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The 7 C’s of Effective Communication – Explained with Examples

An effective communication takes place when the message sent across by the conveyer is clear and easily comprehended by the receiver and relevant response is fed back to the one who conveyed the message and the flow continues similarly.

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Although communication takes place at all times, if it is done effectively is a matter of dispute. For the most part, people don’t communicate efficiently, and this has been one of the predominant contributors to interpersonal conflicts.

Lack of proper listening, psychological conditions, poor comprehension skills, absence of mind, ambiguity in the message conveyed, and improper usage of words are some of the most frequently occurring mistakes during conversations.

So what makes communication effective? What are some of the tips and strategies that can be applied when communicating in general?

We are constantly in touch with people, texting, sending emails, creating reports, attending conferences and whatnot. So how can we scale up our communication game? What would make us stand out and seem distinctive in this world swarming with competitors?

The 7 C’s of Effective Communication

The 7 C’s of communication is an excellent strategy formulated by Scott Cutlip and Allen Center in the year 1952 in his book “Effective public relations”. This came to be utilized by people across the globe and is one of the most operative strategies used to date.

It involves the following C’s:

• Completeness
• Correctness
• Conciseness
• Consideration
• Concreteness

These strategies apply to both written and oral communication . The one who is aware of and makes use of these 7C’s in a sensible manner can become a good and effective communicator.

1. Completeness

This is one of the most significant aspects of effective communication . Completeness refers to giving full information about something rather than just saying it in bits and pieces. It’s the right of the recipient to receive access to the whole chunk of information to be able to follow the sender’s line of reasoning in regards to the matter being discussed.

For example, when Peter told “write a short passage on data science and send me”, Shawn couldn’t understand the context whatsoever. He had too many questions in his head about the topic, its length and the style of writing, where this piece of writing go etc.

Instead, Peter could frame his instructions as “Shawn I want you to write a 100-200 word short essay on the recent trends in data science. Submit it to me by the end of this day. I need it for our blog.”

Completeness holds much higher salience during the delegation of tasks when the subordinates need detailed instructions to pursue a task at hand.

2. Correctness

The genuineness and the value of your speech lie in its correctness and authenticity. It’s better to keep quiet rather than talk about something that you aren’t so sure of. The correctness of the speech would reflect directly on your personality and so it should be given utmost prominence.

The legitimacy of the factual information, the language used and grammar are some of the aspects of correctness amongst others.

If your audience spots any errors or blunders in your speech, it is no longer valued and they are likely to be distracted. The credibility of the speaker would also receive a massive hit and therefore the effectiveness of the communication will be compromised.

Related: Language Barriers

3. Conciseness

Conciseness is to keep the speech short and crisp. Nobody likes listening to someone who delivers long and draggy speeches because people lose interest and attention very easily. When interacting or delivering the speech, the ultimate objective is to make sure that the message is received in its intended form. Lack of conciseness will lead to the loss of essence in the content. Make sure to keep your speech brief and precise.

For example,

Intended message: “could you please receive Amanda from the airport?”

Delivered method: “Yesterday was a tiring day. Last night I couldn’t sleep properly. My wife has severe migraine and she’s down. I couldn’t have breakfast in the morning and I am tired. Amanda has taken her flight from Indonesia last night. She would reach here in some time. It would be nice if someone could pick her up from the airport.”

In this example, the message was simple. Yet, the sender makes it seem complicated and leaves the recipient feeling puzzled, irritated or exhausted. Also, he may deny the request. Such delivery of a message makes the message lose its value.

Related: Semantic Barriers

4. Courtesy

Courtesy refers to communicating with politeness, genuineness and respect for the person on the other side of the conversation. It will naturally scale up the value of communication. Courtesy is a tendency which stems out of empathy for people.

To be courteous doesn’t mean just use polite, magical phrases like “thank you”, “sorry”, “please” and “excuse me”. It also means to be honest, respectful and empathetic of people and not make sarcastic or any other form of passive-aggressive remarks.

