Final - Seven C's of Effective Communication

Welcome
Seven C‟s of Effective Communication
Md. Hamidul Islam

Assistant Professor
Department of Building Engineering & Construction Management
Khulna University of Engineering & Technology (KUET)
Khulna-9203, Bangladesh
e-mail: hamidcekuet@gmail.com
Md. Hamidul Islam, Assistant Professor, Department of Building Engineering & Construction Management, KUET
Seven ‘C’ Principles
 The ability to communicate effectively with
others is considered a prized quality of the
successful business people. To communicate
easily and effectively with your readers, you
should apply the Seven „C‟ principles:
1. Completeness 5. Clarity
2. Conciseness 6. Courtesy
3. Consideration 7. Correctness
4. Concreteness
Note: All seven C’s can apply to both oral and written communication.
C1 => Completeness
 Provide all necessary information.
 Answer all questions asked.
 Give something extra, when desirable.
Provide All Necessary Information
 Your reader needs to know how much, what
size, what type, and other details. To achieve
this clarity, your message should answer the
“five Ws and one H”
– Who?
– What?
– When?
– Where?
– Why?
– How?
Answer All Questions Asked
 Replying to an inquiry or request,
answer all questions asked, and even
anticipate the reader‟s reaction by
providing other relevant information.
Give Something Extra, When Desirable
 Sometimes, as an intelligent
writer, you know what your
reader may need to know
about any certain thing. In
this case you must include
anything that is of your
reader‟s benefit.
 Use your good judgment
while offering additional
material.
C2 => Conciseness
 Eliminate wordy expressions.
 Include only relevant material.
 Avoid unnecessary repetition.
Eliminate Wordy Expressions
 To avoid wordy expressions, use single
words whenever possible. Here are some
examples of how words saves the reader‟s
time and effort.
– • Wordy: I want to take this opportunity to tell you
that we are grateful to you
– • Concise: Thank you
– • Wordy: At this time.
– • Concise: Now…
Include Only Relevant Material
 Your reader will lose interest in your message
if he/she finds irrelevant things in your
message. Using only well-chosen words can
help you convey relevant facts.
 Give information obvious to the reader.
 Avoid long introduction.
Avoid Unnecessary Repetition
 Avoid repetition by using pronouns, short
names etc.
 Stick to the purpose of the message.
 Writing concisely means using only
necessary, meaningful words.
 Unnecessary repletion leads to
“DULLNESS”.
C3 => Consideration
 Focus on “You” instead of “I” or “We”.
 Show audience benefit or interest in the
receiver.
 Emphasize positive, pleasant fact.
Focus on “You” Instead of “I” or “We”
 For writing considerate message, think how
your reader will benefit from your messages.
For example.
– • „I‟ or „We‟ attitude: we are delighted to
announce…..
– • „You‟ attitude: you will be pleased to know…….
– Insensitive: You failed to enclose your check in
the envelop.
– Consideration: The check was not enclosed.
But in Groups and Teams… Take care.
Show Audience Benefit or Interest
 Your reader is likely to response positively
when you show them benefits. Even in
conveying unfavorable message to your
reader, you can plan it in a way the reader
finds some benefit in it.
Emphasize Positive, Pleasant Fact
 Another way to show „you attitude‟ for your
reader is to present facts in a positive, pleasant
way.
– You are wearing a good dress.
– You have obliged us many times.
– Etc….
Negative: It is impossible to open an account for you
today.
Positive: As soon as your signature card reaches us,
we will gladly open your account.
C4 => Concreteness
 Use specific facts and figures.
 Put actions into verbs.
 Choose vivid, image-building words.
Use Specific Facts and Figures
 Always use specific facts and figures in
your messages. For example:
– Vague: Please send us the following items
by the end of this month.
– Clear: The following items should reach us
on or before 21 August.
– Vague: She is a brain.
– Clear: She secured 95% marks.
Put Actions into Verbs
 Active verbs make writing forceful and
more interesting to read or hear.
– Passive: The proposal was approved.
– Active: The general manager approved
the proposal.
– Passive: The tests were administered by
the professors.
– Active: Professors administered the tests.
Choose Vivid, Image-building Words
Business writing uses less figurative language than does the world of
fiction.
 Sensory Appeal: It can appeal to one or more of the five senses…e.g.:

