7 Cs of effective communication are widely taken care of in all formal environments. Such as, drafting emails, letters, memos, and proposals etc.
When communicating informally, 7 Cs are not often used, but there is a reason for it. While communicating with your friends you exchange lots of messages, hence you cover all Cs in those short messages.
So, directly or indirectly, 7 Cs are a part of our communications.
The reason formal communication needs to implement these is that formal communication is a one-time process and not a chat like thing. Message must be delivered once covering all that is needed.
Having said that 7 Cs are a part of our communications, the tone of formal and informal communication should be preserved. Meaning that, informal communication must have an informal tone, so is the case with formal communication.
Without much delay, let us dive into this discussion.
As is evident from the topic of this article, 7 Cs means all the factors of effective communication which start from the letter C.
Completeness of the message means it must cover all those questions which the reader has asked or is going to ask. You should leave no gap for the reader to refer to you for any kind of information which is not provided in the message.
The best way to ensure this is to answer all 5 Ws i.e. What, When, Why, Who, and Where. Sometimes it is also preferable to answer How, if needed be.
Now, let us look at some examples.
I am writing a message to University Students as some authority.
“Dear University Students
Considering the increasing demands of the industry, you will be delighted to know that this semester we have arranged a seminar on the agenda of ‘Self Development for the students". Students of all semesters and all programs are warmly welcome to join us. The seminar is scheduled on 9th November 2020 from 9:00 am to 12:00pm. This seminar is arranged by Self Help Network, an esteemed organization in the field of self-development. There will be two speakers, each will take 1 hour and 15 minutes. In the end half hour, there will be prize distribution for the speakers. You will be served lunch afterwards.
Have a better future.
See, is there anything you still want to ask? I hope this makes sense to you now.
By conciseness, I mean the message is delivered in as few words as possible, but you need to make sure that other Cs should not be compromised.
A message is not concise if it says some unnecessary things and repeats others. Also, it is better to use single words instead of long phrases. For example, If I had used the following words for the above paragraph,
Considering the demands of the industry to employ self-motivated and dedicated graduates for better commitment to the employer, I am delighted...
See, this is a kind of some unnecessary information which can be avoided.
Consideration is also known as You Attitude. It means the message should tell the audience their benefit.
Often, telling the audience benefits results in better responses. If you scan the above message you will find You Attitude. it said, "You will be delighted... and not "I am delighted...
Having said that, let us write another message with You Attitude.
You are going to have a pleasant journey. Our company is currently hiring new Interns for making your Lockdown days more productive and providing you the opportunity to learn from working with experts. You will be rewarded with certificates in the end.
Note that this message is covering only the Consideration part.
When readers see benefits for them, they will be more interested in responding us.
Concreteness means the message contains enough details with facts and figures.
The reader should know what led you to write the message.
For example, You as Director Marketing came to know that some kind of corruption was reported in your department and now you were to write a message to your department team and to inform them for an upcoming meeting in emergency.
Your team should know why you are calling an emergency meeting.
Let us write a message.
Very recently, I came to know that a handsome amount of $50,000 corruption was reported while designing promotional campaigns for our new products. I, therefore, need your immediate support for having an emergency meeting on coming Thursday to further investigate the situation.
See, the team may not be ready for this meeting in normal routine, but when informed with clear and logical reasons, it will be easy for them to make their minds.
Clarity means the message serves the purpose well. Clarity is achieved when you use appropriate grammar and sentence structure.
Sometimes the use of certain words distorts the meaning of your message and the receiver get a different meaning of it.
Let us see some examples with and without clarity.
Without Clarity: I want you to correspond with your team for the meeting.
With Clarity: I want you to communicate with your team for the meeting.
Courtesy is especially important when writing a message which may trigger some negative response from the reader.
Like, when you have to inform someone about their demotion, or even firing. Also, many companies and even Institutions write messages to those who did not qualify for the opportunity.
For that, they need to be considerate with the reader.
Now, let us see an example of courtesy in use,
We were honored to have you in our recent internships. We were in search of graduates with good leadership skills and you were one of them, however, we were bound by company policy to choose only two candidates who belonged to the nearby areas.
We regret to inform you that you would not be part of our Management trainees for this year.
See, the courtesy level. Of course, this message is not complete and that is because it covers courtesy only.
Correctness means accuracy of all types. It simply means that the reasons provided are correct, data is accurate, grammar is correct and all else.
A message with plenty mistakes would send a bad image and raise questions.
So, from now onwards, you should make sure that you take care of all Cs while writing a formal message.