7 C’s of Communication

1.) Clear: Convey your message in an easy-to-understand manner. Use short

simple sentences while speaking or writing. The aim is to share your thoughts
and ideas with utmost clarity. Clear messages consist of exact and concrete
words.

Bad Example
Hi Pete,
I would like to schedule a meeting with you in regards to yesterday’s conversation.
The topics you covered were great, and I’d like to speak about them in detail.
Please let me know when you would like to have this meet.
Regards,
Chris
In the above example, we do not know which conversation Chris is referring to. If
Chris had met Pete on multiple occasions that day then he wouldn’t know what
Chris is actually talking about.
Good Example
Hi Pete,
I would like to schedule a meeting with you in regards to your presentation on
email marketing. The topics you covered were great, and I would like to discuss
implementation on our current clients. Please let me know when you have the time
so that we can discuss it in detail.
Regards
Chris
In this example, the reader knows exactly what is expected of him because the
message is clear.

2.) Concise: Concise means “convey the message by using smallest words”.
“Conciseness is the prerequisite to effective business communication.” As we
know time is limited. Hence a concise message saves the time and expenses for
both the parties.to be to the point without using a lot of words. Avoid using filler
words like “you see”, “at this point of time”, “a lot of sense”, “kind of”, “what I
mean”, “sort of”. You need to ask yourself if there are any unnecessary sentences
and if you have written the same points multiple times. Being concise saves the
time of both you and your reader and adds value to your message. Avoid Un-Necessary
Repetition

Bad Example
Dear Bharat,
I wanted to talk about the video editing ideas we sort of planned out the other day.
Don’t you think it would make a lot of sense to also add additional elements to the
videos? I mean, I think that would sort of improve the quality of the videos as well
as have a stronger impact on the client’s message.
For instance, we could add a dissolve transition to each movie, which would then
give it a seamless flow. This would then make the video cleaner and be more
appealing in the minds of the people. The impact would just be a lot greater. This
makes a lot more sense according to me.
What do you think?
Regards
Aaron
There is a lot of repetition in this email and it is quite long. The email can be made
shorter and to the point.
Good Example
Dear Bharat,
I wanted to discuss the video editing ideas we planned out yesterday. It would be
better to add additional elements to the video in order to have a stronger impact on
the client’s message.
A dissolve transition would give a seamless flow to each movie and make the
videos cleaner and appealing in the minds of the target audience.
What do you think?
Regards
Aaron

3.) Concrete: Concrete messages are clear and usually supported with facts. It
gives a laser focus touch to your messages without being vague. There are details
in the message without it being too long. A concrete message is solid and specific.

Bad Example
Save time with the Indicator Master Every Day
This kind of tagline does not give the user any details. There are no facts and it’s
vague. People might not download this application since it’s not concrete enough
to entice the user.
Good Example
Have you ever been late for a meeting just because you didn’t know the train
schedule? Hate waiting for a bus because you don’t know its timings? Then
download the Indicator Master app. It will give you all the train and bus schedules
so that you can avoid delays and save time!

4.) Correct

Make sure all your facts and figures are accurate with no grammatical errors.
Always proofread your work before presenting it. A correct message with viable
facts will add credibility to your work.
Bad Example
Hi Sam,
It was wonderful meeting you last weak. I had a good time. I’m sure we will be
able to do some great work on this project. Let me know weather you need any
supplies from the company and I’ll get them delivered as soon as possible.
Thanks again, speak to you soon!
Regards
Desmond
If you noticed in the above email, there are two errors. The first one is the writer
has spelled week incorrectly and the second is the use of the word weather instead
of whether. Spell checkers don’t always work so make sure you proofread
everything.

5.) Consideration: Consideration is simply keeping in mind the audiences

requirements and views while formulating your message. Follow the ‘You’
approach when dealing with your audience. Consider their level of education,
interests, mindsets, etc. Emphasize what is possible rather than what’s not when
dealing with them. This will result in positive outcomes during your interactions

6.) Complete: A complete message gives the user all the information and is clear
and detailed. When your message is complete, your audience knows exactly what
needs to be done. Make sure all the facts you want to convey in your message are
accurate and there is a clear call to action present in your message.

