N.C.

COLLEGE OF ENGINEERING
ISRANA(PANIPAT)

Made by:
JOGINDER GREWAL
ASSISTANT PROFESSOR
Effective Communication
 Agenda

Introduction to communication..
What is effective communication?.............
Uses of effective Communication .
7 Cs of communication..
Conclusion ..
 What is communication

The process of communication is

what allows us to interact with
other people; without it, we would
be unable to share knowledge or
experiences with anything outside
of ourselves. Common forms of
communication include speaking,
writing, gestures, touch and
broadcasting.
Wikipedia definition
 Effective communication

Meaning and Definition

Uses of Effective Communication

The 7Cs of Effective Communication

Facts about Effective communication

 Meaning and definition

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.
For communication to be effective it is necessary to know the circumstances
of the counter entity.
Effective communication includes all the aspects of visual, auditory and
kinaesthetic language to appeal the listener.

Definition-
Effective communication is the communication which produces intended
or desired result
 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 boths
point of view.

Effective communication helps us to connect well with kids, spouse, boss,

colleagues, etc.

It helps us in decision making.

 The 7cs of effective communication

1. Completeness

2. Conciseness

3. Consideration

4. Clarity

5. Concreteness

6. Courtesy

7. Correctness.
 Completeness
`
The information conveyed in the message should be complete for the
communication to be effective.

The sender must take into consideration the receivers mind set and convey the
message accordingly.

Complete communication enhances the reputation of the organization.

Complete information always gives additional information wherever required,

it leaves no question in the minds of the receiver.

Complete information helps in better decision making as it serves all the

desired and crucial information.

Complete information persuades the audience.

 Completeness - The communication must be complete. It should convey all facts
required by the audience. The sender of the message must take into consideration
the receivers mind set and convey the message accordingly. A complete
communication has following features:
Complete communication develops and enhances reputation of an organization.
Moreover, they are cost saving as no crucial information is missing and no
additional cost is incurred in conveying extra message if the communication is
complete.
A complete communication always gives additional information wherever
required. It leaves no questions in the mind of receiver.
Complete communication helps in better decision-making by the
audience/readers/receivers of message as they get all desired and crucial
information.
It persuades the audience.
 Conciseness

Conciseness means communicating what you want to convey in

least possible words.

Conciseness is a necessity for effective communication.

Concise communication provides short and essential message in

limited words.

Concise message is more appealing and comprehensive to the

audience.

Concise messages are non repetitive in nature.

 Conciseness - Conciseness means wordiness, i.e,
communicating what you want to convey in least possible
words without forgoing the other Cs of communication.
Conciseness is a necessity for effective communication.
Concise communication has following features:
It is both time-saving as well as cost-saving.
It underlines and highlights the main message as it avoids
using excessive and needless words.
Concise communication provides short and essential message
in limited words to the audience.
Concise message is more appealing and comprehensible to
the audience.
Concise message is non-repetitive in nature.
 Considration

Effective communication must take audience into consideration

by knowing the viewpoints, back ground, mindset, educational
level, etc.

Consideration implies stepping into the shoes of others.

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.
 Consideration - Consideration implies stepping into the shoes of others.
Effective communication must take the audience into consideration, i.e, the
audiences view points, background, mind-set, education level, etc. Make an
attempt to envisage your audience, their requirements, emotions as well as
problems. Ensure that the self-respect of the audience is maintained and their
emotions are not at harm. Modify your words in message to suit the audiences
needs while making your message complete. Features of considerate
communication are as follows:
Emphasize on you approach.
Empathize with the audience and exhibit interest in the audience. This will
stimulate a positive reaction from the audience.
Show optimism towards your audience. Emphasize on what is possible rather
than what is impossible. Lay stress on positive words such as jovial, committed,
thanks, warm, healthy, help, etc.
 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.

Complete clarity of thoughts and ideas enhances the meaning of

message.

Clarity comes with the use of exact, appropriate and concrete

words.
 Clarity - Clarity implies emphasizing on a
specific message or goal at a time, rather than
trying to achieve too much at once. Clarity in
communication has following features:
It makes understanding easier.
Complete clarity of thoughts and ideas
enhances the meaning of message.
Clear message makes use of exact,
appropriate and concrete words.
 Concreteness

Concrete communication implies being particular and clear

rather being fuzzy and general.

Concrete communication shows good level of confidence.

