“Exchange of thoughts or information to convey different messages by using the

verbal, written or non-verbal medium is known as Communication.”

Communication is a well-defined process of sharing different information, ideas,
feelings, etc. between two or a group of people.
The purpose of this process is to arrive at a common understanding.
The information can be exchanged through different verbal and non-verbal
platforms like speech, writing, signals, etc. Communication is considered as the
heart of professional and personal or social life.
Only communicating is not enough. There should be effective communication
which is the result of getting the desired response by sharing information
between people accurately. In organizational and management context, effective
communication by people at managerial positions is essential to coordinate,
manage, and supervise their team efficiently.
Understanding Communication
Communication can better be understood through its basic elements, principles,
and types.
A) Elements of Communication
There are 4 main elements of communication i.e.
Basic Principles of Communication Process
Principles consist of the validated guidelines that are used in performing different
tasks or functions to achieve pre-defined goals. To make communication effective,
few principles or guidelines of communication are defined that should be
followed. One can covey his/her message in a more precise form if the
communication is clear and effective. The same applies to an organization or
business point to view. Below are the basic principles of communication that are
also known as 7 C’s of communication:
1. Principle of Conciseness
The principle of Conciseness states that the message should be conveyed in
concise form i.e. in the best shortest possible way. In other words, the message or
information should be articulated completely in such a way that it is forwarded to
the desired audience or receivers in fewer words or signals. By following this
principle, individuals and organizations can save time and cost as well. It also
helps in a much better understanding of the message by excluding unnecessary
and excessive parts of the message. This way, it is more convenient to understand
the concise message by the receiver as well.
Example: Writing an e-mail to different clients to invite for an organization’s
annual day celebration function requires a more concise e-mail message.
Concise e-mail carrying information about venue, date & time followed by a
brief itinerary of function is much clearer than describing everything of
celebration in a subjective way.
2. Principle of Clarity
While communicating, clarity or clear communication is also an important aspect
for individuals and in business communication. By following the clarity principle of
communication, one can focus on a specific message at a time. So, the message
that is being conveyed must be clear. It also helps the receiver to easily
understand the given message or idea. Due to clarity, there is much appropriate
and exact message transmission. Clarity should be there while communicating
through verbal words or in writing.
Example: While giving a presentation on a particular topic, the presentation
should cover the material related to the presentation topic, also voice tone and
words should be clear that is easily understandable to the audience.
3. Principle of Correctness
One can better understand or interpret the more accurate message. The
guidelines for correct or accurate communication are covered under the principle
of correctness. If the message is correct then its impact is also great and it also
boosts the confidence of the sender. So, the correct use of language is essential in
effective communication and it also increases the trust factor between the sender
and receiver.
Example: While writing e-mails or business communication letters, the correct
use of language should be their i.e. grammatical errors or wrong verbs need to
be avoided.
4. Principle of Concreteness
The clear and particular message is defined as a concrete message. The
concreteness principle of communication states that while communicating, the
message should be to the point or specific, definite, and clear instead of being
general or unclear. Concrete communication includes facts and figures to
strengthen the message or idea. As the message is clear and specific, there are
minimal or zero chances of misinterpretation of the message.
Example: In sales meetings in organizations, communicating the message of
quarterly or annual sales results by sales personnel consists of sales
presentations that include different facts and figures of sales. This
communication is based on the concrete principle of communication.
5. Principle of Completeness
The next principle of communication states that communication should be
complete to be effective. A message is said to be complete when the recipients of
the message receive all the necessary information that they want to be informed.
It also consists of a call to action i.e. a statement that is specifically meant for
getting instant response from the receiver. The facts and figures in messages are
also part of it. The more complex communication sometimes requires additional
information or more elaboration so that there is no doubt for the audience or
receivers.
Example: Online shopping sites display complete information on different
products i.e. fabric, color, measurements, qualities, price, etc. and also call to
action features i.e. to instant buy the product by pressing buy now option. So
their written communication about product information is an example of
complete communication with their audience.
6. Principle of Courteousness
The principle of courteousness states that while communicating, the sender
should show respect to the audience or receiver. So, the sender should be polite,
enthusiastic, reflective, and sincere. Being courteous is when the sender takes
care of own and receiver’s feelings. These messages are focused on the audience,
positive, and unbiased.
Example: While communicating with employees for their counseling, HR Head
takes a courteous approach by taking care of their feelings, listening to their
issues or problems in a polite manner during the counseling session.
7. Principle of Coherence
The communication should be coherent i.e. both consistency and logic should be
part of the sender’s message. Without being logical or coherent, the main
purpose or idea behind the message can’t be conveyed properly. All terms of the
message should be interconnected and relevant to the message being conveyed.
Moreover, consistency should be maintained in the communication flow.
Example: When there is a change in any HR policy, the HR Head communicates
the changes by sending an e-mail to the staff. This communication consists of
the logic of informing the new changes regarding the policy to the staff so that
they can work as per new guidelines.
So, the above C’s of basic principles make communication effective.