Principles of effective communication

Communication is the process of transmitting the messages and receiving the response of that message. The person who sends the messages is known as sender and the person who receives the message is known as receiver and the response to the message is known as feedback. Since the feedback requires another message to be communicated by the sender to the receiver. Effective communication is that communication in which the receiver is understood actually what the sender wants to convey, and in the same form. It is the responsibility of both sender and receiver to make the communication effective. In other words, communication is said to be effective when all the parties in a communication system perceive the same meaning of one message. It is very difficult to run an organization without effective communication. It is widely known that the achievement of organizational objectives largely depends upon proper coordination and integration of human effort in an organization. A communication is said to be effective if

·         The communication is conceptually clear to both transmitter and receiver

·         If the idea transmitted is complete and whole.6

Certain factor plays important role in making a communication effective. These factors are generically referred to as principles of effective communication. Some of them are as follows:

Conceptual clarity

The main reason for doing a communication is the existence of idea or a concept. This idea is basically transferred to the receiver. The communication must be conceptually clear to both sender and receiver. The sender has to give a proper shape to his / her message so that the receiver interprets it correctly. If the sender is not clear about his / her ideas or thoughts, the whole point of doing that communication fails. For example, the receiver and sender must be conceptually clear about the topic on which they are communicating. Otherwise, this will create confusion or misunderstanding among them.

Language

This is one of the most important principles for effective communication. For both oral and written communication, language is very important. If the sender and receiver are not compatible with the common message, the receiver won’t be able to decode the message sent by the sender. The communication should be always done in a language that receiver understands. Also, the feedback given to sender must be in a language that the sender understands. If the language of communication is not clear between sender and receiver, the message cannot be interpreted accurately. Language is considered as one of the biggest barriers in communication. The quality of communication always depends on word power of both sender and receiver. For example, a person from Delhi feels difficult to communicate with people of Bengal as the receiver won’t be able understand what the sender is trying to say.

Clarity about target audience

The intended message cannot bring desired result unless it reaches the right person or group of persons. The message should always be addressed to the target group for effective communication. Communication losses its effectiveness because it reaches an unintended audience. Good ideas and messages reaching the wrong audience degrades the quality of communication. The sender must be very clear about the audience to whom he is communicating. For example, explaining tough topics and formulas to a children of 3^rd class is of no use. The sender should know the audience to which he is communicating like age group, language, credibility, adaptability, etc. of the audience.

Timeliness

In any communication, particularly which is formal, time is very important. Timeliness contribute significantly towards the effectiveness of communication. Organization have to achieve goals in a particular time. For that they have to communicate within the boundaries of time. Sometime, the message delayed is wasted. The channels selected should ensure the delivery of message in another time. The process of communication should take the right time. For example, a circular reaching an employee about the timing of an important meeting after the meeting is over is of no use.

Using proper modes and channels

For a communication to be effective, it is very important that communication is always done by selecting a proper mode or channel. This is very important as it not only saves time and cost but it also decides the authenticity of message is preserved. Effectiveness of the communication will depend on the choice of communication. There are times when the written communication cannot convey the message as forcefully as oral communication. On the other hand, there are times when hand written application is more effective as compared to oral communication. For example, when a manager needs to circulate an information among all his employees, notices are more powerful as compared to a meeting held. Also, if a person is in another state, a more effective communication channel would be a phone call or an email instead of visiting that person.

Completeness

Completeness of a message in any communication system is very important. It is a well-known fact that half information is dangerous. Complete communication makes sure that no information has been lost while the process of communication. Completeness of a message leaves no doubt in the mind of receiver. For example, while writing a circular about a meeting, all the relevant information like venue, time, dress code, etc. If any of this information is not transmitted in message, the entire course of meeting will be affected.

Conciseness

Conciseness means communicating the entire message in the least possible way without changing the intent of the message. Concise message saves both time as well as cost. It also focuses on the main purpose of communication. Concise messages are non-repetitive and comprehensive to audience. For example, writing a 4-page circular to the employees regarding change in timing is of no use.

Correctness

The message should be correct in terms of grammar, vocabulary, etc. Suppose if the sequence of the words in a sentence is not correct, it completely changes the meaning of the sentence.

Communication Barriers

Effective communication is significant in the workplace, family, and dealing with friends. It is vital to not only exceed information and facts but to build and strengthen relationships. It should be brief and straightforward to communicate ideas, feelings, thoughts, and emotions clearly and understandably. Communication barriers are something that prevents us from correctly getting and accepting the messages others use to communicate their information, thoughts and ideas. A communication barrier refers to anything which interferes with the transfer of intended message from the sender to the receiver. A barrier can take number of forms depending upon the channel of communication, language of communication, etc. Therefore, communication barriers are classified as follows:

Physical barriers / Environmental barriers

Physical barriers to communication are those that arise due to certain factors like faulty equipment, noise, closed doors and cabins that cause the information sent from sender to receiver to become distorted, which results in improper communication. These barriers mainly include noise and distance.

Noise

A message is usually gets distorted if the communication is not done in a quite surrounding. The noise makes it difficult for the receiver to listen or read the message received. For example, if there is so much noise in a classroom, the teacher is not able to teach properly as the student might not get every point clearly.

How to overcome noise

To overcome noise, sender and receiver both should ensure that they are communicating in a silent environment. For example, a meeting should always be done in a closed and silent room not in a playground.

Distance

The distance between sender and receiver is also a communication barrier. Such type of barrier takes place when the distance between sender and receiver is too close or too far. If a stranger leans too closer while communication, the receiver may feel awkward and lost.

How to overcome distance

While communicating the sender and receiver should maintain proper distance. If the distance is too far, the sender should adapt a communication channel which is independent of distance. For example, if the distance is too far, the sender may use a telephone call or a letter to communicate.