Bad Example
Hi Guys,
Please make sure to carry all the items tomorrow for the meeting.
Regards
Amar
The message is clearly incomplete. There are no details as to what items, which
meeting, and at what time.
Good Example
Hi Guys,
Just a reminder that we have a meeting scheduled at 10.00 am tomorrow to discuss
the Britannia event. Please make sure you get all the event props that need to be
presented to the client.
Regards
Amar

7.) Courteous: Being courteous is the most important attribute of communication.

Always be friendly and honest. Respect the speaker while you communicate. Even
if you have some feedback that needs to be pointed out, it can be conveyed in a
constructive manner. A courteous message will leave the speaker in a positive
mindset rather than negative one.

Bad Example
Dear Suzie,
I have noticed that there are always delays in the orders. You need to focus on the
orders department as a priority. Please get all the orders cleared ASAP!
Regards
Greg
There is a very good chance that the reader will get angry if they receive a message
like this. It might result in creating a toxic environment rather than solving any
issues. Here is another way you can convey the same message:

Good Example
Dear Suzie,
Thank you for your work at the book fair. I have noticed that there are orders
pending which need to be cleared on priority. I would appreciate it if you could
focus on getting these cleared so that we can avoid any delays to the customer.
Thanks a lot, and please let me know if you have any questions regarding the same.
Best,
Greg
Now you can see that the same message has been conveyed in a constructive and
positive manner. The reader would be more likely to respond positively in this case
rather than react.

Intonation Patterns/Falling and Rising Tones

Intonation is about how we say something rather than what we say. Intonation is the variation or
change in the pitch of the voice when we speak. It could also refer to the pattern of changes that take
place during speech production.

Falling Tone (Tune 1)

Words in isolation, statements or declarative sentences, commands or

imperatives, ‘Wh’ questions or interrogatives and exclamations or
exclamatory sentences are rendered with falling tone/tune as portrayed in the
examples below:

i. Words in Isolation: Bola, come leave etc.

ii. Statements or Declarative Sentences:

Examples

a. Billy is my friend.

b. The teacher is here.

c. He is a truant.

iii. Commands or Imperatives

a. Shut up.

b. Come out.

c. Don’t make a noise.

iv. Wh-questions or Interrogatives:

a. What is your name?

b. When are you leaving?

c. Why are you crying?

d. Where does he live?

e. Who got the highest mark?

f. How did he survive the accident?

v. Exclamations or Exclamatory Sentences:

a. What a sunny day!

b. How delicious the food is!

c. What a beautiful car!

Rising Tune (Tune II)

The rising tune is used for polar questions or questions requiring Yes/No answer,
questions without formal question markers, polite requests, utterances expressing
greetings, utterances expressing doubt and utterances expressing indifference use
the rising tune.

Polar Questions or Questions Requiring Yes or No answers are rendered with

rising tune because they do not contain question words, i.e., Wh.

Examples of Polar Questions

a. Is she here?

b. Are you in this class?

c. Must you go with them?

d. Will the weekend suit you?

Questions without formal question markers (Questions formed without the

use of Whmarkers)

Examples
a. He is going home?

b. She is ill?

c. I stole your book?

Polite Requests

Examples

a. Would you come to my house tomorrow?

b. Mum, can you close the door, please?

c. Could you get me a cup of coffee?

d. Will you pass me the ball?

e. I was wondering if you could write a recommendation letter for me.

f. Do you mind passing me the stapler?

Utterances Expressing Greetings

Examples

a. Good morning

b. Compliments of the season

c. How is the day?

Utterances Expressing Doubt

Examples

a. You did this yourself?

b. It rained in January?

c. You are sure he will come?

Utterances Expressing Indifference

Examples
a. Whatever you say.

b. If you think that is necessary.

There are a number of situations where falling or rising tune alone cannot convey
the message. In such situations both tunes are combined to form the falling and
rising tune or the rising and falling tune accordingly.

