, Precise:
In 1999, investments in Eastern Europe were about
$ 30 million ; today that figure has increased by 12
percent
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Prefer the concrete to
the abstract.
Abstract
1-We have found that this technique is successful.
2-Your department may hire some
new employees.
Concrete
Our research shows that 87 percent of those using
this technique are successful.
Your department may hire three new stock clerks.
4. Concreteness:
2. Put active verbs in a sentence:
For example:
Passive: The proposal was approved.
Active: The general manager approved the
proposal.
The check was paid.
He paid me the check.
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Concreteness:
1. Active verbs also make sentences:
specific
personal
concise
1. Specific . “ The chief executive decided” is more explicit than “ A decision
has been made.”
2. Personal: “ You will note “ is both specific and personal;” it will be noted “ is
impersonal.
3. Concise :The passive requires more words and there far slow both writing and
reading . Now compare them.
“ Figures show” with “it is shown by figures.”
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5. Clarity:
Means conveying the message clearly so that
the receiver will understand what you are trying
to convey.
So choose precise, concrete and familiar words.
Clarity is achieved if you use familiar and
conversational words.
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5. Clarity:
How to make a message clear?
a). Use simple words
For example
Simple Complex
Pay Remuneration
Fire Conflagration
Many people A large segment of the population
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b). Use effective sentences
Effective sentence means a sentence, the meaning
of which is clear on the first reading.
For example
He is not an illiterate person. (Non-effective
sentence)
He is a literate person. (Effective sentence)
Prefer the short, familiar word
to the long, unfamiliar word.
Accomplish : do
Approximately : about
Ascertain : find out
Commence : start
Considerable : much
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6. Courtesy:
Courtesy means keeping polite behavior during
communication. Courtesy also means replying
promptly to all letters.
It is a quality that enables a request to be refused
without killing all hope of future business.
It is politeness that grows out of respect and
concern for others.
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6. Courtesy:
How to get courtesy in the message?
a). Be tactful:
Tact means the ability to do or say something right without
causing anyone to be hurt or angry.
For example
I told you three times but you didn’t understand. (Tactless)
Let me tell you once again for your clear understanding.
(Tactful)
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b). Be appreciative
For example
You tried many times but failed.
Try again and again till you succeed.
6. Courtesy:
C). Choose nondiscriminatory expressions
Instead of these gender-specific Choose these Bias Free words
words.
Businessman Business person or business worker
Chairman Chair, chairperson, worker, employee
Manpower Worker, employee
Newsman Newscaster or reporter or journalist
Salesman Salesperson, sales, representative,
agent
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[Link]:
The principles of correctness is more than proper grammar,
punctuation and spelling.
Mistakes are never intentional , however they can spoil our
image
Errors in the massages fall in the following categories.
Mistakes in names, figures, facts and words
Mistakes in Punctuation and capitalization
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7. Correctness:
Mistakes in names, figures, facts and words
Any mistakes in names figures, facts, etc, can
make your massage unclear. Such mistakes can
create problems for you .
Imagine if you write 2000 where you were
supposed to write 200.
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7. Correctness:
2. Maintain acceptable writing mechanism
Grammar check
Spell check
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ii. Check Accuracy of Figures, Facts,
and Words.
Check and double-check to ensure that
the figures, facts and words.
Verify your statistical data
Double- check your totals
Have some one else read your message
Determine whether a fact has changed
over time.
Try to use more formal instead of
less formal/informal language
More Formal Less Formal
Participate Join
Interrogate question
Endeavor Try
Procure Get
Utilize Use