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general principles of effective communication pdf

Communication is a two way process where the message sent by the sender should be interpreted in the same terms by the recipient. 7. In order to make communication effective it is necessary not only to have clarity of ideas, consistency and completeness but also to make a proper choice of medium. Right climate in the organisation – There should not be any communication barriers in the business concern. Much can be achieved if courtesy and consideration can be interwoven into the message. Hence, the message should be sent before the actual need keeping in mind the time required for communication. It is really hard to imagine a world and life without any communication. For instance, while ordering for goods, one needs to make clear what is wanted, when it is needed, to whom and where it is to be sent and how the payment would be made. Correct channel – The correct channel of communication is to be chosen in order to make communication effective. These special facts are known as ‘Principles of Effective Communication’. Technical words and words having various meanings should be used to the minimum. The communicator should not lengthen or shorten any of these at the expense of the other. Oral Communication at a Place Free of Noise and Distraction: The place where the manager addresses his subordinate(s) should not be noisy or cause distraction. He can furnish rentals per day, facilities provided, seasonal change in the rent, nearness to transport facilities, etc. However, in day-to-day work, it is not always possible to sense the receiver’s state of mind; even so, the sender should ensure that he uses polite words to evoke favourable response to his communication. This implies that the information should be adequate and complete in all respect. Informal communication system speeds up the transmission of formal messages. 5. (c) The communication channels should be straight forward and short, to minimize delays and distortion of information. Simple, short and crisp sentences should be used to make the message effective. In other words, there is no room for misinterpretation. To succeed in this employment agency industry you need to follow to these principles. Well defined authority structure results in effective communication. All communication involves eight steps, regardless of the form used. Communication should help to improve quality and to make self-correction of errors. Communicate messages those are of short-run and long-run importance. 8. Communication is important both for an individual and also for the society. 6. Principles of Effective Presentations Every time you stand in front of a group, you must achieve two basic goals. The following factors increase effectiveness of the communication process: Official information should flow through formal channels of communication. The characteristics of effective communication are as follows 2. The characteristics of effective communication, The message to be delivered must be clear in the, mind of sender. High sounding phrases may reflect sender’s scholarship but may not ensure desired actions. After delivery of the message, the sender should inquire from the receiver(s) whether he has understood the message and, preferably, ask him to repeat the contents of the message. Follow-up action is necessary to find out whether the receiver has understood the message correctly. Moreover, those who participate and help communication planning will give active support to you. Brevity 17. Choose non-discriminatory expressions. Training to the Communicators: Proper training is essential to the communicators to develop their communication skills. Communication, to be effective, requires continuous follow-up. iii. It means merely transferring information is not communication and it is important that the receiver should understand it. First, you need to communicate a message. This is especially so in upward communication. Listening is one of the most important tasks of the sender. Such an attitude is likely to soften the attitudes of subordinates and enable them to share their ideas and views freely with their superiors. are the best persons to be contacted rather than immediate superiors. Incomplete and inadequate information delays action and destroys understanding and relations. However, management must assure itself that rumors are not spread by informal groups. The industrial problems may be minimized by establishing an effective system of communication because a sense of co-operativeness will make the industrial relations better. Communication should be an instrument to explain the situation to the employees. Prohibited Content 3. Ideas should be clear and be devoid of any doubt. Communication is effective when the workers are receptive to it and are able to give relevant feedback. The question is: In what proportion to mix reason with emotion to make a communication deliver the desired results. According to this principle, communication system should maintain consistency in the objectives of the enterprise, its procedures and processes. Take the opportunity, when it arises, to convey something of help or value to the receiver. Business professionals refer to these four skills collectively as effective communication skills. Avoiding technical jargons used in one’s profession. Managers or execu­tives should become much informal in their behaviour with his subordinates. In all types of communication, the communicator must keep in view the following principles in order to have an effective communication: 1. 9. When there is no error in interpretation and the sender gets correct feedback, then communication can be said to be effective. The communicator should select the proper medium by considering such factors as the nature of matter to be communicated, urgency of communication, distance between the communicator and the recipient of communication, etc. Language should be as simple as possible. Formal communication has a prominent place among the channels of communication but informal communication is not less important. This is a fundamental requirement for the existence and survival of human beings a… It is a long drawn process wherein the receiver thorough constant interaction with the sender understands the latter and accepts his statement to be true and honest. It helps understand the people. Informality, 9. Effective commu­nication necessitates a minimum of two partici­pants who should interact with each other. Principle of Appropriate Language 3. Show interest in the receiver and highlight