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    Communication: Completeness Conciseness Clarity Correctness Consideration Courtesy Concreteness

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    Puloma Singh Raghav
    Communication involves the exchange of information between individuals through a medium. It is a two-way process that requires a sender, a message, and a receiver. For communication to be effective, the message must produce the desired result and be conveyed clearly according to the 7 C's: completeness, conciseness, clarity, correctness, consideration, courtesy, and concreteness. There are various channels of communication within an organization, including verbal communication through speaking or writing, as well as non-verbal communication through body language and gestures. Barriers can disrupt the communication process and lead to misinterpretation, such as noise, lack of clarity, and improper encoding or decoding of messages.

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    Communication: Completeness Conciseness Clarity Correctness Consideration Courtesy Concreteness

    Uploaded by

    Puloma Singh Raghav
    54 views7 pages
    Communication involves the exchange of information between individuals through a medium. It is a two-way process that requires a sender, a message, and a receiver. For communication to be effective, the message must produce the desired result and be conveyed clearly according to the 7 C's: completeness, conciseness, clarity, correctness, consideration, courtesy, and concreteness. There are various channels of communication within an organization, including verbal communication through speaking or writing, as well as non-verbal communication through body language and gestures. Barriers can disrupt the communication process and lead to misinterpretation, such as noise, lack of clarity, and improper encoding or decoding of messages.

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    Communication

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    Communication involves the exchange of information between individuals through a medium. It is a two-way process that requires a sender, a message, and a receiver. For communication to be effective, the message must produce the desired result and be conveyed clearly according to the 7 C's: completeness, conciseness, clarity, correctness, consideration, courtesy, and concreteness. There are various channels of communication within an organization, including verbal communication through speaking or writing, as well as non-verbal communication through body language and gestures. Barriers can disrupt the communication process and lead to misinterpretation, such as noise, lack of clarity, and improper encoding or decoding of messages.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    54 views7 pages

    Communication: Completeness Conciseness Clarity Correctness Consideration Courtesy Concreteness

    Uploaded by

    Puloma Singh Raghav
    Communication involves the exchange of information between individuals through a medium. It is a two-way process that requires a sender, a message, and a receiver. For communication to be effective, the message must produce the desired result and be conveyed clearly according to the 7 C's: completeness, conciseness, clarity, correctness, consideration, courtesy, and concreteness. There are various channels of communication within an organization, including verbal communication through speaking or writing, as well as non-verbal communication through body language and gestures. Barriers can disrupt the communication process and lead to misinterpretation, such as noise, lack of clarity, and improper encoding or decoding of messages.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    of 7

    Communication

    Communication

     Communication is the process of exchanging information, ideas, thoughts, feelings,


    emotions, etc. between individuals, through a medium/channel.
     Communication requires at least two parties – sender of information (who sends the
    message) and receiver of information (who gives feedback).
     Two-way process; includes feedback
     A communication is effective or successful, when it produces the desired result
     Essence of management; necessary to perform functions of management

    7 C’s of effective communication:

    •message should give complete information


    Completeness •message should provide all required facts and figures
    •short and precise; to the point
    Conciseness •avoid repetition, unnecessary details
    •clear mesage by using precise , familiar and easy words
    Clarity •emphasize on specific goals at a time
    •use of right level of language, gramaticaly correct
    Correctness •non-discriminatory language
    •consider the receiver's interest/intention
    Consideration •draft message by keeping in mind the target group
    •positive and focussed; consider receiver's feelings
    Courtesy •sincere, polite, judicious, unbiased message
    •be specific, definite, image building words
    Concreteness •avoid general and vague comments

    1
    Communication Process

    Barriers/Noise

    FEEDBACK/
    RESPONSE

     Messenger/Sender – the person who wants to communicate, has an idea, information,


    feeling, etc. that he wants to share
     Coding/encoding – preparing the content of the message by use of words, symbols, etc.
     Channel/Medium – the means used to transmit the message like speaking face-to-face,
    over a phone, through letter, email, etc.
     Barriers/Noise - the various obstacles or hurdles that arise in between of an effective
    communication leading to misinterpretation by the receiver
     Receiver – the person for whom the message is intended/targeted
     Decoding - The message is decoded/understood by the receiver
     Feedback – the receiver responds to the sender after decoding the message

    Communication Channels/Medium

    2
    face-to-face
    conversations/
    personal
    meeting
    Speeches telephone
    conversation

    Formal written
    documents like video
    reports, manuals Communicati conferencing
    on Channels

    messaging on
    Written letters hand-held devices
    & memos like mobiles,
    tablets
    Fax Emails

