Académique Documents
Professionnel Documents
Culture Documents
Business Communication
Effective Communication
Communication becomes effective when the receiver understands the
meaning of the message as the sender intends. All communication
attempts may not be effective.Certain barriersand problems may cause
communication failure. When information is received timely, exact
meaning of the message is understood andproper feedbackis given,
communication becomes effective.
Consequently, to make an effective communication, the following
qualities of communication are neededTimely receiving.
Understanding exact meaning of the message.
Proper feedback is given by the receiver to the sender.
R.W. Griffinmentioned aboutEffective Communication,
"Effective communication is the process of sending a message in
such a way that the message received is as close in meaning as
possible to the message intended."
Effective Communication-Definition
American Management Association(AMA)has definedeffective
communicationas,
"A communication is said to effective because of the following ten
commandants
Clear idea regarding topics and receiver of communication.
Determination of purpose.
Understanding the environment of communication.
Planning for communication with consulting others.
Consider the content of the message.
To make receiver aware regarding the value of communication.
There must be feedback from the receiver.
To define properly whether communication messages are of short-run
or long-run importance.
All actions must be suitable with communication.
Good listening.
Credibility
Builds trust: If the sender can establish his credibility,
the receiver has no problems in accepting his statement.
Establishing credibility is not the outcome of a one-shot
statement. It is a long-drawn out process in which the
receiver through constant interaction with the sender
understands his credible nature and is willing to accept
his statements as being truthful and honest.
Courtesy
Improves relationships: Once the credibility of the
sender has been established, attempts should be made
at being courteous in expression. In the business world,
almost everything starts with and ends in courtesy.
Clarity
Makes comprehension easier: Absolute clarity of ideas adds much to the
meaning of the message. The first stage is clarity in the mind of the sender. The
next stage is the transmission of the message in a manner, which makes it simple
language, and easy sentence constructions, which are not difficult for the receiver
to grasp, should be used.
Correctness
Builds confidence: At the time of encoding, the sender should ensure that his
knowledge of the receiver is comprehensive. The level of knowledge, educational
background and status of the decoder help the encoder in formulating his
message. In case there is any discrepancy between the usage and comprehension
of terms, miscommunication can arise. If the sender decides to back up his
communication with facts and figures, there should be accuracy in stating the
same.
Consistency
Introduces stability. The approach to communication should, as far as possible,
be consistent. There should not be too many ups and downs that might lead to
confusion in the mind of the receiver. If a certain stand has been taken, it should be
observed without there being situations in which the sender is left groping for the
actual content or meaning. If the sender desires to bring about a change in his
understanding of the situation, he should ensure that the shift is gradual and not
hard for the receiver to comprehend.
(vi) Verbal and Non-verbal Congruence: As explained earlier, meanings are often
communicated in more than one way. For example, our words as well as gestures
simultaneously send out signals. A message of welcome should ideally be uttered with a
smile. Angry words are spoken with a frown. To put it in another way, our words and facial
expressions must send out the same message. A reprimand administered with a smile
would send out wrong and conflicting signals.
(vii) Repeat if Necessary: Repetition is generally avoided in order to save time and
space. However, in exceptional circumstances, repetition ensures that the crucial part of
the message is not ignored or overlooked. Telegraphic messages, which by nature are
brief, often use repetition to good effect.
viii) Do not Judge: Unfavourable judgments provoke reactions and are better avoided.
If a subordinate has not finished the work allotted to him on time, then the boss has two
options. He may either point out this fact in a plain and matter of fact tone or may
reprimand him for being lazy, good-for-nothing guy who should be fired immediately. The
first option is clearly preferable and strengthens the credibility and trustworthiness of the
sender.
(ix) Rely on Facts: Facts lend credibility to our communication since it is not possible to
refute them. If a candidate claims that he has a typing speed of fifty words per minute,
then it is possible to verify this claim. Opinions on the other hand are subjective. While it
is not possible to exclude opinions from our messages, we can make them acceptable by