Features of an

Effective
Communication

Aristotle C. Calical
Features of an
Effective
Communication

There are 7 C’s of effective

communication which are applicable
to both written as well as oral
communication. These are as follows:
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Features of an
Effective
Communication

1. Completeness - The communication must be complete. It should convey all facts

required by the audience. The sender of the message must take into consideration the
receiver’s mind set and convey the message accordingly. A complete communication
has following features: Complete communication develops and enhances reputation
of an organization. Moreover, they are cost saving as no crucial information is
missing and no additional cost is incurred in conveying extra message if the
communication is complete. A complete communication always gives additional
information wherever required. It leaves no questions in the mind of receiver.
Complete communication helps in better decision-making by the
audience/readers/receivers of message as they get all desired and crucial information.
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Features of an
Effective
Communication
2. Conciseness - Conciseness means wordiness, i.e, communicating what you want to convey
in least possible words without forgoing the other C’s of communication. Conciseness is a
necessity for effective communication. Concise communication has following features:
1. It is both time-saving as well as cost-saving.
2. It underlines and highlights the main message as it avoids using excessive and needless
words.
3. Concise communication provides short and essential message in limited words to the
audience.
4. Concise message is more appealing and comprehensible to the audience.
5. Concise message is non-repetitive in nature.
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Features of an
Effective
Communication
3. Consideration - Consideration implies “stepping into the shoes of others”. Effective communication
must take the audience into consideration, i.e, the audience’s view points, background, mind-set, education
level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems.
Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your
words in message to suit the audience’s needs while making your message complete. Features of
considerate communication are as follows:

1. Emphasize on “you” approach.

2. Empathize with the audience and exhibit interest in the audience. This will stimulate a positive
reaction from the audience.

3. Show optimism towards your audience. Emphasize on “what is possible” rather than “what is
impossible”. Lay stress on positive words such as joyful, committed, thanks, warm, healthy, help,
etc.
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Features of an
Effective
Communication

4. Clarity - Clarity implies emphasizing on a specific message or goal

at a time, rather than trying to achieve too much at once. Clarity in
communication has following features:
1. It makes understanding easier.
2. Complete clarity of thoughts and ideas enhances the meaning of
message.
3. Clear message makes use of exact, appropriate and concrete
words.
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Features of an
Effective
Communication

5. Concreteness - Concrete communication implies being particular

and clear rather than fuzzy and general. Concreteness strengthens the
confidence. Concrete message has following features:
1. It is supported with specific facts and figures.
2. It makes use of words that are clear and that build the reputation.
3. Concrete messages are not misinterpreted.

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Features of an
Effective
Communication

6. Courtesy - Courtesy in message implies the message should show the sender’s
expression as well as should respect the receiver. The sender of the message should be
sincerely polite, judicious, reflective and enthusiastic. Courteous message has
following features:
1. Courtesy implies taking into consideration both viewpoints as well as feelings
of the receiver of the message.
2. Courteous message is positive and focused at the audience.
3. It makes use of terms showing respect for the receiver of message.
4. It is not at all biased.
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Features of an
Effective
Communication

7. Correctness - Correctness in communication implies that there are no grammatical

errors in communication. Correct communication has following features:
1. The message is exact, correct and well-timed.
2. If the communication is correct, it boosts up the confidence level.
3. Correct message has greater impact on the audience/readers.
4. It checks for the precision and accurateness of facts and figures used in the
message.
5. It makes use of appropriate and correct language in the message.

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Barriers of Communication

There are many reasons why interpersonal communications may fail. In

many communications, the message may not be received exactly the way
the sender intended and hence it is important that the communicator seeks
feedback to check that their message is clearly understood. The skills of
Active Listening, Clarification and Reflection, which we will discuss shortly,
may help but the skilled communicator also needs to be aware of the
barriers to effective communication. There exist many barriers to
communication and these may occur at any stage in the communication
process. Barriers may lead to your message becoming distorted and you
therefore risk wasting both time and/or money by causing confusion and
misunderstanding. Effective communication involves overcoming these
barriers and conveying a clear and concise message.
Barriers of Communication
Some common barriers to effective communication include:
 The use of jargon. Over-complicated or unfamiliar terms.
 Lack of attention, interest, distractions, or irrelevance to the receiver.
 Differences in perception and viewpoint.
 Physical disabilities such as hearing problems or speech difficulties.
 Physical barriers to non-verbal communication.
 Language differences and the difficulty in understanding unfamiliar accents.
 Expectations and prejudices which may lead to false assumptions or stereotyping. People often
hear what they expect to hear rather than what is actually said and jump to incorrect
conclusions.
 Cultural differences. The norms of social interaction vary greatly in different cultures, as do the
way in which emotions are expressed. For example, the concept of personal space varies
between cultures and between different social settings.
Barriers of Communication

A skilled communicator must be

aware of these barriers and try to
reduce their impact by continually
checking understanding and by
offering appropriate feedback.
Barriers of Communication

