7 C’s of Communication

1. COMPLETENESS:
The message is Complete if it contains all information
that receiver or decoder would need in order to give
desired Feedback. The message composed should not
prompt any questions. We know that encoders and
decoders differ in their mental-filters; which are
influenced by the backgrounds, view-points, needs,
experiences, attitudes etc. Thus while composing a
message the sender needs to assess the message
according to the decoder’s view-point, so that there
is no communication barrier existing between both of
them.
Completeness has great significance. Complete
messages are more likely to bring out the desired
results without sending additional message; they can
do a better job at building Goodwill, as it shows
concern for the receiver; on official level, Complete
Messages avert the chances of lawsuits that may
result if important information us missing; lastly, the
messages that seem inconsequential can be
surprisingly important if they contain complete and
effective information.

Guidelines to achieve Completeness

a- Provide all Necessary Information:
While composing a message, keep in mind that your
message answers to these Questions; who, what,
when, where, why. Specify your desired items in
orders and requests and specify information in
invitations and announcements.
b- Answer all Questions Asked:
In a Question/Answer session, answer all the
questions, asked or implied. Sometimes a question is
not asked directly rather it is expected from the
Communicator to explain it without asking. An
incomplete or simply yes/no answer might not be
satisfactory. It shows carelessness on the part of
communicators.
c- Give something extra when desirable:
Do not be miser in giving information. Sometimes it is
not exactly asked but keeping a message too much,
‘to-the-point’ might end up creating confusion. For
instance: if a friend who is new in your city asks you
your address, you cannot simply answer with your
street number and house number. You have to give
details about the link roads and pointers to make it
convenient for your friend to find your address, by
himself.

