NATURE, PROCESS, SCOPE

AND
7 C’S OF COMMUNICATION
 TOPICS COVERED

• INTRODUCTION – WHAT IS COMUNICATION

• PROCESS OF COMUNICATION
• NATURE OF COMMUNICATION
• SCOPE OF COMMUNICATION
• 7 C’S OF EFFECTIVE COMUNICATION
• CONCLUSION
The word communication originated from the Latin word “Communis” which means common
 Process of Effective Communication
 The process of communication
refers to the transmission or
passage of information or message
from the sender through a selected
channel to the receiver overcoming
barriers that affect its pace.

 The process of communication as

such must be a continuous and
dynamic interaction, both affecting
and being affected by many
variables.
Elements in The Process of Communication
 SENDER MESSAGE
 The very foundation of .....is the HEART of communication
communication process is laid by the
 Message is referred to as the information conveyed by
person who transmits or sends the
words as in speech and write-ups, signs, pictures or
message.
symbols depending upon the situation and the nature
and importance of information desired to be sent.
 He is the sender of the message which
may be a thought, idea, a picture,
 It is the content the sender wants to covey to the
symbol, report or an order and
receiver.
postures and gestures, even a
momentary smile.
 It can be verbal both written and spoken; or non-verbal
i.e. pictorial or symbolic, etc.
 The sender is therefore the initiator of
the message that need to be
transmitted.

 After having generated the idea,

information etc. the sender encodes it
in such a manner that can be well-
understood by the receiver.
 ENCODING
 Encoding is putting the targeted
message into appropriate medium
which may be verbal or non-verbal
depending upon the situation, time,
space and nature of the message to be
sent.
 Encoding is an important step in the
communication process as wrong and
inappropriate encoding may defeat the
true intent of the communication
process.
CHANNEL
 Channel(s) refers to the way or mode the
message flows or is transmitted through.
 The message is transmitted over a channel
that links the sender with the receiver.
 The message may be oral or written and it may
be transmitted through a memorandum, a
computer, telephone, cell phone, apps or
televisions.

Since each channel has its

advantages and disadvantages, the
choice of proper selection of the
channel is paramount for effective
communication.
 RECIEVER DECODING
The other end of the process
 Decoding refers to interpreting or
 Receiver is the person or group who the message is converting the sent message into
meant for. intelligible language.

 He may be a listener, a reader or a viewer.  It simply means comprehending the

message.
 Any negligence on the part of the receiver may
make the communication ineffective.  The receiver after receiving the message
interprets it and tries to understand it in the
 The receiver needs to comprehend the message best possible manner.
sent in the best possible manner such that the true
intent of the communication is attained.

 The extent to which the receiver decodes the

message depends on his/her knowledge of the
subject matter of the message, experience, trust
and relationship with the sender.

 The receiver is as significant a factor in

communication process as the sender is.
 FEEDBACK TYPES OF FEEDBACK
The ultimate aspect of Kevin Eujeberry, the world famous leadership
communication process exponent mentioned the four types of
feedback.

 It refers to the response of the receiver as The types are as follows −

to the message sent to him/her by the
sender.
 Feedback is necessary to ensure that the
message has been effectively encoded,
sent, decoded and comprehended.
 It is instrumental to make
communication effective and
purposeful.
 Negative Feedback or corrective
comments about past behavior
 Positive Feedback or affirming comments
about future behavior
 Negative feedforward or corrective
comments about future behavior

 Positive feedforward or affirming

comments about future behavior
 Communication is a social, a dynamic process and continuous process

 It is inevitable

 Communication could be intentional and unintentional

 Communication is systematic

 It’s a two-way traffic

 Communication involves interaction and transaction

 Needs proper understanding

 Leads achievement of the organizational objective

 Dispels misunderstanding

 It shares thoughts and ideas, which produce response

 It is the life blood of the business

 Information Sharing : To transmit information from a source to target individuals or groups.
Information can be:
o Policies and rules
o Changes and development in the organization.
o Special rewards and awards.
o Settlements with the union.
o Major changes in the organization.

 Feedback : Give feedback to employees on their achievements

o To the departments on their performance.
o Higher management on the fulfillment of goals.

 Control : Information is transmitted to ensure that plans are being carried out according to the original
design. Communication helps to ensuring such control.
 Problem-Solving : In many cases communication helps to solving problems. Many meetings are
held between the management and the unions on some issues to find solution. Alternative
solutions may be held to solve a problem and evolve a consensus.

