The Communicator’s Classroom

Communication is effective only when both the sender and the receiver are focused on the act of communication.

The qualities of communication which the sender must achieve are called the C's of Communication because most of them begin with the letter C.

Cs of Good Communication

• Clarity – It ensures that the message/feedback is simple and easy to understand. Clarity ensures that the message/feedback has one meaning/interpretation (i.e. not ambiguous). For clarity, avoid jargons (complex terms) that may confuse the receiver.

a.     The message must be clear at the first reading so it that takes very little time to follow and understand. Clearly written or spoken messages avoid misunderstanding and save time. Write and speak to express, not to impress. Clarity depends upon these factors: Simple, common everyday words which everyone can understand, short and simple sentences. Long sentences confuse the reader, and often confuse the writer also and proper punctuation and pauses. It helps to provide pauses and stops and to break up groups of words into sensible units.

•      Conciseness – This principle ensures that only the necessary details are included in the message, making the message short and direct to the point. For conciseness, too many repetitions and unnecessary examples.

a.     Conciseness means expressing much in a few words; in business communication it means keeping to the point, using as few words as possible without sacrificing clarity or courtesy. It does not necessarily mean being brief; it means making every word count.

•  Correctness – It ensures that the information is truthful. It ensures that information is right (accurate) in terms of language used, grammar used, measurements, amount etc. Correctness prevents misinterpretation of the message.

a.     A letter must be correct in every respect: In spelling, grammar, pronunciation, and use of language, appearance and form of layout, . Incorrect language spoils the message, distracts the receiver's attention, and creates a poor impression of the sender; it may also convey a wrong meaning. Correctness also applied in the information conveyed correct and accurate. The tone, formality and style must be appropriate to the occasion.

•      Completeness – This principle ensures that all relevant and necessary details are included in message/feedback such that the receiver canto understand and respond to the message appropriately.
•       Courtesy – It ensures that the communicators use polite and respectful language. This promotes professionalism.

a.     Courtesy is consideration for other people's feelings. It is seen in an individual's behaviour with others. A well-mannered and courteous person shows consideration and thought for others. In a letter, the style, the manner and the choice of words reflect the courtesy of the writer.

•      Consideration – This principle ensures that the sender understands the communication needs/background of the receiver so as to be accommodative. The communicator must take into consideration communication needs such as age, religion, gender, education level, etc. 

•                Coherence – Coherence is logical sequence of ideas. Making a clear plan for a presentation or a letter ensures that the ideas are in logical order; coherence, that is, logical connection of ideas makes any composition easy to understand. Consistency in numbering also helps in achieving coherence.