Evaluating Written Communications

Estimated Time: 1 hour

While the communication process introduced in the previous section applies to communications that use any channel (e.g., face to face, over the phone, written, etc.), the focus of the next few weeks of this course will be written communication, specifically in professional contexts. Numerous frameworks have been developed to help improve the likelihood of effective written communication. One of these, the 7 Cs of Communication, was created with the professional context in mind.

📺 Watch this video to learn more about the 7Cs of communication.

Summary of the 7Cs of Communication

• Clarity: Keep it simple

• Conciseness: Get to the point

• Concreteness: Be specific

• Correctness: Be accurate and error-free

• Coherence: Make it logical

• Completeness: Include all necessary information

• Courtesy: See things from the audience's point of view

Check Your Understanding

❓ Take this quiz to see how well you understand the 7Cs of Communication. There are 7 questions, so each of the 7 Cs will only be used once. If you think two of the Cs apply to a given description, select the one that you think is a more accurate fit.

Using the 7Cs

One of the best ways to improve your writing skills is to objectively evaluate your writing and the writing of others. In this section, you are going to use a checklist to assess some written communications.

Written Communication Evaluation Checklist

Here is a simple checklist that employs the 7Cs of Communication to help you evaluate the quality of written communication in a professional context.

- Does the message use simple language, avoiding any terminology that is not likely to be known to the reader? 
- Does the message say exactly what it means without any room for ambiguity?
- Do the individual sentences in the message contain at most 1 or 2 thoughts?

- Is the message free from unnecessary words or paragraphs that do not add to the intended purpose of the message?
- Are the conclusions and most important parts of the message easy to identify?

- Does the message avoid the use of vague or ambiguous words (e.g. "several", "very", "quickly", "usually")?

- Is the message free from typographical and spelling mistakes?
- Is the message free from major grammatical errors that interfere with comprehension?
- Does the message contain factually accurate information?

- Does the message use an appropriate organizing structure to achieve its purpose?
- Are similar ideas grouped into the same paragraphs?
- Does the message lead with the most important points?
- Does the message follow a logical order?
- Are transitions used effectively, resulting in logical connections between consecutive sentences?

- Are all arguments or claims supported with appropriate evidence?
- Does the message include all relevant information that the receiver would need to perform the intended action?

- Does the message acknowledge the reader by considering what the reader knows, what matters to them, and if they will understand the content and context of the message?

Check Your Understanding

Written Communication Examples

Check Your Understanding

Now that you have evaluated some paragraphs, let’s practice evaluating writing at the sentence level.

❓Complete the quiz below. Each question of the quiz will ask you to select which version of a sentence you think is better. This will test how well you are able to evaluate some of the 7Cs, especially Clarity, Conciseness, Concreteness, and Correctness.

After you have completed the quiz, submit your response to the reflection question on the padlet. Reflection question: What is one thing that you have learned from comparing the “better” sentences to their original versions?

Improving Your Writing With the 7Cs

If you struggle with any of the 7Cs, here are some things you can do to improve in each area:

Clarity:

• Use clear and specific language that leaves no room for ambiguity.
• Structure your writing in a logical and organized manner, with clear introductions, body paragraphs, and conclusions.
• Seek feedback from others to ensure your message is easily understandable and make revisions as needed.
• Use concrete examples and illustrations to clarify complex ideas or concepts.

Conciseness:

• Avoid lengthy sentences or paragraphs. Focus on conveying your message in as few words as possible.
• Edit your writing to remove unnecessary words, phrases, or repetitions.
• Use bullet points or lists to present information succinctly and in a reader-friendly format.

Completeness:

• Anticipate the information needs of your readers and provide all the necessary details.
• Include relevant facts, examples, or evidence to support your arguments or claims.
• Review your writing to ensure you have covered all the essential aspects of the topic or question at hand.
• Use visual aids, such as images, charts, or diagrams, to enhance the comprehensiveness of your message.

Correctness:

• Review grammar, spelling, punctuation, and sentence structure to ensure accuracy. You can use inbuilt spell checkers or AI writing tools.
• Verify the accuracy of information and cite reliable sources to maintain credibility.
• Consult examples, style guides, or reference materials to ensure proper usage of conventions.
• Proofread your writing meticulously to identify and correct any errors or inconsistencies.

Coherence:

• Use transitional words and phrases to create smooth connections between sentences and paragraphs.
• Maintain a logical progression of ideas, ensuring each paragraph focuses on a single main point.
• If appropriate, use headings, subheadings, or numbering to provide a clear and coherent structure to your writing.
• Read your writing aloud to identify any areas where coherence may be lacking and make necessary adjustments.
• Color code the ideas in your writing to see if paragraphs contain the groupings of the same idea.

Courtesy:

• Use polite and respectful language throughout your writing.
• Consider the tone and style appropriate for your audience and adjust accordingly.
• Analyse your audience to ensure that your writing is tailored to their needs.

Concreteness:

• Use specific details, facts, or examples to make your writing more tangible and vivid.
• Replace vague or abstract language with concrete terms that paint a clear picture for the reader.
• Provide real-life scenarios or examples to demonstrate your points.
• Avoid generalizations or broad statements (e.g., usually, generally). Instead, focus on specific instances or instances.

References

Romih, Tea. (2016). The 7Cs of Effective Communication Applied to Science