Role and purpose of Communication

The purpose of the communication can be summed up into the following:

1. Flow of Information:

The relevant information must flow continuously from top to bottom and vice
versa. The staff at all levels must be kept informed about the organisational
objectives and other developments taking place in the organisation. A care should
be taken that no one should be misinformed. The information should reach the
incumbent in the language he or she can understand better. The use of difficult
words should be avoided. The right information should reach the right person, at
right time through the right person.

2. Coordination: It is through communication the efforts of all the staff working in

the organisation can be coordinated for the accomplishment of the organisational
goals. The coordination of all personnel’s and their efforts is the essence of
management which can be attained through effective communication.

3. Learning Management Skills: The communication facilitates flow of

information, ideas, beliefs, perception, advice, opinion, orders and instructions etc.
both ways which enable the managers and other supervisory staff to learn
managerial skills through experience of others. The experience of the sender of the
message gets reflected in it which the person at the receiving end can learn by
analyzing and understanding it.

4. Preparing People to Accept Change: The proper and effective communication is

an important tool in the hands of management of any organisation to bring about
overall change in the organisational policies, procedures and work style and make
the staff to accept and respond positively.

5. Developing Good Human Relations: Managers and workers and other staff
exchange their ideas, thoughts and perceptions with each other through
communication. This helps them to understand each other better. They realize the
difficulties faced by their colleagues at the workplace. This leads to promotion of
good human relations in the organization.

6. Ideas of Subordinates Encouraged: The communication facilitates inviting and

encouraging the ideas from subordinates on certain occasions on any task. This
will develop creative thinking. Honoring subordinates’ ideas will further motivate
them for hard work and a sense of belonging to the organisation will be developed.
It will provide them with the encouragement to share information with their
superiors without hesitation. The managers must know the ideas, thoughts,
comments, reactions and attitudes of their subordinates and subordinates should
know the same from the lowest level staff of their respective departments.

Vowel Sounds and Consonant Sounds,

(i) What is a vowel sound?

There are only 5 vowel letters in English (a,e,i,o,u), but the sounds indicated by
these 5 letters are 20. A vowel sound is produced when the air comes out of the
mouth freely without any blockage or closure in the mouth cavity by the tongue,
teeth, lips, etc. The vowel sounds are of two types: Single vowel sounds: When
these sounds are produced, the tongue remains in the same position even when the
sound is prolonged. They consist of one sound only and are called pure vowels as
in ‘sit’, ‘pot’, ‘heat’, etc. (the underlined letters indicate the single vowel sounds)
Double vowel sounds: These vowel sounds are a combination of two single vowel
sounds and in pronouncing them the tongue moves from one position to another.
For instance, in the word ‘light’ the sound of ‘i’ is a combination of the vowel
sounds /a:/ as in ‘art’ and /i/ as in ‘it’. The words ‘hair’, ‘toy’ and ‘poor’ also
contain double vowel sounds.

(ii) What is a consonant sound?

A consonant sound is one in which the air stream coming out of the lungs is modifi
ed in the mouth cavity by some blockage created by the tongue, lips, etc. When
you say the sound of ‘p’ as in ‘pen’ a blockage is created in the outgoing breath by
closing both the lips and thus, a consonant sound is produced.
Consonants: Place of Articulation

Bilabials: [p] [b] [m] – Produced by bringing both lips together

Labiodentals: [f] [v] – Produced by touching the bo=om lip to the upper teeth

Interdentals [θ] [ð] – Produced by putting the tip of the tongue between the teeth

Alveolars: [t] [d] [n] [s] [z] [l] [r] – All of these are produced by raising the tongue
to the alveolar ridge in some way

Velars: [k] [g] [ŋ] – Produced by raising the back of the tongue to the soI palate or
velum

Uvulars: [ʀ] [q] [ɢ] – Produced by raising the back of the tongue to the uvula

Consonants: Manner of Articulation

The manner of articulation is the way the airstream is affected as it flows from the
lungs and out of the mouth and nose

Voiceless sounds are those produced with the vocal cords apart so the air flows
freely through the glottis

Voiced sounds are those produced when the vocal cords are together and vibrate as
air passes through