2. CONCISENESS:
Too much information results in confusion.
Conciseness means that a message is composed in a
fewest possible words without scarifying any other ‘c’
quality. It contributes to emphasis; by eliminating
unnecessary words, important ideas are let to stand
out.
A Concise message has much significance; a complete
and concise message is interesting for the receiver,
and it shows respect for receivers by not cluttering
up their lives with unnecessary details.
To achieve conciseness follow following rules:
a- Use short words, not long /Eliminate wordy
expressions:
Expressions which make a statement ostentatious
should be avoided. Wordy expressions refer to
complicated or complex statements which can rather
be replaced by a single word. For instance; ‘at the
moment’ can be replaced by ‘now’, ‘in due course’
can be replaced by ‘soon’ etc. Thus, while composing
a message one should replace wordy expressions
with single words as often as possible, omit trite,
unnecessary expressions, avoid overusing same
words and empty phrases, omit which and that
clauses, avoid use of passive voice.
b- Use Short Sentences not long:
1. In order to successfully carry out job functions,
the team has been needing more work space.
2. At this time I am writing to you to enclose the
postpaid appointment card for the purpose of
arranging a convenient time when we might
meet together for personal interview.
3. We hereby wish to let you know that we fully
appreciate the confidence you have shown in
us.
c- Avoid Redundancy/Unnecessary Repetition:
Sometimes repetition is necessary for emphasis but
unnecessary repetition leads to dullness. Thus try to
avoid it by different means. For instance once you
have mentioned a long name, use a shorter version
of it, use pronouns or initials of a lengthy name, cut
out all the repeated sentences by joining two or
more short sentences.
1. Because you are a Tompkins County employee,
you should help aid the new incoming
employees with procedures. (Redundant)
2. Because you are a Tompkins County employee,
you should help the incoming employees with
procedures. (Revised)
3. We have collaborated together on the project.
4. The machine cost us the sum of Rs 100,000.
d- Prune unnecessary Prepositions
1. The issue of most relevance is team work.
2. I am in receipt of your email requesting an
increase in pay.
3. I will see you in the near future.
e- Prefer Active over Passive
1. The report was written by the senior manager.
2. You are known better by me.
f- Avoid “There is/was/were, It is/was, This is/was”
beginners
1. It was known by the management that these
rules will result in agitation.
2. There are sixteen candidates who have applied
against the existing vacancy.
3. CONSIDERATION:
Consideration means preparing a message with the
receiver in mind. A person is considerate if he does
not lose his temper, does not accuse, does not charge
anyone without facts. A considerate person is aware
of their desires, problems, circumstances, emotions
and probable reactions to the request. It’s more
about, an empathetic, ‘you’ attitude rather than a
‘me’ or ‘we’ attitude.
Guidelines to achieve Consideration:
a- Focus on ‘You’ instead of ‘I’ or ‘We’:
In order to show ‘You’ attitude a communicator
should compose a considerate receiver-oriented
message. It means receiver should be the focus of the
message instead of communicator.
1. We are delighted to announce that we are
increasing shopping hours.
2. Now you can enjoy shopping at evening with the
extended hours.
3. I congratulate you on getting the desired position
in the company.
b- Depersonalize ‘You’ in negative:
In cases where negative statements are used, use
passive to avoid focus on ‘You’,
1. You failed to enclose the check in the envelop.
(British spelling for check is Cheque)
2. The check was not enclosed”.
b- Show audience Benefit on Interest in the receiver:
Whenever possible show the audience that they are
going to benefit from your statement or message.
1. We give you 8% discount.
c- Emphasize Positive, Pleasant facts:
Do not mention unpleasant facts rather accent the
positive. This means do not mention what cannot be
done rather mention what can be done.
1. We cannot open an account for you today.
2. Don’t use negative words in your message.
4. CONCRETENESS:
Concreteness means being specific, vivid and definite
rather than being indefinite or vague. The message
should be supported with facts and figures. Often it
means using denotative (direct, explicit, often
dictionary-based) rather than the connotative words
(ideas or notions suggested or associated to words).
Following are the rules for concrete messages:
a- Use specific Facts and Figures:
To support your statements, use specific facts and
figures.
1. She is a brain.
2. Her G.P.A in 2008 was 3.9 on four-point scales.
3. These brakes can stop a fast moving car within
a short distance.
4. I will be back home as soon as possible.
5. I intend to do many things.
b- Put actions in your verbs:
This means that Sender should preferably use active
voice rather than passive voice except in negative
statements. It also means that the stress should be
laid on verb of a sentence rather than the noun.
1. Students held the meeting in the common
room.
2. Students met in common room.
c- Choose vivid, Image-building words:
Concrete messages often evoke sensory response to
people; it appeals to one of their five senses. This
does not mean that the message should be made
long and tedious; it means it should build a clear and
solid picture of the situation. Concrete messages can
also be supported by comparisons and analogies to
clarify the meaning. In formal letters, figurative
language can also be used but this should be used
with caution.
5. CLARITY:
Communication means to create meaning at one end
and to interpret it at other. Clarity intends to ensure
that the meaning is understood at the other end. To
ensure clarity following should be done:
a- Choose Precise, Concrete and Familiar words:
This means that words that create ambiguity,
allegorical statements, pun or statements that have
loopholes should be avoided. Words that have more
than one meaning or belong to attic language can
create a lot of confusion thus affecting the clarity of
the message. This can create a communication
barrier.
b- Construct Effective Sentences and Paragraphs:
The sentences and Paragraphs should have these
qualities:
i- a normal Length
ii- Unity; which means it should represent a single
idea
iii- Coherence; which means cohesive devices such as
moreover, however should be used
iv- Emphasis; the main idea should be emphasized
properly in any sentence or paragraph
6. COURTESY:
It simply means to be Polite. It is an extension to
consideration but it is more concerned with the way
a message is sent. It means showing respect to the
Receiver. To be impolite does not always mean being
inconsiderate, it might be disrespectful or toned in a
harsh voice. Thus, one should be courteous while
sending a message.
Following are the guide-lines to a courteous
message:
a- Be Sincerely Tactful, Thoughtful, and
Appreciative:
Blunt people might be practical but they do not win
many hearts. As a rule we like people who tend to
show respect and politeness. Tact means to approach
another person with a heart-winning attitude. Thus a
successful communicator is always thoughtful and
appreciative.
b- Use Expressions that show respect:
No one likes to be offended, humiliated or irritated.
Thus the Sender should omit all irritating expressions
and omit Questionable Humor (disgusting jokes, rude
sense of humor).
c- Choose Nondiscriminatory Expressions:
Do not use Gender-oriented words. Thus, instead of
using words like Policeman use the term Police
Officer, instead of using terms like Man is a social
animal say human beings are bound to socialize by
nature, instead of using freshman use First-year
students etc.
7. CORRECTNESS:
At the core of correctness are proper grammar,
punctuation, spelling and pronunciation. But it
doesn’t just mean correct grammar. It also means to:
a- Use the Right Level of Language:
There are three levels of language; formal, informal
and substandard. Formal level of Language is used in
scholarly writing, doctoral dissertations, legal
documents and agreements etc. It is Academic
language to be more precise. Informal language is
used mostly in business writing. Since business-
people are busy people, they don’t have time for
formal language compositions. Substandard level of
language means slang language or distorted form of
language.
b- Check Accuracy of Figures, Facts and words:
No matter how correctly composed a message might
be, unless its credibility is sound, it cannot be a
correct message. Thus before a message is sent, its
accuracy should be weighed.
c- Maintain acceptable Writing Mechanics to ensure
that the message is grammatically correct.
1. Download the software, along with it's readme
file.
2. Download the software, along with its readme
file. (revised)
3. The laptop is overheating and its making that
funny noise again.
4. The laptop is overheating and it's making that
funny noise again. (revised)
5. The managers are in they're weekly planning
meeting over their in that office.
6. The employees have to check there cell phones
at the door, and their not happy about it.
7. Their will be unhappy people in the office if
you stop there insurance.