Physiological / Biological Barriers

Physiological barriers arises when a sender or the receiver of the communication is not in a position to express or receive the message with clarity due to some physiological issues like dyslexia, or nerve disorders that interfere with speech or hearing. For example, some people fumble or stammer while communicating. Some people find it difficult to communicate. Hearing impairment is another physiological barrier where oral communication is concerned.

How to overcome Physiological barrier

The mode of communication can overcome physiological barrier. For example, a person with hearing impairment can better communicate using sign language or written communication.

Psychological Barriers

Psychological barriers play an important role in interpersonal communication as the state of the mind of the sender or the receiver can make it difficult to understand the information that is conveyed, which often leads to misunderstanding. Here are some instances where psychological barriers to communication can be seen.

1. Premature evaluation of information by the receiver even before it is transmitted can lead to barriers in communication, as it will create premature conclusion to the message, which withholds the original message.

2. Inadequate attention from the receiver’s end at the time of communication can lead to barriers of communication as the information conveyed by the sender is not properly received by the receiver.

3. When information is passed within multiple sources, the final information is distorted as the receivers of the message are not able to retain everything that was conveyed. This can cause communication barriers.

How to overcome psychological barriers

Psychological barriers can be avoided by being open to suggestions and new ideas. While communicating to others, people should be calm and should be a good listener. It is very difficult to communicate to such peoples who are not ready to listen or whose thought process is way different then yours.

Language Barrier

Language barrier is considered as common type of communication. People usually communicate with other people of different age group, from different cities, from different generation, from different backgrounds. Communication barrier arises when there is difference in language between peoples communicating or there is some wrong pronunciation which changes the meaning of the sentence.

How to overcome language barrier

Both sender and receiver should be comfortable in the language in which they are communicating. Always be specific and concise to the point when communicating in other language to avoid mis-communication.

Developing effective messages

Communication is all about transmission and reception of messages. For communication to be effective, it is very important that the message is effective. Some points need to be taken care of while developing an effective message. Some of them are discussed below:

Purpose

There should be some motive or reason behind the communication. Without purpose, there is no communication. While designing the message, the sender must be clear about the purpose of the communication. Purpose may differ according to the demand.

Knowing the audience

The sender must know the audience before initiating the communication. The sender should know the age group, background, understanding level, etc. so that he can design the message in a way that is understandable by the receiver.

Structuring the message

While structuring the message, the sender should take at most care. The message should be structured in a way that the message is simple, short and easy to understand. The message should be encoded properly. It should be noted that the main purpose of message should be highlighted while structuring the message.

Selecting proper channel

While designing the message, the sender should select the proper channel. Channel effects the quality of message. Communication can be written or oral. Channel depends on the type of communication.

Minimizing barrier

It is the responsibility of the sender and receiver to minimize the barrier. Communication barrier mainly arises due to improper selection of channel, language barrier, distance, noise, etc. While designing the message, communicator must ensure to minimize the barrier so the message reaches the receiver accurately.

Writing feedback

Feedback is an important element in communication system to make it effective. Feedback ensures that communication is complete and receiver has understood the actual context of message. It also ensures that the receiver has received the message. The feedback can be positive or negative. Positive feedback ensures the success of communication. Negative feedback represents that message has not been interpreted in a way that it was expected.

Writing articles for newspaper

An article is a written composition on a specific topic forming an independent part of a publication in a newspaper or magazine. An article basically discusses topic of a general interest. An article can be as short as a paragraph or two or as long as several dozen pages. Articles can address any topic that the author decides to explore and can reflect opinion, news, research, reviews, instruction, nearly any focus. Articles appear in newspapers, magazines, trade publication, journals, and even in books. Because of their relative brevity, articles typically are used to provide up-to-date information on a wide variety of topics. The main motive behind writing an article is that it should be published in either newspapers or magazines or journals so as to make some difference to the world. To make an article effective, we should follow the basic structure of article

An article must be organized in a proper way so as to draw the attention of the readers. The basic outline for an article writing format is

·         Heading / Title

·         A line having the writer’s name

·         Body (the main part of the article, 2 – 3 paragraphs)

·         Conclusion (Ending paragraph of the article with the opinion or recommendation, anticipation or an appeal)

Steps for Article Writing Format

Think of the topic you want to write the article about. Only after you’ve decided your topic you can go ahead and undertake the further steps in the process one by one:

·         Target Audience: Identify the concerning reading group

·         Purpose: Find the objective or aim of writing the article

·         Collect & Select: Gather as such information as possible. Also, identify the details that are most significant

·         Organize: Arrange the information and the facts in a logical way

Example: Article on good education

Good education

                            by XYZ

Education is the process of acquiring knowledge and skills, building morals, values, and developing habits. Education does not just consist of these. The process of education can be said to be complete only if you are able to put the knowledge you acquire to good use. So, education is not just gaining knowledge and gathering information but developing the ability to apply what you have learned to daily life scenarios.

Is there good education and bad education? This is a question that has been asked for years now. Good education works towards the goal of preparing and empowering individuals to lead a productive life that definitely impacts the economic growth of the society and country they are a part of. Good education is meant to stimulate logical and critical thinking in individuals. Good education does not mean scoring high marks in your assessments. People usually perceive the notion that schooling and scoring good marks in examinations is education. Education is beyond all that. Schooling alone does not lead to learning. Getting a good education depends on a lot of factors, including the environment or society you are in, the social and economic background and the ability of the individual to understand, analyse and act according to the need of the hour.

Education makes you a better person and gives you stability in life. You become a person people around you can rely on. You can become the hand that lifts up the lowly and provides solutions to all the problems they face. It can also boost your self-confidence and credibility as an individual.