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.
PRINCIPLES FOR EFFECTIVE COMMUNICATION
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.
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