One classic example would be from the infamous movie “Mean Girls” where Regina would tell a fellow classmate about how she loves the skirt she was wearing. As the girl leaves, Regina would tell her friend Cady how that was the ugliest skirt she has ever seen. This is an example of how you should not communicate.

In many instances, people use the power of their intellect and status to belittle the plight of others. This is so especially among those who bully the perceivably weaker ones for their timidity, racial backgrounds, gender, and color among many other aspects.

The global star Priyanka Chopra narrates in an interview about her high school days when she was severely bullied by her schoolmates. She was called names like “brownie” for her skin color and her ethnicity so much so that she was forced to have lunch inside a toilet cubicle.

Related: Assertive Communication

Clarity is to transfer accurate and easily comprehendible messages to the receiver. Before choosing to talk, be clear about your goals for the conversation. Let the other person know what your objective is for the interaction. To make your speech clear, always use simple language rather than using intricate phrases that would make comprehension difficult.

The recipient shouldn’t be made to “read between the lines”. Even if the content is complicated in nature, try to divide your ideas, distill it and make it as simple and clear as possible as that would make it easy for the receiver to grasp the information well.

6. Consideration

Consideration is quite similar to that of courtesy. It means to consider the other person and to address them putting you in their place. In other words, you talk to someone in a way you would want someone to talk to you.

For example, if you prefer someone to talk to you with respect and politeness, you would exhibit the same behaviors towards others. Just as that of courtesy, one should be inherently empathetic to be able to show consideration for the other person. When you are considerate, you sincerely regard people’s interests and benefits.

To be considerate also means to acknowledge the situational factors of the audience that you address. If you are going to give a talk on astrophysics amongst a bunch of seven-year-olds, the only response you would receive would be the sound of yawning and snoring; maybe even a giggle here and there if you’re lucky.

So when you talk to someone, remember to acknowledge their background such as their age, language proficiency, culture, literacy level, mental state, character, interests etc. so that you may be relatable to your audience and your intended message reaches them successfully.

7. Concreteness

Concrete communication denotes your message being specific, meaningful and focused. You don’t beat around the bush to get to a point. Rather it is solid and concise. You avoid vague and ambiguous messages and only strive toward making your information well received by the recipient. Your speech is crisp yet brimming with beneficial information. You incorporate factual evidence and figures to enhance the authenticity of your speech.

For example, when you say “Depression is a global issue”, you don’t just bluntly make that claim but also pitch in the statistical values and empirical evidence to support your statement.

And now, for your upcoming presentations make sure to follow these strategies and show up your confidence. These effective strategies may take you to the place of success at your workplace.

Best of luck!

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• Kinds (Types) of Communication employed by Business…

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Communication Theory

• Principles of Business Communication

When your communication is clear, you are able to convey your thoughts more precisely. You will also be able to get the job done and in case of job interviews, you may also be able to land your dream job. As for every form of learning, business communication also has some principles which make your communication more effective. These are known as 7 C’s of communication.

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These 7 C’s of communication must be followed by every business entity and individuals so that the workplace communication can be effective. Communication holds a very important role in any business. Without clear and precise communication a business cannot stand. It is the foundation for any business. What difference does good communication make?

When business communication is effective, it improves efficiency and productivity. This all reduces the redundancies in the business. There are forms in business when the communication is crucial. For example, when you pitching to a client or emailing your colleague, or giving a job interview, a strong communication helps you do all these things well.

Browse more Topics under Intro To Business Communication

• Concept and Features of Communication
• Importance of Communication
• Requirements for Effective Written Communication
• Effective Oral Communication
• Telephone Etiquette
• Visual Communication
• Non-Verbal Communication
• Guidelines to effective Business Communication
• Johari Window
• Barriers to Communication
• Internal and External Communication

7 C’s of communication

Principles of business communication

Just imagine if you are working at a place and everyone in the place does not have proper communication skills and as a result, everyone is following their own thoughts. Will that working place be effective? No, it will not be effective, it will be a big mess. That is why is important to learn the 7 C’s of communication. Here are those:

Being concise means being able to convey your messages in shortest possible words. But this doesn’t mean that you provide the information less but articulating in such a possible way that you get to spread the message across everyone and that too in fewer words.

