EFFECTIVE COMMUNICATIONS (7

C’S)

LECTURER MR. YONIS ABUKAR M. HASSAN

THE SEVEN C’S

• Introduction
• Communication principles providing guidelines for choice of content
and style of presentation adapted to the purpose and receiver of your
message
• For transmitting effective written or oral messages, Certain principles
must be followed. These are sometimes called 7C,s.

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THE SEVEN C’S

• When We talk about “ Effective Communication”

one thing that comes in mind, what are the basic
principles of “effective communication” .
• These principles tells us how your message can
becomes effective for your target group,
• These principles also tell about style and
importance of the message.
• These principles commonly known as 7 C’s of
effective communication.

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 SEVEN C’S OF EFFECTIVE
COMMUNICATION
1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness
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1. COMPLETENESS

• Every communication must be complete and satisfactory.  

• Incomplete messages keep the receiver guessing, create
misunderstanding and delay actions.  

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CONTI…..
 For example, when factory supervisor instructs
workers to produce, he must specify the exact size,
shape, quality and cost of the product. Any
statements behind the messages should also be
clarified.
 While answering a letter, all the questions raised
in the letter must be replied.
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FOR ACHIEVING COMPLETENESS

• Provide all necessary information

• Answer all questions asked, look for questions, locate
them and then answer precisely.
• Give something extra, when desirable.

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FIVE W’S
• One way to make your message complete is to answer the
five W’s.
• WHO?
• WHAT?
• WHEN?
• WHERE?
• WHY?
• The five question method is useful when you write requests,
announcements, or other informative messages.
• For instance, to order (request) merchandise, make clear
WHAT you want, WHEN u need it, WHERE it is to be sent. 8
2. CONCISENESS
• Conciseness means “convey the message by using
fewest words” (brief or to the point)
• “Be brief and be able to say whatever you have to say in
fewest possible words without sacrificing the other C
qualities.
• Conciseness is desired because of the following
benefits: A concise message saves time and expense for
both sender and receiver.
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HOW TO ACHIEVE THE CONCISENESS

For achieving the conciseness you have to

consider the following.
1. Avoid wordy expression
2. Include only relevant material
3. Avoid unnecessary repetition.
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SOME WAYS TO ELIMINATE UNNECESSARY
WORDS

• Use shorter name after you have mentioned the long once. e.g.
• Instead of world trade organization use WTO or You can use IT for
Information Technology.( keeping in views that receiver knows about these
terms)

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3. CONSIDERATION
• Consideration means – To consider the receiver’s
Interest/Intention.
• Consideration means that you prepare every
message with the recipient in mind and try to put
yourself in his or her place
• It is very important in effective communication
while writing a message you should always keep
in mind your target group.

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CONTI....

Try to visualize your readers (or listeners)—with their

desires, problems, circumstances, emotions, and probable
reactions to your request
• Put yourself in their place
• You are considerate, you do not lose your anger.
• You do not accuse.
• You can not charge them without facts.
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THREE SPECIFIC WAYS TO INDICATE
CONSIDERATION

Focus on “you” instead of “I” or “We”

Show audience benefit or interest of the receiver
Emphasize positive, pleasant facts.
Using “you” help you, but over use lead a negative
reaction.

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CONTI……..

Always write a message in such a way how audience should be benefited

from it. e.g.
We attitude
• I am delighted to announce that we will extend to make shopping more.
• Then handle the matter from their point of view
• This thoughtful consideration is also called "you-attitude," empathy, the
human touch, and understanding of human nature.
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CONTI……

You attitude
• “You will be able to shop in the evening with the extended hours.”
• Readers may react positively when benefit are shown to them.
• Always try to address his/her need and want.

