7 C’s of Communication for Project Managers

It’s every Projects Manager’s responsibility is to provide a supportive and positive learning experience in which team members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth. To achieve this objective first we need to understand the Communication process very thoroughly. Communication means not only verbal but potential dimensions of communication that need to be considered like Internal and external, formal and informal, Vertical and horizontal, Official and unofficial, Written and oral, and verbal and nonverbal etc.

Components of the communication process (Communication Models): 

• Encode: Thoughts or ideas are translated (encoded) into language by the sender.

• Transmit Message: This information is then sent by the sender using the communication channel (medium). The transmission of this message may be compromised by various factors (e.g., distance, unfamiliar technology, inadequate infrastructure, cultural difference, and lack of background information). These Factors are collectively termed as noise

• Decode: The message is translated by the receiver back into meaningful thoughts or ideas.

• Acknowledge: Upon receipt of a message, the receiver may signal (acknowledge) receipt of the message but this does not necessarily mean agreement with or comprehension of the message.

• Feedback/Response: When the received message has been decoded and understood, the receiver encodes thoughts and ideas into a message and then transmits this message to the original sender 

Communication Method

• Interactive communication: Two or more parties performing a multidirectional exchange of information. e.g. meetings, phone calls, instant messaging, video conferencing

• Push communication: Sent to specific recipients who need to receive the information. Push communications include letters, memos, reports, emails, faxes, voice mails, blogs, press releases, etc. 

• Pull communication: Used for very large volumes of information, or for very large audiences, and requires the recipients to access the communication content at their own discretion. These methods include intranet sites, e-learning, newspaper, television etc. 

Communication Technology

• The urgency of the need for information.

• Availability of technology. 

• Ease of Use. 

• Project environment. 

• Sensitivity and confidentiality of the information.

7 C’s of effective communication

• Completeness: The communication must be complete. It should convey all the facts required by the audience

• Conciseness: Conciseness means wordiness, i.e., communicating what you want to convey in the least possible words. Concise message is non-repetitive in nature

• Consideration: Effective communication must take the audience into consideration, i.e., the audience’s viewpoints, background, mindset, education level, etc. Ensure that the self-respect of the audience is maintained and their emotions are not at harm

• Clarity: It makes understanding easier. Complete clarity of thoughts and ideas enhances the meaning of the message.

• Concreteness: It is supported with specific facts and figures. Concrete messages are not misinterpreted.

• Courtesy: It makes use of terms showing respect for the receiver of the message. It is not at all biased.

• Correctness: Correctness in communication implies that there are no grammatical errors in communication. The message should be exact, correct and well-timed.

Knowledge of communication models is very useful to Project Managers to achieve organizational goals and objectives in a very short span of time.