It is a necessity for business communication as this C does not involve the vague words and this the message is clearly sent to everyone. Because of conciseness, you save time as well as you save a lot of costs.

As this C excludes the needless and excessive words it makes the main idea or the message more understandable. For audience also this form is more convenient and appealing.

Clear or clarity is very important in business communication. Through this, you are able to emphasize a specific message or a goal at that time. In a business communication, you cannot achieve too much in one go. That is why you need to clear about your ideas.

Because of clarity, the understanding of ideas becomes easier. As the clarity is achieved for ideas and thoughts, the meaning of the words is enhanced. The message becomes more appropriate and exact.

The understanding of your audience is directly proportional to the correctness of your ideas. Because correct communication of thoughts and ideas is also an error-free form of communication. There are many ways to achieve this correctness in your sentences.

One is through a technical understanding of your thoughts and ideas. Further, the names and titles that you have mentioned should be correct. Because of correctness the confidence level of yours as well as your audience increases. It has more impact.

4. Concrete

Concreteness refers to the idea of being clear and particular. It avoids the basic fuzziness and general in your ideas and thoughts. Concreteness also adds to your confidence level.

Concreteness is supported by figures and facts thus it gives your ideas a boost. As it involves clear words only, it helps in increasing your reputation. There are little to none chances that your message is misinterpreted.

5. Complete

A message or an idea is complete when the audience has everything that they want to be informed. Also, this gives an authority to them to move to call of action.

The complete communication generally involves the call to action, which helps the readers understand what you want to imply to them. It also includes all the facts and figures in the sentences.

Due to complete communication, the reputation is enhanced for an organization. A complete communication also involves additional information whenever or wherever it is required. Thus, it leaves no room for doubt in the mind of the readers and audiences. It also helps in persuading the audience.

6. Courteous

Courtesy is the respect that we show to others and in business communication also it means the same thing. You should show respect to your reader by having courteous communication. The individual while sending the message should be polite, sincere, enthusiastic, and reflective.

Being courteous means that you have taken into consideration the feeling receiver as well as your own. It also shows that you are positive and your focus is on the audience. Courteous messages are not at all biased.

7. Coherent

The messages that you send should be logical and that is why coherent communication is important. The message involves certain ideas and thoughts and thus when they are coherent than only they are able to convey the main idea of the message. All the points that you have mentioned should be relevant to the topic and connected.

Further, the flow and tone of the communication should also be consistent. What does your message imply should be the main focus under the coherent message? When all the above 7 C’s of communication are used, then your message becomes more effective. Practice this more to improve your business communication.

Practice Questions on 7 C’s of communication

Q. Which C makes the message unbiased?

A. Clear              B. Concise              C. Coherent               D. Courteous

Answer: D. Courteous

Q. Which C helps in persuading the audience?

A. Clear              B. Concise              C. Complete               D. Courteous

Answer: C. Complete

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4 The 7 Cs of Professional Writing Style

The 7Cs are simply seven words that begin with C that characterize a strong professional writing style. Applying the 7Cs of professional communication will result in writing that is:

CLEAR writing involves knowing what you want to say before you say it because often a lack of claritycomes from unclear thinking or poor planning; this, unfortunately, leads to confused or annoyed readers. Clear writing conveys the purpose of the document immediately to the reader; it matches vocabulary to the audience, avoiding jargon and unnecessary technical or obscure language while at the same time being precise. In clarifying your ideas, ensure that each sentence conveys one idea, and that each paragraph thoroughly develops one unified concept.

COHERENT writing ensures that the reader can easily follow your ideas and your train of thought. One idea should lead logically into the next through the use of transitional words and phrases, structural markers, planned repetition, sentences with clear subjects, headings that are clear, and effective and parallel lists. Writing that lacks coherence often sounds “choppy” and ideas seem disconnected or incomplete. Coherently connecting ideas is like building bridges between islands of thought so the reader can easily move from one idea to the next.