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4. CONCRETENESS
• It means that message should be specific instead of general.
Misunderstanding of words creates problems for both parties (sender
and receiver).
• when you talk to your client always use facts and figures instead of
common or irrelevant information.
• The following guidelines should help you to achieve the
Concreteness.
use specific facts and figures
choose image building words
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5. CLARITY
• Clarity means getting your message across so the receiver will
understand what you are trying to convey.
• You want that person to interpret your words with the same
meaning you have in mind.
• Accomplishing that goal is difficult because, as you know,
individual experiences are never identical, and words have different
meanings to different persons.

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ACCURATELY IS PURPOSE OF CLARITY

In effective business communication the message should be

very much clear. So that reader can understand it easily.
• You should always Choose precise words.
• Always choose familiar and easy words.
• Construct effective sentences and paragraphs.

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CONTI……….

In business communication always use precise words rather longer statements.

If you have a choice between long words and shorter one, always use shorter
one.
You should try your level best to use familiar/easy to understand words so that
your reader will quickly under stand it.

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THE SEVEN C’S OF
COMMUNICATION

Tips
 Choose Precise, concrete and familiar words.
 Construct effective sentences and paragraphs.

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THE SEVEN C’S OF
COMMUNICATION

Choose Precise, concrete and familiar

words.
>. Use Simple & famous words.
>. Write your purpose clearly.

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THE SEVEN C’S OF
COMMUNICATION

Construct effective sentences and

paragraphs.

>. Length. (Sentence <40 words)

>. Unity. (One main idea in one paragraph)
>. Coherence. ( Say clearly)
>. Emphasis. (Choose correct sentence to focus on it. 23
6. COURTESY

• True courtesy involves being aware not only of the perspective

of others, but also their feelings. Courtesy stems from sincere
you-attitude.
• To be courteous, considerate communicators should follow
these suggestions regarding tone of the communications.

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CONTI…..
• Knowing your audience allows you to use statements of
courtesy; be aware of your message receiver.
• It is not merely politeness with mechanical insertions of
“please” and “Thank you” .
• Rather, it is politeness that grow out respect and concern for
others.
• Courteous communication generate a special tone in their
writing and speaking.

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HOW TO GENERATE A COURTEOUS
TONE ?
The following are suggestions for generating a courteous
tone:
1. Be sincerely tactful, thoughtful and appreciative.
2. Use expressions that show respect for the others
3. Choose nondiscriminatory expressions
Be sincerely Tactful, Thoughtful and Appreciative
• Though few people are intentionally abrupt or blunt, these
negative traits are common cause of discourtesy.

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Tactless, Blunt More Tactful
Stupid letter; I can’t I should understand it, as
understand there is no confusing word in
this letter, could you please
explain it once again ..?
Its your fault, you did not Sometimes my wording is
properly read my latest FAX not precise; let me try again

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THE SEVEN C’S OF
COMMUNICATION

Use expression that show respect.

>. Avoid irritating expressions.

>.Avoid using questionable humor.

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THE SEVEN C’S OF
COMMUNICATION

Use nondiscriminatory expressions.

>. Use language for all kind of people.

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7. CORRECTNESS

• Communicating concretely means being specific, definite,

solid and bright rather than unclear
• Often it means using denotative (direct, often dictionary
based) rather than connotative words (ideas or notions
suggested by or associated with a word or phrase).
• Choose bright, image-building words
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CORRECTNESS

At the core of correctness is proper grammar, punctuation and

spelling.
however, message must be perfect grammatically and
mechanically
. The term correctness, as applied to business messages also
mean three characteristics
1. Use the right level of language
2. Check the accuracy of figures, facts and words
3. Maintain acceptable writing mechanics
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USE THE RIGHT LEVEL OF LANGUAGE

we suggest that there are three level of language

1. formal
2. informal
3. substandard.
Take a quick guess: what kind of writing is associated with each level? What is
the style of each?

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FORMAL AND INFORMAL WORDS
Formal writing is often associated with scholarly writing:
doctoral dissertations, scholarly, legal documents, top-level
government agreements and other material where formality
is demanded.

Informal writing is more characteristic of family/friends

writing.

Substandard
Ain’t
Can’t hardly
Don’t
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END
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