7 Cs checklist: Communicate effectively with these essential steps

One of the most significant powers a human being can have is the ability to communicate. The skill of effective communication is not the only way that helps us in expressing ourselves and our feelings to others, but also has the power to tap new opportunities for an individual.

Communication is about sharing information from one person to another person or a group of people. Every type of communication method involves at least one sender and a receiver. It is complex, as effective communication can be affected by a range of things.

Therefore, communication includes our emotions, cultural situations, medium used to communicate, and our location. This is why good communication skills are considered to be so desirable by employers around the world, as accurate, effective, adaptable and unambiguous communication skills are hard to find, explained Professor Sanjay Ahirwal, Dean, School of Journalism & Mass Communication, Apeejay Stya University.

“Effective communication is the process of exchanging ideas, thoughts, opinions, knowledge, and data so that the message is received and understood with clarity and purpose. When we communicate effectively, both the sender and receiver feel satisfied,” Professor Ahirwal said and added that there are four main types of communication: Verbal, non-verbal, written, and visual.

How to acquire good communication skills?

Professor Ahirwal said that effective communicators often use the 7 Cs of communication as a checklist. By doing so, they stay Clear, Concise, Concrete, Correct, Coherent, Complete, and Courteous.

“So how do they do this? They prepare ahead of time, are mindful of non-verbal communication, watch their tone, practice active listening, build emotional intelligence, and develop a communication strategy,” he shared.

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“Those who have good communication skills prepare ahead of time, are mindful of non-verbal communication, watch their tone, practice active listening, build emotional intelligence, and develop a communication strategy

–Professor Sanjay Ahirwal, Dean, School of Journalism & Mass Communication, Apeejay Stya University

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To do so it is important to know your target audience, understand them and then connect with them. One has to be true to one’s DNA; and use the best medium or platform for maximum effectiveness. The pace of change in technology seems to be ever increasing so the use of the best platform and medium is of utmost importance, the professor said.

“Some people are born orator par excellence, like our Prime Minister, Mr Narendra Modi. Others can learn to communicate by observing others. Communication skills involve listening, speaking, observing and empathising. It’s also helpful to understand the differences in how to communicate through face-to-face interactions, phone conversations and digital communications, like email and social media,” Professor Ahirwal said.

Tips for students

Active listening: Pay close attention to who you’re communicating with by engaging with them. Practicing active listening can build respect with your colleagues and increase understanding in the workplace.

Use the right communication method: This is an important skill. Communicating is better when you consider your audience, what information you want to share and the best way to share it.

Friendliness: Traits like honesty and kindness can help foster trust and understanding when communicating at work. Try to communicate with a positive attitude.

Confidence: At the workplace, people are likely to respond to ideas that are presented with confidence. There are many ways to appear confident, including making eye contact when you’re addressing someone, sitting up straight with your shoulders open and preparing ahead of time so your thoughts are clear and you’re able to answer any questions.

Sharing feedback: The key to effective feedback is sharing specific examples of the issue, and the consequences of the issue and asking questions to formulate solutions to the issues. Strong communicators can accept constructive feedback and provide constructive input to others.

Be clear: When you’re speaking, be clear and audible. Adjusting your speaking voice so others can hear you in a variety of settings is a skill, and it’s critical to communicating effectively. Speaking too loudly may be disrespectful or awkward in certain settings. If you’re unsure, read the room to see how others are communicating.

Tone and volume: An aspect of verbal communication is vocals and tonality. This involves your pitch, which words you place emphasis on and the pauses you make. Such details can be effective in communicating emotions and offer your audience insights into how others interpret your message.

Empathy: This communication skill is important in both team and one-on-one settings. In both cases, you attempt to effectively read and translate other people’s emotions and select an appropriate response.

Respect: A key aspect of respect is knowing when to initiate communication and respond. In a team or group setting, allowing others to speak without interruption is seen as a necessary communication skill tied to respectfulness. Respectfully communicating also means using your time with someone else wisely, asking clear questions and responding to any questions they’ve asked you.

Non-verbal cues: Body language, facial expressions and eye contact are non-verbal cues. When you’re listening to someone, you may choose to pay attention to what they’re saying and their non-verbal language. It’s essential to not judge others based on their body language.

Responsiveness: Whether you’re returning a phone call or sending a reply to an email, employers often view fast communicators as more effective than those who are slow to respond. It may be a good idea to address it as soon as you see it. If it’s a more complex request or question, acknowledge that you’ve received the message and let the person know you’re going to respond in full later.