CONCISE writing uses the least words possible to convey the most meaning while still maintaining clarity. Avoid unnecessary padding, awkward phrasing, overuse of “to be” forms ( is, are, was, were, am, be, being ), long preposition strings, vagueness, unnecessary repetition and redundancy. Use active verbs whenever possible, and take the time to choose a single word rather than a long phrase or cliched expression. Think of your word count like a budget; be cost effective by making sure every word you choose does effective work for you.

CONCRETE writing involves using specific, precise language to paint a picture for your readers so that they can more easily understand your ideas. If you have to explain an abstract concept or idea, try to use examples, analogies, and precise language to illustrate it. Use measurable descriptors whenever possible; avoid vague terms like “big” or “good.” Try to get your readers to “see” your ideas by using specific terms and descriptions.

CORRECT writing uses standard English punctuation, sentence structure, usage, and grammar. Being correct also means that you provide accurate information as well as using the right document type and form for the task.

COMPLETE writing includes all requested information and answers all relevant questions. The more concrete and specific you are, the more likely your document will be complete as well. Review your checklist of specifications before submitting your document to its intended reader.

COURTEOUS writing entails designing a reader-friendly, easy-to-read document; using tactful language and appropriate modes of addressing the audience; and avoiding potentially offensive terminology, usage, and tone. Writing courteously so that your reader feels respected is fundamental to reader-friendly messages. Whether you are simply sharing information, explaining a procedure, or describing an incident, using courteous language helps ensure your reader will be receptive to that information. The cornerstone of polite language is obviously saying “please” and “thank you,” but there is much more to politeness and respect than just that. Much of courtesy in writing involves using inclusive language (and avoiding discriminatory language, sometimes referred to as “bias”) and choosing words that focus on the positive, on improvement, and on what can be done rather than using words that seem negative, critical, or pushy and seem to emphasize what can’t be done.

In some cases, some of these might come into conflict. What if being too concise results in a tone that sounds gruff or an idea that seems incomplete? Figure 2 illustrates one method of putting all the seven “C”s together.

Figure 2 Putting the 7Cs together, created by Alyssa Zicari and Jenna Hildemann

Be mindful of the tradeoffs and always give priority to being  clear : writing that lacks clarity cannot be understood and therefore cannot achieve its purpose. Writing that adheres to the seven “C”s helps to establish your  credibility  as a professional writer.

How To Prioritize the Seven Cs

• Clear: Plan ahead! Know your purpose and convey your ideas in a unified manner.
• Coherent: Organize your thoughts in a logical, structured progression.
• Concise: Budget your words wisely; ensure your writing contains only what’s necessary.
• Concrete: Use specific and precise language; use measurable descriptors and avoid vague language.
• Correct: Adhere to proper grammar, punctuation, and document structure.
• Complete: Give all the important information and answer all relevant questions.
• Courteous: Format so that the document is easy to read. Use appropriate and tactful language.

A Note About Tone

The subject of tone often comes up as we are learning in this class. An important point to add here is that different documents and different audiences will require writers to employ different tone in their writing. This also means writing in different voices, such as the first person or third person.

In the first person voice, the document is written from the voice of the author, using “I” and “me” pronouns in the writing. For example, in this textbook, I have liberally used the first person at times to better engage you (that’s the second person) and draw you into the learning experience.

However, in many professional documents, only the third person is used; that’s when the voice of the document never uses “I” or “me” or “you” or other first and second person pronouns. Instead, this author would refer even to themself using third person pronouns, with the same treatment to the reader (as can be seen in this paragraph).

Generally, letters are written in the first and second person, while reports are in the third person. Memos have some flexibility, but are best in the third person.

Other tone considerations have to do with emotional connection. Is the reader somebody you want to show affection or seriousness? Is the topic casual or important? Is the text offering praise or criticism? Does the document have a sense of urgency? Is the document giving instructions or asking permission? Considerations such as these will help a writer determine the tone they need to set in their document.

As you think about tone, it will be important to recall the nine axioms and communication as a form of transmission as well. All of these foundational aspects of communication will help you succeed.