Concrete information helps to strengthen the reputation of the

organization.

Concrete information cannot be misinterpreted.

 Concreteness - Concrete communication
implies being particular and clear rather than
fuzzy and general. Concreteness strengthens
the confidence. Concrete message has
following features:
It is supported with specific facts and figures.
It makes use of words that are clear and that
build the reputation.
Concrete messages are not misinterpreted.
 Courtesy

Courtesy means being polite, kind, judicious, enthusiastic and

convincing.

Courtesy is an important element of effective communication.

Courtesy reflects the nature and character of the sender of the

message.

It is the same as give respect and then expect the same.

Courtesy is not at all bias in nature.

 Courtesy - Courtesy in message implies the message should
show the senders expression as well as should respect the
receiver. The sender of the message should be sincerely
polite, judicious, reflective and enthusiastic. Courteous
message has following features:
Courtesy implies taking into consideration both viewpoints as
well as feelings of the receiver of the message.
Courteous message is positive and focused at the audience.
It makes use of terms showing respect for the receiver of
message.
It is not at all biased.
 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.

Free from grammatical errors and use of appropriate and correct

language.

Correct information includes the precision and accurateness of

facts and figures used in the message.
 Correctness - Correctness in communication implies that
there are no grammatical errors in communication. Correct
communication has following features:
The message is exact, correct and well-timed.
If the communication is correct, it boosts up the confidence level.
Correct message has greater impact on the audience/readers.
It checks for the precision and accurateness of facts and figures used
in the message.
It makes use of appropriate and correct language in the message.
Awareness of these 7 Cs of communication makes you an
effective communicator.
 The 4Ss are as follows: The 4Ss are as important as
7Cs. They also increase the possibility of effective
communication.
1.Sincerity: Sincerity increases the level of trust between sender and
receiver. The receiver also expects sincerity from the sender. If there is a
slight sense of insincerity in the message and if the observer is keen about
the message then it may affect the communication process.
2. Strength: The strength of the message depends upon the credibility of
the sender. If the sender himself believes in the message then there is
strength and conviction in whatever he states. Half hearted statements or
utterances that the sender does not believe in pepper the process of
communication with falsehood.
3. Simplicity: Simplicity of language is a pivotal factor is communication.
Lucidity of ideas, simple words give rise to an unequivocal message.
4. Shortness: The message must be precise and concise. Brief messages are
transmitted and comprehended more clearly, more effortlessly and are
more effective and economical.
 Essentials of Effective Communication
1.Specific Purpose: The sender must be clear about the specific purpose that
he wants to communicate to the receiver.
2. Study the Listener: The sender must study the interest and attitude of the
receiver to make communication effective more.
3. Organization of Idea or Thought: The communicator must make up a
plan about how he is going to communicate. He must organize his thoughts
and ideas in advance.
4. Proper Transmission of Message: The message must be transmitted in
such a way that it is accepted by the listener or reader with interest.
5. Personal Touch: The personal element is the keynote of communication.
Sender's sincerity & sympathy influence the listener a lot.
6. Mutual Understanding: A mutual understanding should be established
between the sender and receiver of the message.
 Cont.

7. Awareness of the Need for Effective Communication: The

sender and receiver of communication must be aware to
make communication meaningful.
8. Provision for Feedback: When message is sent to the
receiver, there must be a feedback to the sender. Two way
communication creates the best possible feedback.
9. Selection of a Good Channel: The sender of message must
select an effective and formal channel to communicate with
the receiver.
10. Active Listening: This provides proper feedback to the
sender to complete the communication process.
 Cont.
11.Consultation: It is generally desirable to consult
others in planning communication. This will provide
additional insight and objectivity to the message. An
important advantage of consultation will be that
those who have been taken into confidence while
planning communication will lend active support.
12. Determine Medium: After having decided the
subject matter it should be determined as to how best
this message is to be communicated. All aspects of
oral or written communication must be carefully
examined.
 The Importance of Effective
Business Communication
Communication is lifeblood of a business
organisation.
Basis of business planning
Basis of Decision Making
Basis of Coordination
Increase managerial Efficiency
Establishment of effective relationship
Establishment of effective Leadership
 Cont.
Promotion of Industrial Peace
Effective Control
Basis of Organization Image
Importance to Employees
Increase Productivity
Motivating Employees
 Conclusion

A man is seldom better than his conversation

- German Proverb