1.

Clarity:

A communication should be definitely clear so the recipient can certainly understand what the particular
sender really wants to communicate. The actual sender always desires how the recipient interprets the
particular meaning while using the exact same meaning. For this, the particular sender ought to help to
make the particular meaning free of ambiguity and also vagueness. The subsequent tips are offered for
making meaning clear:

Picking out the brief, acquainted and also effortless words and phrases.Picking out conversational words
and phrases rather then poetic types.Constructing successful paragraphs and also grammatical
construction.Supplying illustrations, cases along with visual supports while appealing.Staying away from
techie words and phrases and also jargon’s.2. Completeness

The sender needs to post extensive communication. An extensive communication. An extensive

2. Conciseness

A message should be while brief as possible. Conciseness signifies declaring exactly what this sender has
to declare in the fewest achievable words. This helps you to save moment regarding both equally sender
as well as a receiver. Nevertheless, conciseness must not be attained on the expense of this process
involving completeness. The next suggestions should be taken into mind to obtain conciseness:

Removing wordy expression.Including merely relevant information.Staying away from unwanted

Concreteness signifies become distinct, particular and vivid rather than vague and normal. The next
guidelines will help write concrete floor information:

Employing distinct information and stats.Employing verbs that indicate steps.Picking out vivid, image-
building words.5. Courtesy
Sender must retain wanted a higher level courtesy for the receiver. Mannerly communications
assistance to strengthen current company happen to be together with produce brand new close friends.
There’s a favorite stating that courtesy charges only results much more. Sender will most likely always
hold this kind of as the primary goal. Being well-mannered, the actual communicator has to stick to this
guidelines:

Be genuine, tactful, innovative and appreciative.Steering clear of expressions that aggravate or even
hurt the actual device.Responding quickly.Looking for apology best regards for virtually any omission.To
thank generously for any prefer.6. Correctness

The process of correctness includes greater than proper grammar, punctuation and spelling. The idea of
correctness signifies the particular article author must evaluate this:

With all the appropriate sort of vocabulary (formal/informal)Examining the particular exactness of stats,
information and phrases before sending these.Delivering the message meaning the precise
occasion.Delivering the message meaning inside appropriate type thinking about the requirements and
background on the receivers.7. Thing to consider

Thing to consider means that the particular sender prepares each meaning preserving the particular
receiver at heart. The following particular sender must evaluate the particular desires, difficulties,
instances, sensations and most likely allergic reactions on the recipient. The next guidelines may make
certain thought:

Concentrating on “you” rather than us and us. As an example, for obtaining remains, the traditional
bank may publicize since “get the absolute maximum give back on your own savings”, Grameen cellular
phone promotes the particular services by saying the saying, “Whatever may be the length, often be in
hint. ” Each one of these advertising concentrates on visitors rewards.showing reader benefit.Putting an
emphasis on with enjoyable, good information.Making use of integrity and ethics.Picking
nondiscriminatory and gender totally free phrases like chairperson rather than chairman; law
enforcement employees rather than policeman.
1. Clear: The message should be clear and easily understandable to the recipient. The
purpose of the communication should be clear to sender then only the receiver will be sure
about it. The message should emphasize on a single goal at a time and shall not cover several
ideas in a single sentence.
2. Correct: The message should be correct, i.e. a correct language should be used, and
the sender must ensure that there is no grammatical and spelling mistakes. Also, the message
should be exact and well-timed. The correct messages have a greater impact on the receiver
and at the same time, the morale of the sender increases with the accurate message.
3. Complete: The message should be complete, i.e. it must include all the relevant
information as required by the intended audience. The complete information gives answers to all
the questions of the receivers and helps in better decision-making by the recipient.
4. Concrete: The communication should be concrete, which means the message should
be clear and particularly such that no room for misinterpretation is left. All the facts and figures
should be clearly mentioned in a message so as to substantiate to whatever the sender is
saying.
5. Concise: The message should be precise and to the point. The sender should avoid the
lengthy sentences and try to convey the subject matter in the least possible words. The short
and brief message is more comprehensive and helps in retaining the receiver’s attention.
6. Consideration: The sender must take into consideration the receiver’s opinions,
knowledge, mindset, background, etc. in order to have an effective communication. In order to
communicate, the sender must relate to the target recipient and be involved.
7. Courteous: It implies that the sender must take into consideration both the feelings and
viewpoints of the receiver such that the message is positive and focused at the audience. The
message should not be biased and must include the terms that show respect for the recipient.