Writing and the Professions: A Practical Guide Copyright © by mmernst. All Rights Reserved.

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Does Your Business Writing Contain the 7 Cs of Effective Communication?

Table of contents, does your professional writing contain the 7cs of communication.

  Call me biased (after all, I run a writing blog), but I think communication is the best thing we have going for us as a species. Think about it: we couldn’t have built the Coliseum or the Pyramids if we hadn’t been able to communicate plans to a large number of people. Laws don’t work, culture doesn’t exist, and businesses can’t succeed without us being able to share our ideas with each other. While most animals have body language and simple vocalization, we have words.   You may not be trying to create a wonder of the world, but effective written business communication probably means a lot to you in your job role. Do humanity proud by keeping the seven Cs in mind: completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness.  

What are the 7 Cs of communication?

1: completeness . .

  To begin, your writing should provide all the information your reader needs to understand you. To do that, you need to consider what they know, and don’t.   Applying the completeness principle:   Consider writing a business proposal. Presumably you want the prospective client to say, “yes!” and sign up for your services and products. To reach that outcome, however, your proposal needs to include all the information required by the audience to make a decision. That includes basic information like price and product description; it also means information about benefits and competitive differentiators, so they understand why to choose  your  proposal over a competitor’s. An incomplete proposal is  much  less likely to make the sale.  

2: Conciseness . 

  Broadly paraphrased, Occam’s famous adage states that things should be  as simple as possible, but no simpler . In this context, it means not using more words than necessary to convey meaning, but not cutting out so much that your communication suffers.   Applying the conciseness principle:     Academic, technical, and scientific writing often struggle here. To sound more professional and academic, writers use unnecessarily wordy phrasing. For example, use “decide” instead of “make a decision.” Why write in three words what can be said in one? For more specific suggestions, read our “ Strategies for Succinct Writing ” and “ 5 Ways to Say More in Fewer Words .”  

Writing effective scientific documents is difficult, but our expert tactics make it easy.  Your team can learn how to write succinct scientific documents in less time. View Team Course   View Individual Course But conciseness is about more than just wordcount; it’s also informational. Think carefully about how much context and explanation you really need to include in your papers and documents. Depending on your audience, it might not be as much as you think. As Occam might say, write everything you need to, but no more. 7Cs of Communication Video Tip: Avoiding Wordiness

3: Consideration .

Understand your target audience  before you write. Answer the questions they have and account for gaps in their knowledge. Make the topic’s relevance clear to your target reader(s). In short,  consider  your reader. Applying the consideration principle: Consideration here means  asking questions and thinking critically  about your readers before you start writing, so you can ensure the document’s content will be tailored to their needs. For example, ask yourself:

• Who is the intended reader for the document?
• What is the reader’s interest in this document? 
• What are the reader’s expectations of the document? 
• How will the reader use the information? 
• What kind of information will move the reader to act?

4: Clarity . 

Be definite, don’t prevaricate, and don’t ramble. The most information-packed writing isn’t informative if it can’t be understood! Applying the clarity principle: As we’ve written before,  clarity has four central pillars : precision, specificity, familiarity, and necessity. In other words, your written statements should be precise and specific (rather than generic and abstract), using language that’s familiar to your readers. It should also include only what is necessary to convey your meaning; conciseness is itself a vital part of clarity.  The principle of clarity can be transformative. One of our clients discovered that  focusing on clarity  could render their written reports and analyses more understandable to a larger audience, so that “any report or protocol [would] be clear enough that other microbiologists can understand or even recreate [our] projects.”

Ready to Learn the Tactics for Expert Writing? Explore our courses to find the training your team needs! View our new catalog of courses today.

5: Concreteness. 

Use facts to back up your assertions and use words with unambiguous meanings.

Applying the concreteness principle:  

Ultimately, concreteness is about credibility and strengthening the writing’s usefulness for the reader. If you’re writing about the impact of COVID-19 on an industry, for example, get specific to be taken more seriously. Don’t just say, “More people than ever are using drive-thru to get food.” Instead, write that “drive-thru usage jumped  26%  in 2020 as a result of changes in customer behavior, according to American market research firm The NPD Group.” This kind of concrete information is clearer, more credible, and more persuasive when making an argument.

