Communication, Seven C's of Communication and Barriers to Effective communication

1. Sidra Aslam
BS (Computer Science)
University of Gujrat, Pakistan.

2. Communication
Communication can be defined as the
process by which people share ideas,
experience, knowledge and feelings
through the transmission of symbolic
messages.
The means of communication are
usually spoken or written words,
pictures or symbols. But we also give
information through body language,
and looks, facial expressions can
show how we feel and what we think
about an issue or another person.

3. 2.Message
3.Receiver1.Sender
4.Feedback
Encoded message
Response
Sent through
Medium
Received message
Decoded message
Process of Communication

4. Effective Communication
Meaning:
Effective Communication is a two way process – sending
the right message and to the right person.
It is important to know the psychology of the people you are
interacting with for communication to be effective.
Definition:
“Effective communication is the communication which
produces intended or desired result”

5. Uses of Effective Communication
• Effective communication helps to understand a
person or situation in a better way.
• It enables us to solve the differences, build trust and
respect in the organization.
• Sometimes our message is misunderstood or we
misunderstand the received message, effective
communication helps us to resolve problems with
both’s point of view.
• Effective communication helps us to connect well
with kids, boss, colleagues, etc.
• It helps us in decision making.

7. The 7c’s of Effective Communication
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
6. Courtesy
7. Correctness.

8. Completeness
`• The information conveyed in the message should be complete
for the communication to be effective.
• The sender must take into consideration the receiver’s mind
set and convey the message accordingly.
• Provide all necessary information.
• Answer all questions Asked.
• Give extra information when desirable.
• Complete communication enhances the reputation of the
organization.
• Complete information helps in better decision making as it
serves all the desired and crucial information.
• Complete information persuades the audience.

9. Example
• To reserve a hotel banquet room, specify the
accommodation needed (What), location (Where),
Sponsoring organization (Who), date and time (when),
event (why), and other necessary detail (How).

10. Conciseness
• Conciseness means communicating what you want
to convey in least possible words.
• Concise communication provides short and essential
message in limited words.
• Eliminate wordy expression. Use one word in place
of phrases; one sentence in place of two.
• Include only the relevant material
• Look for unnecessary repetition: Does the same
word or idea repeat too often?
• Concise message is more appealing and
comprehensive to the audience.

11. Example
• Wordy : We hereby wish to let you know that our company is
pleased with the confidence you have reposed in us.
• Concise: We appreciate your confidence.
• Wordy: At this time I am writing to you to enclose an interview
card, which has been post-paid, for the purpose of arranging a
convenient time when we might get together for a personal
interview.
• Concise: Please return the enclosed interview card to setup a
convenient time for an interview.

12. Consideration
• Effective communication must take audience into
consideration by knowing the viewpoints, back ground,
mindset, educational level, etc.
• Handle the matter from their point of view, called as “you-
attitude
• Focus on “You” instead of “I” and “we”
• Show audience’s benefit and interest in the receiver.
• Emphasize positive, pleasant facts.
• Consideration ensures that the self respect of the audience
is maintained and their emotions are not harmed.
• Consider the needs and requirements of the audience to
achieve effective communication.

13. Example
• To create considerate, audience-oriented messages, focus on how receivers will
benefit, what they will receive, and what they want or need to know.
We-Attitude: I am delighted to announce that we will be extending our hours to
make shopping more convenient.
You-Attitude: You will be able to shop evenings with the extended hours.
• Show how your receivers will benefit from the message.
“You will be glad to know that we now have a walkup window open 7-9am and 3-
8pm every weekday”
Some readers wonder, “so what?”
So, it should be like;
“You can now take care of your banking needs at our new Walk-up Window. It is
open with a capable teller to serve you 7-9am and 3-8pm,
Monday through Friday”

14. Clarity
• Clarity implies emphasizing on a specific goal or objective
at a time, rather than trying to move away from track.
• Clarity helps to understand the message easily.
• Choose precise, concrete and familiar words.
• Construct effective sentences and paragraphs.
• Complete clarity of thoughts and ideas enhances the
meaning of message.

15. Example
• FAMILIAR WORDS • PRETENTIOUS WORDS
• After
• Home
• For example
• invoice
• Subsequent
• Domicile
• E.g.
• Statement for
payment

16. Courtesy
• Courtesy means being polite, kind, judicious,
enthusiastic and convincing.
• Be sincerely tactful, thoughtful and appreciative.
• Use expressions that show respect.
• Choose nondiscriminatory expressions.
• Courtesy is an important element of effective
communication.
• Courtesy reflects the nature and character of the
sender of the message.
• Courtesy is not at all bias in nature.

17. Example
OFFENSIVE: Hey man, what’s this I hear about your
promotion? You didn’t tell any of us about it. Give my
regards to your mother and wish you the best.
COURTEOUS: Warm congratulations on your promotion!
Well, you certainly took us by surprise. In fact, just a few of
us suspected you were taking off to get promotion. But
even though we didn’t hear about it until later. We wish you
the best.

18. Concreteness
• Concrete communication implies being particular
and clear rather being fuzzy and general.
• Use specific facts and figures
• Put action in your verbs
• Concrete communication shows good level of
confidence.
• Concrete information helps to strengthen the
reputation of the organization.
• Concrete information cannot be misinterpreted.

19. Examples
 Vague, General, Indefinite:
Student GMAT scores are higher.
 Concrete, Precise:
In 1999 the GMAT scores averaged 600; by 1997 thay had risen to
610.
– Active verbs are;
 More specific as “ A dean decided” than “ a decision has been made
by”
 Personal as “You will note” rather than “it will be noted”
 Concise as “Figures show” rather than “it is shown by figures”
 Emphatic as “Students held a contest” rather than “ A contest was
held by the students”.

20. Correctness
• Correctness in the communication implies that the correct
information is conveyed through message.
• Correct communication boosts up the confidence level of
the sender.
• Correct information has greater impact on the audience.
• Use the right level of language
• Check accuracy of figures, facts and words.
• Maintain acceptable writing mechanics.

21. Example
• Avoid using incorrect words, incorrect grammar, faulty pronunciation ,all
suggest an inability to use good English.
SUBSTANDARD MORE ACCEPTABLE
Ain’t isn’t, aren’t
Can’t hardly can hardly
Aim at proving aim to prove
Irregardless regardless
Brung brought
Should of should have

23. Barriers
• Anything that prevents successful communication from
occurring.

24. • Lack of Sensitivity to
Receiver
• Lack of Basic
Communication Skills
• Insufficient Knowledge of
the Subject
• Emotional Interference
• Lacking confidence
Encoding
Barriers
• Physical Distractions
• Channel Barriers.
• Long Communication
Chain.
Transmitting
Barriers
• Lack of Interest.
• Lack of Knowledge.
• Lack of Communication
Skills
• Emotional Distractions
• Information overload
• Conflicting Messages
Decoding
Barriers.
• No Provision for Feedback
• Inadequate Feedback.
Responding
Barriers

25. Over coming the barriers of
effective communication
Effective
Communication skills
Body language
(Smile, Eye
contact, Gestures,
tone)
Cultural
Sensitivity
Checking
for understanding
Summarizing
what has been said
Seeking
Participation
Effective Questions
Simple
Words
Connecting with
The audience