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EFFECTIVE COMMUNICATION - Coggle Diagram
EFFECTIVE COMMUNICATION
Effective communication occurs when there is shared meaning. The message that is
sent is the same message that is received. There must be a mutual understanding
between the sender and the receiver for the transmission of ideas or information to
be successful.
Can be defined as:
:check: Using language that is appropriate to others' levels of understanding.
:check: Making sure others receive the information or knowledge intended.
:check: Developing relationships with others.
:check: Talking with others in a way that facilitates openness, honesty and cooperation.
:check: Providing feedback.
Main Characteristics:
Clarity of Purpose: The message to be delivered must be clear in the mind of sender. The person to whom it is targeted and the aim of the message should be
clear.
Completeness: The message delivered should be complete. It should be supported by facts and observations. It should be well planned and organized.
No assumptions should be made by the receiver.
Conciseness: The message should be concise. It should not include any unnecessary details. It should be short and complete.
Feedback: Whether the message sent by the sender is understood in same terms by the receiver or not can be judged by the feedback received. The feedback should be timely and in personal. It should be specific rather than
general.
Empathy: Empathy with the listeners is essential for effective verbal communication. The speaker should step into the shoes of the listener and be sensitive to their needs and emotions. This way he can understand things from
their perspective and make communication more effective.
Modify the message according to the audience: The information requirement by different people in the organization differs according to their needs. What is relevant to the middle level management might not be relevant to the top level of management. Use of jargons should be minimized because it might lead to misunderstanding and misinterpretations. The message should be modified according to the needs and requirements of the targeted audience.
Multiple Channels of communication: For effective communication multiple channels should be used as it increases the chances of clarity of message. The
message is reinforced by using different channels and there are less chances of deformation of message.
Make effective use of Grapevine (informal channel of communication):
The employees and managers should not always discourage grapevine. They should make effective use of grapevine. The managers can use grapevine to deliver formal messages and for identification of issues which are significant for the employees. The managers can get to know the problems faced by the employees and can work upon it.
7 C’s of Communication
Credibility. If the sender can establish his credibility, the receiver has no problems
in accepting his statement.
Completeness. The communication must be complete. It should convey all facts
required by the audience.
Clarity. Absolute clarity of ideas adds much to the meaning of the message. The
first stage is clarity in the mind of the sender.
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Consistency. The approach to communication should, as far as possible, be
consistent.
Concreteness. Concrete and specific expressions are to be preferred in favour of
vague and abstract expressions.
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4 S’s of Communication
Shortness. It is often said that “Brevity is the soul of wit.”. The same can be said
about communication.
Simplicity. Simplicity both in the usage of words and ideas reveals clarity in the
thinking process. Using simple terminology and equally simple concepts would help.
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Sincerity. A sincere approach to an issue is clearly evident to the receiver. If the
sender is genuine, it will be reflected in the manner in which he communicates.
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