7 Cs of Effective

Communication
How to Create Effective
Technical or Workplace Writings:
1. Focus on the purpose of your writing
2. Focus on your readers (Audience)
3. Satisfy document requirements (Documentation style; visuals;
data)
4. Get to the point (Concise, uncluttered sentences)
5. Provide accurate information (Research)
6. Express yourself clearly (Grammar; Proofreading)
7. Format your pages carefully (be neat and leave white space)
8. Manage your time efficiently (Meet deadlines)
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When We talk about Effective Communication one
thing that comes in mind, what are the basic principles of
effective communication .

These principles tells us how your message can becomes
effective for your target group,

These principles also tell about style and importance of
the message.

These principles commonly known as 7 Cs of effective
communication.
7 Cs of Effective Communication
Business message is complete when it contains all facts
the reader or listener needs for the reaction you
desire.
As you strive for completeness, keep the following
guidelines in mind;
Provide all necessary information
Answer all questions asked
Give something extra when desirable
Completeness
Answer all questions that are asked
Give something extra when desirable
Check for five Ws & one H
Who
What
When
Where
Why and
How
Completeness
Provide All Necessary Information
Answering the five Ws helps make messages clear:
Who, What, When, Where, and Why.
Answer All Questions Asked
Look for questions: some may even appear buried
within a paragraph. Locate them and then answer
precisely.
Give Something Extra, When Desirable
Use your good judgment in offering additional
material if the senders message was incomplete.
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Completeness
Conciseness means communicating what you
want to convey in least possible words.
Conciseness is a necessity for effective
communication. Concise communication has
following features:
It is both time-saving as well as cost-saving.
It underlines and highlights the main message.
Concise communication provides short and essential
message in limited words to the audience.
Concise message is more appealing and
comprehensible to the audience.
Conciseness
1. Eliminate wordy expressions
2. Include only relevant statements
be focused
Shorten & avoid long explanations
avoid gushing politeness
3. Avoid unnecessary repetitions
use short forms the second time
use pronouns

Conciseness
Eliminate Wordy Expressions
Use single words in place of phrases. Even Winston Churchill
made extensive use of simple, one syllable words.
Example
Wordy: At this time
Concise: Now

Wordy: Due to the fact that
Concise: Because
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Conciseness
CONCISE
o Due to the fact that
o Employed the use of
o Basic fundamentals
Completely eliminate
o Alternative choices
o Actual experience
o Connected together
o Final result
o Prove conclusively
o In as few words as possible

o Because
o Used
o Fundamentals
o Eliminate
o Alternatives
o Experience
o Connected
o Result
o Prove
o Concisely
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Conciseness
Consideration implies stepping into the shoes of others.
Effective communication must take the audience
into consideration, i.e, the audiences 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.

Focus on YOU instead of I & WE
Show reader benefit & interest
Emphasize on positive & pleasant
Apply integrity & ethics
Show Audience Benefit or Interest in the
Receiver
Reader may react positively when benefits
are shown them. Benefits must meet
recipients:
needs
address their concerns, or
offer them rewards
Most important they must be perceived as
benefits by the receivers.
Consideration
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.
Clear message makes use of exact, appropriate and concrete words
Clarity
Choose short , familiar & conversational words
Construct effective sentences and paragraphs by unity of idea
and sequencing
Achieve appropriate readability by using formal & informal
language
Include examples, illustrations & visual aids
Choose precise, concrete and
familiar words
Unfamiliar:
After our perusal of pertinent data, the conclusion is that a
lucrative market exists for the subject property.

Familiar:

The data we studies show that your property is profitable
and in high demand.


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C l a r i t y
Ex : Use simple words
Subsequent later
Accede agree
Endeavour try
Supersede replace
Disclose show

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C l a r i t y
Concrete communication implies being particular and clear
rather than fuzzy and general. Concreteness strengthens the
confidence. Concrete message has 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
Concreteness
Use specific facts and figures
Put action into words
Choose vivid image building words by comparison & figurative language
Use more adjectives and adverbs
Courtesy in message implies the message should show the senders
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:
Courtesy implies taking into consideration both viewpoints as well as feelings
of the receiver of the message.
Courteous message is positive and focused at the audience.
It makes use of terms showing respect for the receiver of message.
It is not at all biased
Courtesy
The following are suggestions for generating a
courteous tone;
Be sincere , tactful, thoughtful and appreciative
Omit expressions that hurt , irritate, or insult
Grant apologies graciously
Be Sincerely Tactful, Thoughtful, and
Appreciative
Though few people are intentionally abrupt or blunt, these
negative traits are a common cause of discourtesy.
Tactless, Blunt
More Tactful
Stupid letter; I cant
understand any of it.
Clearly, you did not
read my latest fax.
Its my
understanding
Sometimes my
wording is not
precise; let me try
again
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Courtesy
Chauvinist Terms: Man words
Freshman
New student, Entering student
Manpower
Workers, Employees
Man-made
Constructed, Manufactured, Built
Chairman
Chairperson, Chair

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Courtesy
Correctness in communication implies that there are no
grammatical 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.
Correctness
At the core of correctness is proper grammar,
punctuation, and spelling.
However a message may be perfect grammatically
and mechanically but still insult or lose a customer.
CORRECTNESS
Use the right level of language
Check accuracy of facts, figures and
words
Maintain acceptable writing
mechanics
Choose non discriminatory language
Use parallel language
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The right level of language, accuracy, and
acceptable mechanics
Select the right level of language for your
communication either formal or informal.
Realize that formal language is most often used in
business communication.
Check for correct figures, facts, and words.
Apply the principles of accepted mechanics to your
writing.
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CORRECTNESS
Use the Right Level of Language
Formal and Less Formal Language
More Formal
Less Formal
Participate
Procure
Endeavor
Join
Get
Try
Check Accuracy of Figures, Facts, and Words
A good check of data is to have another person
read and comment on the validity of the material.
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CORRECTNESS
Few tips for effective verbal
messages
Be direct
Consider your
audience
Be clear
Watch your non-verbal
signals

Pay attention to the
receivers
Repeat when needed
Communicate bit by
bit
Use varying
techniques
Auditory/Visual/Kinest
hetic
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CORRECTNESS