the benefits accruing to the receiver. Communication can be improved by the following suggestions made by the American Management Association: 1. There are some problems which cannot be solved with formal communication but informal communication does succeed in solving them. Communication system should not be unnecessarily costly. In this connection, the sender has to ensure the following: i. Management, Functions, Directing, Process, Communication, Effective Communication. The system should allow free flow of information from the points of origin to destination. Avoiding phrases, use ‘conclude’ instead of ‘come to conclusion’, use ‘please’, in place of ‘will you be kind enough’ ‘although’ for despite the fact. 2. So in order to make the most out of our interpersonal relationships, we must learn some basic principles. If “the medium is the message,” (g) The language employed in communication should be simple and easy to understand. (v) The Principle of Appropriateness (or Rationality): The communication must be appropriate or rational, in the context of the realization of organizational objectives. There should be room for listeners to interact and participate in the proceedings. Whenever possible, communicate something that helps or is valued by the receiver. Peers exchanging communication can let their friendliness reflect in what they say. Simple language – The language used in communication should be simple and easily understandable. Many definitions describe communication as a transfer of information, thoughts or ideas to create shared understanding between a sender and a receiver. Relate to common experiences between the source and destination. Regular training and refreshment is always provided to people in an organization to maintain Effective Communication. Readers and listeners prefer reading and listening to short notices rather than lengthy details. Provision for Interaction and Participation in Oral Communication: In verbal communication, care should be taken to see that it does not become a monologue by the com­municator. Communication is regarded as the most basic skill that a person has had since he first fell into the womb. 2. An advance communication carries with it the danger of ‘forgetting’, on the part of the recipient, while a delayed communication loses its purpose and charm, and becomes meaningless, when the right time for action on it has expired. In any case, the speaker should speak at a pitch that even person sitting in the last row can hear him clearly. And second, you need to communicate your person-ality — who you are as a professional and an individual. vi. Whether sitting in office premises, visiting any bank or shop or doctor or any other public place, at home, etc; everywhere we all exchange information, thoughts in a way or another on daily basis with different people. The communication should always be consistent with the objectives, policies and programmes of the enterprise. Principles of Effective Communication Communication is the process of transmitting the messages and receiving the response of that message . ii. On the contrary, in case of a less capable receiver more details are needed. Communication is the basic step for the exchange of information. This decision of time helps him in reducing the effect of man’s emotions and moods. The communicator should decide his tone of voice with reference to the content of the message. So to have effective communication certain principles are to be followed. Formal communica­tion, however is important in a formal organiza­tion but informal communication does not lose its place in the organization. 3. Adequacy of information – In order to make communication effective, one more condition to be fulfilled is that it should be adequate and complete in all respects. It should promote co-operation among people at work to achieve the organisational objectives. In this context, the study of communication in management education and operation of an organization has been quite unavoidable. Clarity: The principle of clarity means the communicator should use such a … Thanking the other person for a favour, acknowledging his action or response, apologizing for a mistake, avoiding negative expressions (the product failed because of you, your behaviour is bad etc.) 1. The words used in the message should be simple—communication, especially business communication, should not be a means to demonstrate the language skills of the speaker/writer. 6. These may also be regarded as characteristics or an effective communication system. A communication should be sent when the receiver(s) is in a receptive frame of mind. Information of ideas should be communicated at the proper time. Today, almost every manufacturer of toothpaste claims his product to be the best in the market, this leaves the consumer, particularly the gullible among them, utterly confused about which toothpaste to choose from among the several ‘bests’. Here, listening refers to the reactions of the receiver. One should use denotative words rather than connotative words. (h) All the activity units of organisation are to be connected with communication channels. If a seminar is organized for the students and speakers of esteem from various fields are invited who deliver lectures beyond the understanding of students, the lectures will be of no value to them and will go unheard. Speed – The communication system should be capable of carrying messages speedily. Physical and Human Setting 22. Choosing simple language and using simple words in place of high sounding words. It should be supported by facts, and observations. And for this, a guard over the manner of functioning of informal groups, while transmitting a formal communication, is but imperative. But in certain situations where they are the sole and best judge, informality may be avoided. The gestures of the sender should correspond with the message he sends. Employed in communication means the communicator should understand the points and answer all of.... Learn some basic principles will help anyone looking to improve her communication skills communication loss! Barriers is seldom achieved, communicators should acquire communication skills persons to be chosen order... Perceptive listening makes communication effective get the feedback by using appropriate means right, neither too much nor little. And crisp sentences should be room for misinterpretation communication channel with informal channels communication on occasion! Serves to fill some of the receiver may take some action after receiving message... 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