Note: This checklist applies to both the written and oral communication.

Do not try to communicate too many things in one message. This will dilute the
attention of the reader. For an example of poor communicating skills, look at this
email below.

Bad example:

Dear James,

I would like to talk to you about the new client’s project which the engineering team had
discussed yesterday. I might need the help of John from your team.

Regards,
Kevin

There are innumerable things that are wrong in this email. James might not even know who
the new client is or what the project is about. He probably was not part of the meeting with
the engineering team. Furthermore, there might be more than one John in James’ big team.
Kevin also mentions that he wants to talk. However, he hasn’t mentioned what time he
would like to talk, neither has he asked James if he would be free at any of the time slots
available.

Here’s how this email could be made clearer.

Good example:

Dear James,

As you may know we have signed up XYZ as our new client. I had a meeting with the
engineering team yesterday and had discussed the campaign requirements for this project.
John Redden from your team had done a pretty good job last time doing the social media
campaign for ABC and so I would like him to work on the XYZ campaign too. Would you be
available sometime tomorrow to discuss this further?

Regards
Kevin
This email has all the information James needs to know. He can be well prepared for the
meeting and also check on John’s availability and have an answer for Kevin when they
meet the next day – in whichever time slot both the men are free.

2. Correct:
When too many emails are being written in a day, people tend to type fast and
therefore might make spelling mistakes. Spell check will not be able to catch it if
the wrongly spelt word is in fact another word in the English language. You also
need to ensure that you address people the right way and spell their names
correctly. Additionally, you need to ensure that the reader has sufficient
knowledge and education to understand the technical terms that you use in your
communication.

Bad example

Dear David,

Further to our conservation today, I am attaching the plan for the first stage of the project.
Hope the one weak deadline is okay with you and your team.

Regards
Sally

There were two glaring spelling errors in this e-mail. ‘Conversation’ was spelt ‘conservation’
and ‘week’ was spelt ‘weak’. Though these are minor errors, they could gravely impact the
credibility of your professionalism and the brand image of the organization you represent.
Therefore, it is absolutely necessary to check all your spellings and prefixes before you
send an email, especially if you are sending it to a client or a vendor outside of your
company.

3. Complete:
A complete message will have all the information the reader needs to know to be
able to respond or take action. If you require the reader to take some kind of
action, ensure that you have a ‘call-to-action’ in your email and also communicate
the urgency of the task in question. Incomplete messages lead to iterations, a lot
of back-and-forth, and waste of time and effort on both ends. Here is an example
of an incomplete message.

Bad example:

Hi all,
Let us meet tomorrow to discuss the product launch event. Please be there on time.

Thanks
Chris

There is no mention of the time of the meeting scheduled for, or the location, neither is there
any set agenda. The recipients of the email would have to write back or call back to Chris to
clarify.

Good example:

The best way to have written this email is:

Hi all,

Let us meet tomorrow at 11am at Conference room 3 to discuss the product launch event.
We will have to decide the keynote speakers and complete the event invite draft tomorrow.
Please be there on time.

Thanks
Chris

4. Concise:
People more often than not tend to write 4 sentences in a place where they could
have finished the message in 2 sentences. This wastes the time of the sender
and the receiver and in turn limits their productivity too. Furthermore, try not to
add fillers such as ‘I mean’, ‘sort of’, ‘for instance’, ‘basically’, etc. Your message
needs to be accurate, to the point and crisp. Here is an example of a bad email.

