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Effective Communication with 7C's

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Communication

What is Effective Communication

The communication can be described as a process of sharing information and feelings. It can be done by verbally or non-verbally. Effective communication is a broader concept than normal communication. It defines that the information should be acknowledged by the receiver and the receiver should get the right conviction about that information. The purposes of effective communication are establishing a common understanding, changing behavioral patterns and achieving information.

Features of Effective Communication

According to the Effective Public Relations (1953) book written by Professor Scott M. Cutlip, there are seven characteristics in effective communication. Today these characteristics are known as 7 C’s of communication.

Completeness 

For effective communication, it should be complete. It means the communication should contain all the information to evaluate the content, to solve questions or to take decisions. Through this, we can avoid the problems popup during the communication process and also it will increse the quality of overall communication process.

Conciseness

This is not about keeping the message short, but it is about keeping the message to a point. It means the message should not contain repeating contents and non-related contents. So the reader can focus on most important items, and it helps to understand the message quickly.   

Consideration 

During the communication, the sender should consider and value the receiver's needs, moods, and his views. The important items in the content will become strong by changing the style and contents of the message according to the receiver because sender can make arguments and give examples according to the receiver's experiences. This will be very helpful for the receiver to understand correctly the message.

Concreteness  

To perform effective communication, the message should be fulfilled with facts and figures and also should be answered to the questions regularly. Argumentations should be based on real life examples. This helps to understand the complete idea and the relationships in the message.

Courtesy 

This means respect to the receiver's culture, values, and beliefs. This leads to a beneficial and more positive conversation.

Clearness

It should be clear and specific. To achieve this clearness in communication, the message should be a focus on the single objective. This helps to highlight the importance of the objective and to understand message easily. To achieve clearness, there should be a good vocabulary.

Correctness 

We need to use proper and correct grammar and syntax to achieve effectiveness and reliability. Without using proper grammar and syntax, the receivers can't read and understand the message correctly. It gives a negative impact on the overall communication process.

Verbal and Non-Verbal Communication

Verbal communication is the way of sharing information with people or groups by orally or with written words. 

Examples of oral communication: - Face-to-face discussion, speeches, television, radio, telephone conversations, videos, business meetings, etc.

Examples of written forms of communication: - Memos, reports, letters, emails, faxes, etc.

Non-Verbal communication is the way of communicating without using words. In here, we use body languages, facial expressions, posture, eye contact, gestures, signs, and appearance.   

Openness and Responsiveness in Communication

Openness in communication means, listening to others with an open mind and reacting honestly. This is more important because this helps to maintain trust between employer and employee. 

Responsiveness in communication means, responding correctly and directly to the things saying by another person. Then the other person gets the idea that you are listing well and have a clear idea about the things that he said. 

Formal and Informal Feedback

Formal feedback is the feedback given to an employee with intentionally and former planning. Job evaluation is an example of the formal feedback process. It ensures that the feedback process is completed and that the goals for employee development are realized.  

Informal feedback is the feedback given to an employee without a former planning. When employees are working more effectively or when there are mistakes the managers should communicate with employees. It helps to boost employee’s morale, confidence, satisfaction and also results.  

Ways to Communicate Effectively in Workplace

Open meetings
E-mails
One on one communication
Use presentations
Display confidence and seriousness
Use body languages
By Act out message
Use appropriate tone of voice
Avoid unnecessary repetition
Create receptive atmosphere
Be humorous
Be articulate
Avoid mumbling
Encourage feedback
Use gesticulates 
Communication via training
Use simple words
Using visuals
By listening to team members
Be appreciative

Appropriate Manner at Various Levels

By using meetings and formal sessions, higher authorities can communicate with the board of members. This helps to keep up the professionalism and the discussion properly.

Middle-level managers can be communicated through conferences and seminars. Also, Verbal and written forms of communication like e-mails can be used to communicate with them.

To communicate with lower level staff, we can use notice boards, seminars, etc.

According to the working environment, knowledge, skills, and authority, we can decide which communication style is good for each level.

Advantages of Effective Communication

Steady work flow
Can make strong business relations
Better professional image
Quicker problem solving
Can make better decisions