Lets analyze the two essential elements of communication apart from the content or the information which is being spread. Sender and Receiver. OR the source and the recipient.Sender has the information and recipient is the one who wants that information. Next we consider a medium, required for the transfer of information from the sender to the receiver.
What we learn and understand, depends upon the quality of information the sender transmits and the concentration with which the receiver assimilates that information.
The quality of the sender or the recipient is very subjective and cannot be standardized but definitely we can give a try in understanding the parameters of the message or the information which is transmitted and received.
We often call these parameters as essential Cs of effective communication.
1. Completeness - The information or the message should be complete. Complete in terms of the facts, figures if any, should answer the basic Why, When, Where of the subject of message. Incomplete information nothing short of a imminent disaster.
2. Conciseness - The information you want to transmit should be concise. Noone has the patience nor the time to listen to large volume of information unless its something specifically needed in great detail. So you should try to keep your message as concise as possible.
3. Clear - Clarity of information is of prime importance. Message should be simplified and easy to understand. You may use illustrations, examples to make your message clear. Demos help a great in making your message clear.
4. Concrete - Your information should have maximum possible facts to support your message and minimum assumptions. Very often we have to move forward based on certain assumptions. Lets say if you need to catch a train scheduled at 10 am in morning, you assume that the train will not be cancelled hopefully and leave the station at 10 am and so you leave home in advance.
5. Courteous - Your message should be delivered in a positive manner. Remember in a debate you always have two views, For and Against. Both make their statements without abruptly offending the other. Be polite and humble in delivering the message.
6. Correctness - Your message should be correct to the best of your knowledge and the spurce of information should be reliable.
These six C's should definitely help you in becoming a good communicator.