    Communication Network/Styles

    Formal Channel/Formal Network Informal Network/Grapevine


    Based on formal organization structure relation of Based on inter personal relations between
    superior and subordinate individuals in an organization
    Systematic, structured and follows the Unsystematic and erratic and free flow of
    organizational structure information
    It is time consuming as follows the organization It is quick as there are no line of commands to
    structure follow
    Official and planned communication regarding work Unofficial, personal communication
    related matters
    Needed to achieve organizational objectives Needed to fulfill social, interpersonal, affiliation
    needs of individuals
    E.g. – email from superior, reports, performance Conversations at office parties, rumours and
    appraisal, instructions for job, etc. gossips

    Types of Communication

    3
    Communication

    Verbal Non-verbal

    Oral Written

    Verbal Non-verbal Oral Written


    Communication through Communication through Communication through Communication through
    words, spoken or written body movements, spoken words written words
    gestures, facial Involves talking and listening Involves writing and reading
    expressions, eye contact Flexible and quick Time consuming and rigid
    No permanent records Authentic and credible and
    Structured Unstructured documented records
    Explicit and easy to Not always explicit and Usually informal and Usually formal, more
    comprehend difficult to understand spontaneous structured and precise
    Useful when message is of Useful when message is
    Can be used as evidence No documentary evidence temporary nature or of formal and fact based
    in future confidential nature or when requiring recorded reference
    direct interaction is required for future use
    Emphasis on “What we Emphasis on “how we say
    Feedback is immediate Feedback is delayed
    say” it”
    E.g. – discussion, E.g. – facial expressions, E.g. – face-to-face or over the E.g. – Letters, Memos,
    phone conversation, lectures, handbooks, manual reports
    telephone conversation, body language, gestures,
    speech, interview, letter, voice modulation, eye conference, speech,
    email, memo, etc. contact, posture, etc. presentation, discussion,
    video-calls

    4
    Direction of Communication within Organizations

    Upward Communication
     From subordinates to superiors
     Provides feedback/ suggestions/
    grievances to superiors
    Diagonal Communication  E.g. – complaints/suggestions
     Between subordinates and boxes, reports, surveys, open
    superiors of different door policy, etc.
    departments/ workgroups
     E.g. – HR Head interacting with Lateral/ Horizontal Communication
    operations personnel to design  Between co-workers/peers at
    training program same organizational level
    Communication  Facilitates co-ordination
    between various departments
     Helps build emotional and social
    connect

    Downward Communication
     From superiors to subordinates
     E.g. - Used to give instructions,
    convey policies and procedures,
    training, explain job,
    performance appraisal, etc.

    Barriers to Communication

    Barriers - Reasons for breakdown in communication


    Category Caused by Examples Solution
    Semantic Varied • symbols with different • Use simple common words
    connotative meaning to communicate
    meanings • badly expressed message • Avoid jargons
    • Unclear assumptions • Draft message as per the
    • faulty translations audiences’ level of
    • Language difference understanding
    Organisational Structure of  Policies and rules  Proper induction to
    organization,  Complex organization familiarize with
    diversity of structure with too many organizational policies
    culture levels  Simple organizational
     Diverse cultural structure with manageable
    backgrounds of the span of control

    5
    Barriers - Reasons for breakdown in communication
    Category Caused by Examples Solution
    individuals  Avoid information overload
     Information overload by prioritizing the
     Time pressure – meeting information to be shared
    tight deadlines  Flexible work environment
    Psychological/ Moods,  Difference in perception  Recruit right individuals as
    Emotional/ attitudes,  Inattention per job with required skill
    Attitudinal and relationships,  Poor retention levels
    Personal level of  Premature evaluation  Training programs
    understanding  Distrust  Encourage and practice
    and  Personal emotions and active listening
    comprehension, biases  Promote constructive
    motivation  Fear of loss of authority feedback
    in superiors  Effective use of non-verbal
     Lack of awareness communication
     Lack of motivation
     Ignoring or
    misunderstanding the
    importance of
    communication
    Environmental Physical  Noise  Eliminate noise levels
    barriers disturbances in  Distance  Choose the right medium
    external  Climate of communication
    environment  Wrong choice of medium according to the message
    of communication
     Technological
    malfunctions

    Role of Information Technology

    Benefits
     Improves productivity through an integrated telecommunications and computer systems
     Online training sessions from global experts possible
     Use of smart phones offers diverse set of skills on the go
     Faster communication
     Reduces costs
     videoconferencing connects geographically scattered individuals in real time thereby
    reducing travel expense
     digital files and back-up reduces paper work and storage issues

    Risks

    6
     Cyber security issues
     Data management is a huge responsibility and cost for the organisation
     An employee is always expected to be available for work which may reduce morale and
    motivation due to low work life balance
     Information overload

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