 Influence : Information is power. One purpose of communication is to influence people.

 Group Building : Communication helps in building relationships. If communication breaks down

the group may breakdown.

 Decision-Making : For arriving at a decision several kinds of communication are needed

 Facilitating Change : Change can be brought about effectively by communication

 Gate Keeping : Communication helps to build linkages of the organization with the outside world.
7 C’s of effective communication

The 7 C’s of effective communication, also known as the Seven

Principles of communication that you need to keep in mind
while communicating your message.

The 7 C’s of Communication is a checklist that helps to improve

the professional communication skills (written and verbal) and
increases the chance that the message will be understood in
exactly the same way as it was intended.
To have effective communication, one should keep the
following 7 C’s of communication in mind
Correct
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.
 EXAMPLE
It was wonderful meeting you last weak. I had a Spell error in Communication
good time. I’m sure we will be able to do some
great work on this project. Let me know weather
you need any supplies from the company and I’ll
get it delivered as soon as possible.

Thanks again, speak to you soon!

Correct Communication
It was wonderful meeting you last week. I had a good
time. I’m sure we will be able to do some great work on
this project. Let me know whether you need any
supplies from the company and I’ll get it delivered as
soon as possible.

Thanks again, speak to you soon!

Complete
 The communication must be complete.
 It should convey all facts required by the audience.
 The sender of the message must take into consideration the receiver’s mind set and convey the
message accordingly.
 It should answer to 5 W’s – WHO,WHAT,WHEN,WHY,WHERE

A complete communication has following features:

 Complete communication develops and enhances reputation of an organization.

 Moreover, they are cost saving as no crucial information is missing and no additional cost is
incurred in conveying extra message if the communication is complete.
 A complete communication always gives additional information wherever required. It leaves no
questions in the mind of receiver.
 Complete communication helps in better decision-making by the audience/readers/receivers of
message as they get all desired and crucial information.
 It persuades the audience.
 EXAMPLE
Incomplete Communication
Please make sure to carry all the items
tomorrow for the meeting.

Complete Communication Just a reminder that we have a meeting scheduled at

10.00 am tomorrow to discuss the Britannia event.
Please make sure you get all the event props that
need to be presented to the client.
Concrete
 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.
 EXAMPLE
Abstract Communication
Students GMAT scores are higher this year
compare to 10 years back

Concrete Communication
In 2008, GMAT scores averaged 600, by 2018 they have risen to
610
Concise
 Conciseness means wordiness, i.e., communicating what you want to convey in least possible
words without forgoing the other C’s of communication.
 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 as it avoids using excessive and needless words.
 Concise communication provides short and essential message in limited words to the audience.
 Concise message is more appealing and comprehensible to the audience.
 Concise message is non-repetitive in nature.
 EXAMPLE
Hi Matt, Wordy Communication

At this time I am writing to you to enclose an interview

card, which has been post-paid, for the purpose of
arranging a convenient time when we might get
together for a personal interview.

Concise Communication
Hi Matt,

Please return the enclosed interview card to setup a

convenient time for an interview
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
In considerate Communication
It is impossible to open an account for you
today

Considerate Communication
As soon as your signature card reaches us, we will gladly open
an account for you today.
Clear
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.
 EXAMPLE
Unclear Communication
I just wanted to send you all a reminder about the
meeting we are having tomorrow

See you then,

Chris

Clear Communication I just wanted to remind you about tomorrow’s meeting on the new
telecommunication policies. The meeting will be held at 10.00 am in
2nd floor conference room. Please let me know if you can’t attend.

See you then,

Chris
Courteous
 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:

 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.
 EXAMPLE
Rude Communication
Your idea does not add any value to our
existing project hence we will not be
considering the same.

“I wanted to take a moment to say how much I appreciated

the great insight you offered at this morning’s brainstorming
session. Your idea got us all energized about the road ahead,
Courteous Communication
and is just the kind of innovative thinking we needed to push
our project to the next level. “
 Conclusion
• The way we communicate is a huge factor on how successful we are in life. If
we communicate effectively, it gives us more credibility in our jobs as well as
personal life.
• Using the 7 C’s of communication, that is when you’re clear, concise,
concrete, correct, consider the speaker, complete and courteous, with
your message, you will become an effective communicator and find more
success in your interactions with people.