A Guide to the 7 C’s of Communication

Updated 29 September 2022

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Communication is the sharing of information, thoughts or ideas between one individual or group to another. Communication becomes effective only when the message delivered is received and understood in the same manner as was intended by the speaker. Communicating clearly and effectively will undoubtedly boost productivity and build strong relationships. The seven C's of communication are a checklist that can be used to ensure your message's proper and effective delivery. In this article, we explore the seven C's of communication in detail and understand how you can improve your communication skill by adhering to them.

What Is The Relevance Of 7 C's Of Communication In he Workplace?

The seven C's of communication is a list of strategies and principles that help you develop good communication skills. When you adhere to these principles, it ensures that the person you are communicating with can clearly understand what you are trying to say. Applying the seven C's of communication consistently, whether in verbal or written communication, will make you effective as an employee or professional.

Irrespective of the industry you belong to, you will need to communicate with others to work on projects, complete sales, negotiate with vendors or win clients. Understanding the various aspects of communication can help you become more efficient and productive in your workplace. When it comes to problem-solving, analysis of situations, negotiations and building customer relations, effective communication is vital. In a nutshell, effective communication in an organisation is essential for the following reasons:

Problem-solving
Breaking down barriers
Increasing productivity
Resolving differences
Building relationships
Motivating colleagues and employees
Bringing about positive changes

The 7 C's of communication

Following the seven C's of communication can make your business communication more effective and professional. It applies to all types of communication, whether verbal, written, visual or non-verbal. Here are the seven C's of communication:

Concise

Brief, well-worded messages will have a more significant impact on the listeners and save time. It is advisable to use the minimum words possible to get your point across. Excessive details can make your audience unable to retain and recall, especially if the subject matter is new to them. This is particularly important when writing project proposals, memos or research reports. When a message is concise, it is more appealing and understandable to the audience. Keep the following points in mind when delivering concise communication:

Ensure that the matter of the subject is communicated effectively by highlighting the key points.
Eliminate anything that is not necessary for the main points of the subject matter.
Avoid repetitive sentences or points.
Remove unnecessary phrases and filler words like 'actually' or 'you know.'
Assume that the topic is new to the listeners.

Being concise will make your key message more effective and memorable.

Complete

Communication is only complete when the receiver is provided with complete information or facts that allow them to respond, react or evaluate properly. Supply your audience with all the specifics they need to make an informed decision or take action.

In legal, educational or business domains, where the subject matter is complicated and uses technical terminology, there is a higher risk of being misunderstood. In these cases, it is better to be complete than concise. Omitting any details may change your listener's comprehension of the issue. Moreover, it saves cost as no critical information is missing. This avoids the occurrence of any additional charges incurred in conveying an extra message.

When you are unsure whether to include specific information, consider if not knowing that particular detail would affect or change your understanding of the issue. The best way to ensure that your message is complete is to get some volunteers to listen to your presentation beforehand and then quiz them to determine if they are aware of the crucial details. You can tweak your message to make it more complete based on their response.

Coherent

For good communication, a message should follow a logical structure. All of your ideas should be well connected and relevant to the critical point. This is known as coherence. Organising your message logically from introductory statements to the conclusion will ensure that the message is coherent. When the ideas in your message flow neatly from one end to another in a proper sequence, the overall message becomes easier to follow and recall.

Consider tailoring your speech and choice of words based on the audience's experiences and lifestyle whenever possible. For example, when speaking to a batch of interns at your organisation, it will be better to use non-technical terms without complications. Similarly, audiences that belong to different age groups, backgrounds and environments may respond better to details reflecting their experiences and lifestyles.

Clarity

Clarity in communication means avoiding unnecessary, confusing or elaborate vocabulary and terminology. A clear message should ideally contain short, simple and fluent sentences. It is about caring for the listeners and making sure they understand your communication. For example, it is essential to have clarity in communication when instructing employees about new processes or procedures that are complicated. Here are some ways to improve clarity:

Limit usage of idioms or completely omit them.
Ask yourself what the purpose of the message is and make sure only the key points are highlighted.
Give importance to one idea at a time to avoid confusion.
Keep it simple by omitting technical terms and jargon unless appropriate for the audience.
Omit slang and short forms.
Use active voice and present tense.
Assume the material is new to your listener.
Ensure the sentences are short to avoid confusing the audience.
Avoid fast speech or mumbling when giving a presentation. Speak slower so that your listener will understand you clearly.

Courteous

Delivering a courteous message requires you to think from the audience's point of view. Acknowledge your audience by being polite and respectful at all times. Refrain from prejudices or biases when communicating with a group of people. Key points to consider in courteous communication are:

Ensure to maintain eye contact when communicating.
Show respect and honesty when speaking to your audience.
Do not make assumptions about your listeners.
Always show appreciation of your audience's time and attention.
Use a friendly, conversational tone.
Ensure the message is positive and is not biased.
Use an appropriate professional format, especially for written communication.

The most important goal is to be accepted by your audience. Generate a keen interest in the topic by connecting with them at their level. To command their attention without demanding it, you could engage your audience with humorous stories that they can relate to. However, it is essential to keep your anecdotes related to the subject matter. Having a conversational tone invites the audience to listen actively. On the other hand, using concrete terms and word choice reminds them that it is a presentation and not a discussion.

The key is to understand your audience and tailor your message to best suit them. For instance, when addressing entry-level employees, you do not use specialised technical terms, but you can use them when giving an academic presentation.

Concrete

A message is concrete when facts, figures and real-life examples support it. Concrete communication is not vague or generic but rather factual and relevant. The more direct your speech is, the more effective your delivery. This specificity of language is important for effective and professional communication. Here are some key points to remember to check the concreteness of your message:

Be precise in presenting facts and figures.
Use active voice more than passive. For example, instead of 'it is shown by figures', you can use 'the figure shows'.
Use action verbs to make your idea clear and solid.
Choose vivid image-building words rather than general adjectives and adverbs. For example, the word 'sprint' is more concrete than 'quickly run'.

Correct

It is essential to ensure that your communication is factually and grammatically correct. Make sure that your communication is accurate by double-checking all facts and figures. Some points to consider are:

It is advisable to get your written documents reviewed and corrected by an experienced proofreader, if possible.
Ensure the facts and figures used in the message are precise and accurate.
Make use of the correct and appropriate language in the message.
Complete the rough draft from the beginning till the end before editing its content.
Read your entire work from start to finish to ensure that the message is error-free.
Use online tools like a thesaurus, reverse dictionaries to spellcheck and provide the suitable usage of terms. There are several free online tools that can help with grammar and spellcheck.