The Seven Cs of Effective Communication
1. Clarity:A message must be clear at the first reading. The sender must try to anticipate
what the receiver will want to know and must communicate the message in such a way
that the receiver will understand it without any difficulty. The sender must be clear about
the purpose of the message and the objective in sending it. The language must be simple
and the content self- explanatory, so as to avoid confusion or misunderstanding.
Long winding sentences, incorrect choice of words and an angry tone, mar the intent of
the message. Deciding on the purpose, using short sentences, choosing the words
carefully, help in bringing clarity in any communication.
Clarity in communication:
● Allows conveying of accurate messages.
● Makes understanding easier.
● Allows complete comprehension of thoughts and ideas packed in the message.
● Make use of exact, appropriate and concrete words.
2. Conciseness:
The information should be sent in as concise manner as possible. This can be done by
conveying the message by using fewer words and avoiding extra information. Remember
that time is money. Hence a concise message from the sender saves the time and expenses
for both the parties. For achieving conciseness, avoid wordy expression and refrain from
unnecessary repetition. Stick to the purpose of the message and delete irrelevant words.
Avoid long introductions, unnecessary explanations etc. Use of pronouns and initials can
be useful in this respect.
A concise communication:
● Is both time-saving and cost-saving.
● Highlights the main message.
● Uses limited words.
● Appeals to the receivers.
3. Concreteness:
Messages should be specific instead of general. This concreteness in formulating
messages strengthens the confidence.
Concrete messages:
● Are based on specific facts and figures.
● Use words that make the message clear.
● Are rarely misinterpreted.
4. Consideration:
Businesses aim at developing good relationships founded on consideration and courtesy
and this can be achieved through interpersonal interaction by focusing on you instead of I
or we and emphasizing the pleasant and the positive the writer can establish a personal
rapport with the receiver. Politeness cost nothing, but pays much. The overall tone of the
message must be gentle and considerate. It may vary and become demanding or
aggressive if the situation demands. But it is best to avoid being insulting or rude.
A considerate communication:
● Uses “you” approach
● Keep client’s interest in mind
● Uses positive connotation
5. Courtesy:
By conveying one's message politely, one earns the respect of the receiver. A courteous
tone speaks of the decency of the sender and helps to get a positive response from the
receiver. It also creates a favorable image about the sender or the individual or
organization. One must learn to be tactful, thoughtful and appreciative. The message must
contain polite expressions that show respect.
Courteous message:
● Gives due consideration to the receiver’s viewpoint or feelings.
● Is positive in tenor.
● Displays sincerity, tactfulness, thoughtfulness, appreciation and respect for the
receiver.
6. Correctness:
The next principle is that the centre must ensure that the content is correct. He must check
the facts and figures. The centre must verify the information before putting it on paper.
Secondly, the sender must check the message for spelling mistakes, grammatical errors,
and necessary reputations or any mistakes in punctuations.
Incorrect statements, incorrect information, inappropriate tone not only create a bad
impression on the receiver, but also spoil the reputation and credibility of the organization
that one represents.
Correct information:
● Sends out exact, correct and well-timed message.
● Boosts up the confidence level.
● Presents precise and accurate facts and figures in the message.
● Makes use of appropriate and correct language in the message.
7. Completeness:
A message must be complete. It must not leave out any piece of information. It must
answer all the questions that arise in the mind of the receiver. While planning the
message, it is advisable for the sender to list all the relevant points on a separate piece of
paper. He or she should then check if these are included in the body of the message. The
sender should find out if the letter comprehensively answers all the questions that would
arise in the mind of the receiver.
A complete communication:
● Builds reputation for the organization.
● Is cost effective.
● Answers all possible queries.
● Helps informed decision-making by the receiver of the message.
● Is persuasive by itself.
