"عسى ان يكون علما ينتفع به" Communication

1. Seven Cs of Effective
Communication

2. Seven Cs of Effective Communication
› There are 7 C’s of effective communication which are applicable to both written as
well as oral communication.
› Awareness of the 7 C’s of communication makes you an effective communicator.
› The 7 C’s of effective communication are as follows:

3. Cont. …
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
6. Courtesy
7. Correctness

4. Completeness
1
Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

5. Completeness
‘Completeness’ means
› The communication must be complete or consummated.
› It should convey all facts required by the audience.
› It is better to answer all questions before being asked.
› Sender of the message must take into consideration receiver’s mind set and convey
the message accordingly.

6. Features of Complete communication
1. It develops and enhances reputation of the speaker.
2. It is cost saving as:
 No crucial information is missing.
 No additional cost is incurred in conveying extra message.
3. It allows you to give additional information wherever required.
4. It leaves no questions in the mind of the receiver.
5. It leads to a better decision-making by the audience, as they get all desired and
crucial information.
6. It persuades the audience.

7. Remember
› The two golden rules that you should follow when deciding what to put into a piece of
writing are:
1. Simplify the content
– Reject everything that is irrelevant.
– Think twice about what you are doubtful about and make sure you've got ONLY the essential.
2. Justify your conclusions with facts and state their sources
– Build and present your facts in a logical and consistent case, so as to lead the reader to the same
conclusions as your own.

8. Conciseness
2
Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

9. Conciseness
‘Conciseness’ means
› Optimum wordiness.
› 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.

10. Features of Concise Communication
1. It is both time-saving as well as cost-saving.
2. It underlines and highlights the main message as it avoids using excessive and
needless words.
3. It provides short and essential message in limited words to the audience.
4. It is more appealing and comprehensible to the audience.
5. It is non-repetitive in nature.

11. Consideration
3
Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

12. Consideration
‘Consideration’ implies
› ‘Stepping into the shoes of others’.
› Effective communication must take the audience into consideration;
1. Their view points
2. Background
3. Mind-set
4. Education level, etc.

13. Cont. …
While sending message, you have to:
1. Envisage your audience, their requirements, emotions as well as problems.
2. Ensure that their self-respect is maintained and their emotions are not hurt.
3. Modify words in your message to suit the audience’s needs while making your
message complete.

14. Features of considerate communication
1. It emphasizes on ‘you’ approach.
2. It empathizes with the audience and exhibit interest in the audience.
– This will stimulate a positive reaction from the audience.
3. It lays stress on positive words such as jovial, committed, thanks, warm, healthy,
help, etc.
4. It shows optimism towards your audience.
5. It empathizes on “what is possible” rather than “what is impossible”.

15. How to Communicate by Showing Consideration?
› The following are a few crucial strategies that you should employ to communicate by
showing consideration towards the receiver:
Listen Actively
Positive Body
Language
Be Assertive
Be Open to Feedback
Ask Questions

16. Clarity
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Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

17. Clarity
‘Clarity’ means
› Message must be free from obscurity and should be easy to understand.
› This will help making your message comprehensible due to a clear expression of
ideas.
› For example, clarity implies emphasizing on a specific goal at a time, rather than
trying to achieve too much at once.

18. Features of Clear Communication
1. It makes understanding easier.
2. Complete clarity of thoughts and ideas enhances the meaning of message.
3. Clear message makes use of exact, appropriate and concrete words.

19. Concreteness
5
Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

20. Concreteness
‘Concreteness’ or a ‘Concrete’ communication implies
› Being particular and clear rather than fuzzy and general.
› Concreteness strengthens the confidence.

21. Features of Concrete Communication
1. It is supported with specific facts and figures.
2. It makes use of words that are clear and this builds reputation.
3. Concrete messages are not misinterpreted.

22. Courtesy
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Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

23. Courtesy
‘Courtesy’ in a message implies;
› 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.

24. Features of Courteous Communication
1. A courteous message is positive and focused at the audience.
2. Courtesy implies taking into consideration both viewpoints as well as feelings of the
receiver of the message.
3. It makes use of terms showing respect for the receiver of message.
4. It is not at all biased.

25. Role of Tone in Appearing Courteous
› It is easy to understand the tone of a person when speaking, while, it is very difficult
to understand the tone of a piece of writing.
› Tone is the quality in your speech or writing that reveals your attitude toward your
audience or reader.
› Tone comes from your choice of words, the structure of your sentences, and the
order of the information you present.

26. Cont. …
› A versatile speaker or writer can speak or write the same thing using a variety of
tones. But it is important that the right tone is conveyed to the audience or readers.
So, rehearse your speech or read your writing over several times.
› How you say it, is as IMPORTANT as, What you say!

27. 1. Let me help you with that.
2. Could I please come in?
3. I beg your pardon.
4. This way please.
5. May I help you?
6. Sorry, I don't understand you. Could
you please explain again?
Some of the common courtesy statements that you can use are:
Common Courtesy Expressions
7. Take Care!
8. Goodbye
9. Have a good day!
10. How do you do?
11. Good Morning

28. 12. I really appreciate your care and
concern!
13. Do you need anything?
14. May I clean your room now?
15. Did you have a good trip?
16. Have a great day!
17. I hope you get well soon!
Some of the common courtesy statements that you can use are:
Cont. …
18. Is there anything I can do for you?
19. I really appreciate all your help!
20. Thanks for your help!
21. Thank you!

29. Correctness
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Completeness Conciseness Consideration
Clarity Concreteness Courtesy
Correctness

30. Correctness
‘Correctness’ in communication implies
› There are no grammatical errors in communication.
› The message has to be conveyed using the right vocabulary, right sentence
construction, right tense, etc.

31. Features of Correct Communication
1. The message is exact, correct and well-timed.
2. Correct communication boosts up the confidence level.
3. It checks for the precision and accurateness of facts and figures used in the
message.
4. It makes use of appropriate and correct language in the message.
5. Correct message has greater impact on the audience.

32. Using Vocabulary for Correctness
There are various aspects of vocabulary that you should take care of while
communicating correctly such as follows:
Gender Inclusive
Language
Jargon and Slang
Personal language Repetition of Words

33. Personal Language
› In formal writing, personal language is avoided in preference to
impersonal constructions which emphasize scientific objectivity.
› Personal language can be occasionally used to distinguish between
the views or findings of other authors and your own.
Personal Language

34. Cont. …
For example:
› The progress was monitored. ✔
› I monitored the progress. ✘

35. Gender Inclusive Language
› Gender neutral language is language which includes women and
men equally.
› Technical reports should avoid using male-only terminology such as
‘he’.
Gender Inclusive
Language

36. Cont. …
This can be achieved by:
› Using both pronouns:
– He/she; his/her ✔
› Using gender non specific terms:
– The drafter was responsible for the plans ✔
– The draftsman was responsible for the plans ✘
› Restructuring the sentence to avoid personal pronouns:
– A report can be completed by the engineer ✔
– The engineer can complete his report ✘

37. Jargon and Slang
› Avoid using jargon and slangs in your messages.
– Jargon: specialized technical terminology characteristic of a particular
subject.
› Instead, you should always use clear and simple language.
› Any new terms should be defined for the reader or audience.
› A glossary of terms or abbreviations may be provided and are
especially useful for long, complex reports.
Jargon and Slang

38. Repetition of Words
› Most people have certain favorite words or expressions.
› You should avoid the overuse of particular words, groups of words, or
sentence structures in your messages.
› In formal communication, clear expression and attention to detail are
essential.
Repetition of Words