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Wednesday, October 08, 2014

Effective Communication

Meaning of 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 barriers and problems may cause communication failure. When information is received timely, exact meaning of the message is understood and proper feedback is given, communication becomes effective. Consequently, to make an effective communication, the following qualities of communication are needed:

1. Timely receiving.
2. Understanding exact meaning of the message.
3. Proper feedback is given by the receiver to the sender.

R.W. Griffin mentioned about Effective 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."

How Communication is made effective?
Communication becomes effective when the receiver understands the meaning of the message as the sender intends. To make communication effective,  the following rules should be involved:

1. Specific Purpose: The sender must be clear about the specific purpose that he wants to communicate to the receiver.

2. Study the Listener: The sender must study the interest and attitude of the receiver to make communication effective more.

3.  Organization of Idea or Thought: The communicator must make up a plan about how he is going to communicate. He must organize his thoughts and ideas in advance.

4. Proper Transmission of Message: The message must be transmitted in such a way that it is accepted by the listener or reader with interest.

5. Personal Touch: The personal element is the keynote of communication. Sender's sincerity & sympathy influence the listener a lot. 

6. Mutual Understanding: A mutual understanding should be established between the sender  and receiver of the message.

7. Awareness of the Need for Effective Communication: The sender and receiver of communication must be aware to make communication meaningful.

8. Provision for Feedback: When message is sent to the receiver, there must be a feedback to the sender. Two way communication creates the best possible feedback.

9. Selection of a Good Channel: The sender of message must select an effective and formal channel to communicate with the receiver.

10. Active Listening: This provides proper feedback to the sender to complete thecommunication process.
At last, we can say, when communication will be made according to above discussed points, communication will be effective more.

Effective communication is one of the master skills to boost productivity. A communication is said effective when message will be received and understood the way we intended. A very helpful guideline to effective communication is given by the 7 C’s and 4 S’s. In any business environment, adherence to the 7C’s and 4S’s helps the sender in transmitting his message with ease and accuracy. The 7C’s are as follows:

1. Conciseness: The message to be communicated should be as brief and concise as possible. Only simple and brief statements should be made.

2. Concreteness: Concrete and specified expressions should be used in favour of vague and abstract expressions. The facts should also be specified. The level of message of the sender should be according to the receiver’s level of knowledge, understanding and educational background. Such communication builds confidence between sender and receiver.

3. Consistency: Communication approach must have consistency. Excessive vicissitudes might lead to confusion in the mind of the receiver. All the ideas and points must work in tandem and form an appropriate sequence. Such communication will minimise communication barriers.

4. Correctness: It is mandatory to send the message in a correct manner i.e. it must have supporting facts, figures, examples etc. This is done to ensure that if any idea has remained unclear to the receiver he may understand it more clearly, correctly and appropriately based on the supply of facts etc. The sender's ideas must be balanced. The most important aspects of the message should be emphasised for increased attention of the receiver.

5. Clarity: Clarity of thought should precede a conversation. The message constructed by the sender should be unambiguous should adhere to a simple sentence structure. This permits the receiver to understand the message with little effort. Complete clarity of ideas facilitates ease of comprehension. Ideas should be conveyed in a manner that they are understood with simplicity.

6. Credibility: The above-mentioned points prove futile in the absence of the credibility factor because credibility depends on the trust factor between the sender and receiver. The sender should exude confidence that the receiver will receive the message being sent by him. Similarly, the receiver should maintain constant interaction with the sender and display trust in the sender's credibility. He should accept the sender's messages as the truth.

7. Courtesy: Courtesy follows credibility. Results beyond expectation can be achieved if tact, diplomacy and appreciation of people are woven in the message. Courtesy in expression is an effective and integral part of business world. Once the credibility of the sender has been established, attempts should be made at being courteous in expression. In the business world, being courteous can pave the way to success.

The 4S’s are as follows: The 4S’s are as important as 7C’s. They also increase the possibility of effective communication.

1. Sincerity: Sincerity increases the level of trust between sender and receiver. The receiver also expects sincerity from the sender. If there is a slight sense of insincerity in the message and if the observer is keen about the message then it may affect the communication process.

2. Strength: The strength of the message depends upon the credibility of the sender. If the sender himself believes in the message then there is strength and conviction in whatever he states. Half hearted statements or utterances that the sender does not believe in pepper the process of communication with falsehood.

3. Simplicity: Simplicity of language is a pivotal factor is communication. Lucidity of ideas, simple words give rise to an unequivocal message.

4. Shortness: The message must be precise and concise. Brief messages are transmitted and comprehended more clearly, more effortlessly and are more effective and economical.