Language Barriers Clearly, language and linguistic ability may act

as a barrier to communication. However, even when communicating
in the same language, the terminology used in a message may act
as a barrier if it is not fully understood by the receiver(s). For
example, a message that includes a lot of specialist jargon and
abbreviations will not be understood by a receiver who is not
familiar with the terminology used. As nurses, we are especially
prone to making this mistake. We must remember to use language
that can be understood by the receiver.
Barriers of Communication

Psychological Barriers The psychological state of the receiver will

influence how the message is received. For example, if someone has
personal worries and is stressed, they may be preoccupied by personal
concerns and not as receptive to the message as if they were not stressed.
Stress management is an important personal skill that affects our
interpersonal relationships. Anger is another example of a psychological
barrier to communication. When we are angry it is easy to say things that
we may later regret and also to misinterpret what others are saying. More
generally, people with low self-esteem may be less assertive and therefore
may not feel comfortable communicating - they may feel shy about saying
how they really feel, or read negative sub-texts into messages they hear.
Barriers of Communication

Physiological Barriers Physiological

barriers may result from the receiver’s
physical state. For example, a receiver
with reduced hearing may not grasp the
entirety of a spoken conversation,
especially if there is significant
background noise.
Barriers of Communication

Physical Barriers An example of a physical barrier to

communication is geographic distance between the
sender and receiver(s). Communication is generally
easier over shorter distances as more communication
channels are available and less technology is required.
Although modern technology often serves to reduce the
impact of physical barriers, the advantages and
disadvantages of each communication channel should be
understood so that an appropriate channel can be used
to overcome the physical barriers.
Barriers of Communication

Attitudinal Barriers Attitudinal barriers are

behaviors or perceptions that prevent people
from communicating effectively. Attitudinal
barriers to communication may result from
personality conflicts, poor management,
resistance to change, or a lack of motivation.
Effective receivers of messages should attempt
to overcome their own attitudinal barriers to
facilitate effective communication.
1. Jane explains her project ideas to her team. Some team
members look confused, but Jane continues speaking
without checking if they understand. Which feature of
effective communication did Jane neglect?
a) Clarity and feedback
b) Empathy
c) Non-verbal cues
d) Confidence
2. During a meeting, Tom notices that his colleague looks
upset after he shares his ideas. Instead of ignoring it, Tom
asks, "Are you okay? Do you have any concerns?" What
feature of effective communication is Tom demonstrating?
a) Formality
b) Empathy and active listening
c) Dominance in conversation
d) Speed of delivery
3. Maria gives her instructions clearly and concisely, ensuring
her message is easy to understand. Her colleague repeats
back what she said to confirm. Which feature of effective
communication is illustrated here?
a) Feedback and clarity
b) Over-explaining
c) Formality
d) Monologue
4. During a presentation, Alex uses both gestures and
maintains eye contact with the audience. How do
these non-verbal cues contribute to effective
communication?
a) They distract the audience
b) They reinforce the message and show confidence
c) They are unnecessary in communication
d) They replace the need for spoken words
5. Lina receives a message from her supervisor but is
unsure about the details. She asks for clarification to
ensure she understands correctly. What feature of
effective communication is Lina practicing?
a) Assumption
b) Feedback and clarification
c) Distraction
d) Formality only
6. During a conversation, Ravi listens attentively and
maintains respectful body language, even if he
disagrees with the speaker. Which feature of
effective communication is Ravi demonstrating?
a) Openness and respect
b) Defensiveness
c) Disinterest
d) Aggressiveness
7. A manager is giving instructions to an employee,
but the employee looks confused and asks for
clarification. Which barrier in communication might
be present?
a) Language barrier
b) Noise or environmental distractions
c) Poor listening skills
d) Cultural differences
8. During a meeting, two team members speak
different languages, making it difficult for them
to understand each other. What type of barrier
is this?
a) Physical barrier
b) Language barrier
c) Emotional barrier
d) Technological barrier
9. A supervisor uses complex technical jargon when
communicating with new interns who are unfamiliar
with such terms. Which barrier is most likely
affecting the communication?
a) Cultural differences
b) Semantic barrier
c) Physical barrier
d) Perception barrier
10. An employee receives conflicting
instructions from two supervisors, leading to
confusion. What barrier could this scenario
illustrate?
a) Overload of information
b) Noise in the environment
c) Misinterpretation or ambiguity in message
d) Emotional barriers
11. A person is feeling angry and defensive
during a conversation, which affects how they
receive information. Which barrier does this
represent?
a) Psychological or emotional barrier
b) Physical barrier
c) Cultural barrier
d) Technological barrier
12. In a factory, loud machinery makes it
difficult for workers to hear each other. What
barrier is this?
a) Language barrier
b) Environmental or physical barrier
c) Perception barrier
d) Cultural barrier
13. An employee from a different cultural
background interprets a message differently
due to cultural norms. What barrier is this?
a) Cultural barrier
b) Language barrier
c) Physical barrier
d) Technological barrier
14. A message is delivered via email, but the
tone is misunderstood, causing conflict. Which
barrier could be responsible?
a) Semantic barrier
b) Technological barrier
c) Perception or interpretation barrier
d) Physical barrier
15. What is a common way to overcome
language barriers?
a) Use simple language and avoid jargon
b) Speak faster to convey more information
c) Ignore the language differences
d) Use technical terms exclusively