– Bland: Secretary was tired after working before computer whole the day.
– Vivid: The secretary’s face was wrinkled after working before computer the
entire day.
 Comparison: It can make an unclear idea clear…e.g.:
– Bland: This is a long report.
– Vivid: This letter is three times as long as you said it would be.
– Bland: Student MCS scores are higher.
– Vivid: In 1996 the MCS scores averaged 600; by 1997 they had risen to
610.
 Figurative: It can make an idea vivid…e.g.:
– Bland: Her work in group was exemplary.
– Vivid: She was sparking plug of the group.
C5 => Clarity
 Choose precise, concrete, and familiar
words.
 Construct effective sentences and
paragraph.
Choose Precise, Concrete, and
Familiar Words
Complex Simple
1. At a later date 1. Later
2. Statement of pay 2. Payroll
3. At the present 3. Now
4. Subsequent 4. After
5. Remuneration 5. Pay
Construct Effective Sentences and
Paragraph
At the core of clarity is the sentence. A sentence moves thought clearly within
a paragraph. Important characteristics are as follows:
– • Length (of a sentence 17 to 20 words)
– • Unity (One Main Idea)
– • Coherence (Correct arrangement to express intending meaning)
Coherence
• Vague: Being the chief executive, we can expect help from you.
• Clear: Being the chief executive, you can surely help us.
Emphasis
• Little Emphasis: The order was received and the manager started preparing
for it.
• Better Emphasis: As the letter was received, the manager started preparing
for it.
• Little Emphasis: Its better for you to do it.
• Better Emphasis: Your must do it.
Best emphasis on paragraph is formatting, tabs, alignments and, proper
headings etc.
C6 => Courtesy
 Be sincerely tactful, thoughtful, and
appreciative.
 Use expressions that show respect.
Be Sincerely Tactful, Thoughtful, and
Appreciative
 Sometimes you have to deal with unpleasant
messages. Always remember that by using tact and
being thoughtful you can convey anything.
– Blunt: I rewrote letter three times then point was clear.
– Tactful: I am sorry the point was not clear; here is another
version.
Use Expressions that Show Respect
 Expressions like, „irresponsible‟ or „I do

not agree with‟ etc., a. Use expressions
that show respect for your reader and
help him think positively about your
message.
Courtesy Words
 There are some courtesy words
• Sorry
• Please
• Thanks
• Welcome
• Take care
• God bless you………..etc.
C7 => Correctness
 Use the right level of language.
 Check accuracy of figures, facts, and words.
 Maintain acceptable writing mechanics.
Use the Right level of Language
 There are two types of writings: formal and
informal. In formal writing, our style is un-
conversational. In informal writing, we use words
that are short, familiar and conversational.
 A formal style is characterized by more complex
sentences.
 An informal style is characterized by Short
words and sentences (Thanks a lot for your
letter).
 Contraction & Abbreviations (I haven‟t, there‟s)
simple words.
Check Accuracy of Figures, Facts,
and Words
 Any mistakes in names, figures, facts, etc, can
make your message unclear. Such mistakes can
also create problems for you. Imagine if you write
2000 where you were supposed to write 200.
 Mistakes in punctuation and capitalization must
be avoided.
 So be careful to:
– • Verify your statistical data.
– • Double-check your totals.
– • Avoid guessing at laws that have an Impact
on you and your receiver.
Maintain Acceptable Writing
Mechanics
 At the core of correctness is proper
– • Grammar
– • Punctuation
– • Spelling
 Use word processors, Like MS Word.
Learning Outcomes
1. Completeness
Seven C‟s of Communication 2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness

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Welcome

Seven C‟s of Effective Communication

Md. Hamidul Islam

But in Groups and Teams… Take care.

 Sensory Appeal: It can appeal to one or more of the five senses…e.g.:

 Expressions like, „irresponsible‟ or „I do

Seven C‟s of Communication 2. Conciseness

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