Communication - Term 2
Features of effective communication (for sender
/ transducer)
Effective communication is the process of exchanging thoughts, ideas, knowledge and information in a way that its purpose is fulfilled in the best possible manner.
i.e. Communication is best understood by the receiver
Clear:
Primary characteristic of written or spoken communique
Short and simple sentences
Prefer active voice over passive voice
If several messages, convey in bullet points
Concise:
Time is an essential parameter in communication
People have low attention spans - just a few min
Short and sweet sentences
Concrete:
Facts and figures used should be well-footed
Use information and arguments backed by data
i.e. Tangible argument
Coherent:
Well-planned
Logical sequence of information
The main ideas should be differentiable
Should flow well
Courteous:
Business communique should be formal
Honest, respectful, considerate, open and polite
Kindness
Don't be offensive. That may put off certain factions of people.
Don't be racist, misogynist, etc.
Even in the use of humor, don't be inconsiderate.
Features of communication (for receiver)
Listening For Understanding:
Pick up on non-verbal cues
Understand the message lying beneath the gibberish
A listener should be
Emotionally mature
Objective (Open minded, No personal bias)
Practical
About the receiver
Focus and Attention:
Multi tasking is common in business environments
But, when communication is happening, pay attention
Misplaced or misunderstood communique could be disastrous
They are crucial for effective communication
Emotional Awareness and Control:
Be in an emotionally stable state
Objective (don't let personal feelings get in the way of effective communication)
Hurdles of communication
Language hurdles:
Semantic Barriers
Sender and receiver don't speak the same language
Or Jargon is not understood
Ex. Expert using jargon with an intern
Emotional hurdles:
Emotional state of the sender or reciever
Temporary
Sender - Affects tone of message
Receiver - Affects how message is perceived
Physical hurdles:
Physiological Hurdles
Hurdle due to Environment / Surroundings
Ex. Noisy place, poor internet connection
Face to face communication is best.
Systematic hurdle:
Institutional barriers
Due to lack of proper channels of communication
Ex. Junior employee cannot contact CEO
Attitudinal Hurdle:
Behaviors or perceptions that prevent people from communicating effectively
Perceptions of the sender or receiver about one another.
Ex. Receiver may dislike the sender and so the communique is not taken in a positive way.
Long term, unlike emotional hurdles
Effective listeners should aim to overcome their own attitudinal hurdle against the sender to facilitate effective communication.