Good communication is something that does not happen all by itself. A communicator must have clear understanding of the communication process and must take conscious efforts to accurately communicate the intended message to the receiver in an appropriate manner. Some factors also known as 7C of communication or Principles of Communication must be followed by the Communicator for the purpose of effective communication. These 7C of communication or Principles of Communication are:
7C of Communication
Complete – The message must contain all facts needed for desired reaction.
Clarity – There must be clarity in terms of thought and expression.
Concise – The message must be to the point and all unnecessary words must be eliminated.
Courtesy – One must communicate in a friendly and polite manner.
Correct – All facts, words, language, information of the message must be accurate.
Concrete – The message to be communicated must be specific and not vague.
Consideration – One must understand the emotions and sentiments of the receiver.
The 7C of communication above are also known as principles of communication. A communicators must focus on these principles of communication in order to effectively communicate a message to a receiver. These principles of communication have been explained below:
Principles of Communication
(1) Completeness of information
It is the responsibility of the communicator to think end to end before communicating information to the targeted audience. When end to end planning is not done by the communicator, it paves way for the recipients to guess or imagine the untold information in their own manner. This leads to misinterpretations and confusions in a typical business environment fostering Grapevines. For instance, when a communication is shot out calling for a meeting, it is the responsibility of the communicator to provide information about the agenda of the meeting (why), the venue of the meeting (where), participants in the meeting (who), information to be provided by the participants (what) and the date and time of the planned meeting (when). When the communicator fails to cover all this information in his communication, it leads to people asking these questions one by one causing effort and time wastage for all parties concerned.
(2) Clarity in Communication
Clarity in Communication is the most important aspect since lack of the same defeats the whole purpose of Communication. The communicator must have enough clarity about what and to whom he is planning to communicate. He must structure the communication message keeping in mind the comprehension levels of the receivers. The communication must be translated in such a manner that it is perceived in the same way as intended by the sender. Use of simple words that can be understood by all, avoiding jargon and clichés that are not understood by everyone will add clarity to the information to be communicated. Avoiding words that convey double meanings and words that may create ambiguities in the minds of receivers will help maintain clarity in what is communicated.
(3) Crispness in Communication
Crisp and precise communications yield the desired results faster than long tiring messages. Remember, brevity (concise and exact use of words in writing or speech) adds immense value to communication. The communicator must ensure he uses minimum number of words to convey exactly what he intends to communicate. Long messages dilute the core of the message making the reader feel bored. One must prepare the message and then go through the same again and again till it concise. Crisp communication conveys the precise message that needs to be communicated within a short span of time.
(4) Practice Courteous communication
Courteous and polite communication has more reach to the targeted audience than an authoritative one. Ensure professional terminologies are used in the communication. Make the receiver feel respected so the anticipated response is received. Use words like Thanks and Sorry. These create positive vibrations in people fostering positive relationships in the long run. Avoid negative phrases while communicating to others even when the omission in on their part.
(5) Correctness of information communicated
It is the responsibility of the communicator to collect information that is authentic and accurate, before communicating it to others. Wrong information sent to managers who are in decision making positions may lead to wrong decision making. This may cost money and reputation to the organization if the communication is sent out to external people. When wrong or inaccurate information is communicated internally, it may cause unnecessary confusions among the employees leading to productivity loss and loss of faith in the Management team. Hence one must communicate only after ascertaining the authenticity and accuracy of information. Communicating authentic, correct information at the right time in an appropriate manner increases the credibility of the communicator within the organization as well as in the eyes of external associates.
(6) Consideration is the key to Communication
Before communicating a message one must step in the shoes of the receiver. The communicator must understand the background, psychological and behaviour of the receiver and translate the message in a manner that will be well understood and positively perceived by the receiver. The message must be structured keeping in mind the emotions and sentiments of the receiver. When communicator focuses on understanding the receiver, it automatically fosters positive vibes in the receiver to understand the communicator.
(7) Concreteness and Conscious use of Body Language
One must ensure that the communication message sent is framed in an objective manner rather than being subjective. A subjective approach may lead to partial responses from the receiver. A subjective approach in communication may not get a positive response from the targeted group. Hence, the message to be communicated must be specific and not vague. Body Language also plays a crucial role in Business Communication. Body Language has to be in line with the verbal communication taking place. Any mismatch will create animosity and lack of faith between the concerned parties. One must also pay attention to the feedback and reply in an empathetic manner according to the response.