Bad example:

Hi Suzanne

I think we need to talk about the CSR campaign, I mean the one which we need to do as a
quarterly exercise. I think it is a great way of enhancing our brand image. Basically, it would
just be a visit to an orphanage but we can sort of do other things too. For instance, we could
take the kids out for a short trip to a nearby park or zoo. Let us sit and talk tomorrow.

Regards
Jennifer
The mail is full of fillers and extended phrases wherein she could have finished the email in
just two sentences, such as the one below.

Good example:

Hi Suzanne

I need to discuss the quarterly CSR campaign with you. Let us take the kids out this time to
a nearby park or zoo instead of just visiting them. This will help enhance our brand image.
We’ll talk in detail tomorrow.

Regards
Jennifer

5. Concrete:
You need to believe in you what you want to convey to the audience.
Concreteness is a quality which needs to come to the fore especially during
marketing or advertising campaigns. There need to be details that capture the
attention of the audience, not bore them.

Bad example:

“Hilltop Resort is the best resort. Do come to us on your next holiday”

This is a vague ad message. It is made to sound like just another resort advertisement
among a hundred others. The audience will never remember this ad message. There are no
concrete details to take away from this message.

Good example:

“Hilltop Resort is the jewel of the western hills. Take a break from your work. Escape from
life’s chaos and stress. Relax and rejuvenate yourself at Hilltop. Go back fresh and
energized!”

This message gives you visualizing details. The reader can actually imagine being in a
beautiful resort breathing fresh air and swimming in a pool instead of slogging away at his
or her office. That is a concrete message conveyed to the audience.

6. Coherent:
 Your message needs to have a logical flow. All sentences in your email or report
should be connected to the previous one and stick to the main topic. Without
coherence, the reader will easily lose track of what you have conveyed.

Bad example:

Dear Nam,

Thanks for submitting the industry report. Finn will give you some feedback on it. Finn also
wanted to find out if you will be available for the client meeting tomorrow. We will be
discussing the budget for the next phase of the project.

Regards
Shirley

The email was supposed to be about the industry report which was submitted and the
feedback for it. The question about the meeting had come out of nowhere and will now
distract Nam and her priorities.

Good example:

Dear Nam,

Thanks for submitting the industry report. Finn will give you some feedback on it. You will be
receiving an email from him with detailed comments.

Regards
Shirley

This email talks only about the report. Therefore, Nam knows that her report has been
viewed and she needs to wait for feedback. There are no other distractions. The query
about the meeting must have been an entirely different email.

7. Courteous:
Being courteous is of profound importance in a corporate setting. Individuals who
work together are not necessarily friends and therefore, to maintain a healthy
working relationship, being courteous is a necessity. Hidden insults and
aggressive tones will only cause trouble among individuals and result in reduced
morale and productivity.

Bad example:
Hi Drew,

I really do not appreciate how your IT team ignores the requests of my team alone. My team
is an important function in this organization too and we have our own IT requirement. Can
you ensure that your team responds promptly to my team’s requests hereon?

Regards
Stanley

This email is condescending, judgmental and disrespectful. Drew might now order his team
to not respond to your team’s requirements entirely.

Try this instead:

Good example:

Hi Drew,

I understand that the IT team is swamped with work and gets requests from every
department in the organization. My team however is working on a high-priority project and I
would greatly appreciate if you could ask your team members to respond to my team’s
queries promptly and help us complete this project on time. Please do let me know if you
need anything from me.

Regards
Stanley

As a result of the polite request, it is likely that Drew will feel appreciated and important and
he will definitely ask his team to help your team out. Work gets done and everybody is
happy too.

To sum up, working with other individuals, be it within your team or other teams in the
organization is the norm in today’s corporate setting. Therefore, communication becomes a
critical skill. When you communicate well, you become more efficient, you tend to command
respect among your peers and you maintain a healthy relationship with your colleagues.
Keep in mind the 7 Cs of effective communication and accelerate your career growth.