6: Courtesy. 

Be mindful of the attitude your readers will have toward your work, and  the attitude your readers expect  your work to have toward them. Some readers expect a formal tone, while others would feel alienated by one.

Applying the courtesy principle:  

Respect your readers! If you fail to engage your readers in the way they want and expect, you’ll push them away and undermine your own success. It’s even worse if you’re facing some kind of PR problem. A dismissive, callous tone can turn a public relations challenge into an outright crisis, as even large companies like Yahoo! and UPS have learned the hard way. For some specific examples, read our article about “ Communication Shipwrecks .”

7Cs of Communication Video Tip: Understand Your Reader  https://www.youtube.com/embed/PGHpan5SU0U

7: Correctness . 

A simple rule: avoid errors! Applying the correctness principle: 

From copyediting to fact-checking, authorial credibility rests on absolute correctness in your communications. A document riddled with grammatical and spelling errors subliminally communicates a lot about your organization, none of it good. And if your readers can’t trust you to relay factually correct information, why should they trust anything you say? In a world where misinformation is epidemic, correctness is both the cure and the only path to total credibility.  

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7 C’s in Business Communication

There are seven C’s in Business Communication which are also known as the guiding principles of communication. The seven C’s are clarity, completeness, courtesy, correctness, conciseness, consideration and concreteness. These are explained below:

Clarity: A message should be absolutely clear so that the receiver can understand what the sender wants to convey. The sender always expects that the receiver interprets the message with the same meaning. For this, the sender should make the message free from ambiguity and vagueness. The following guidelines are offered to make a message clear:

• Selecting short, familiar and easy words.
• Selecting conversational words instead of poetic ones.
• Constructing effective sentences and paragraphs.
• Achieving appropriate readability.
• Giving examples, illustrations and other visual aids when desirable.
• Avoiding technical words and jargons.

Completeness: The sender must send a complete message. A complete message contains all the necessary facts that the reader’s needs for understanding. Completeness of message is very essential to make communication effective. Incomplete message irritates the reader.

Conciseness: A message should be as concise as possible. Conciseness means saying what the sender has to say in the fewest possible word. It saves time for both sender and receiver. However, Conciseness must not be attained at the cost of the principle of completeness. The Mewls suggestions should be kept in mind to achieve conciseness:

• Eliminating wordy expression
• Including only relevant facts
• Avoiding unnecessary repetition
• Organizing message well.

Concreteness: Concreteness means be specific, definite and vivid rather than vague and general. The following guidelines can help to write concrete message.

• Using specific facts and figures.
• Using verbs that indicate action.
• Choosing vivid, image building words.

Courtesy: Sender should maintain desired level of courtesy for the receiver. Courteous messages help to strengthen present business friendships as well as make new friends. There is a popular saying that “courtesy costs nothing but gains more”. Sender should always keep this in mind. To be courteous, the communicator has to follow the following guidelines:

• Be sincere, tactful, thoughtful, and appreciative
• Avoiding expressions that irritate or hurt the receiver
• Responding quickly
• Seeking apology sincerely for any omission
• Thanking generously for a favor

Correctness: The principle of correctness comprises more than proper grammar, punctuation and spelling. The term correctness means the writer should consider the followings:

• Using the right form of language (formal /informal)
• Checking the accuracy of figures, facts and words before transmitting them
• Sending the message the right time

Consideration: Consideration means that the sender prepares every message keeping the receiver in mind. Here the sender should consider the desires, problems, circumstances, minions and probable reactions of the recipient. The following guideline can ensure consideration

• Focusing on ‘you’ instead of me and us. For example, for collecting deposits, a bank can advertise at “get the maximum return on your savings”; Grameen Phone gives advertisement slimy “Whatever may be the distance, always remain in touch.” All these advertisements focus on readers’ benefits.
• Showing reader’s benefit
• Emphasizing on pleasant, positive facts
• Applying integrity and ethics.

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