Principles of Effective Communication
Rahul's Noteblog
Notes on Business Communication
Principles of Effective Communication
Principles that could make communication more effective:
1. Communication must be clear so that the receiver can fully comprehend that the sender is trying to communicate. The sender's message must be tailored for the receiver. It must also be necessary to assume that the receiver has a certain level of intelligence and the receiver is able to follow the mechanics of communication.
2. Top to bottom communication within an organization is based on the idea of trust. It is assumed that the receiver will follow the commands passed from the top. Top to bottom only works effectively if the receiver is fully trusted by the sender, and that the receiver will execute all the actions to the best of his/her ability.
3. Informal communication is usually more effective than formal communication. While formal communication seems more professional in an industrial setting, it has a lower compliance factor compared to an informal communication. This is because informal communication may involve a superior personally speaking to a subordinate face-to-face, hence, compliance is much higher because the receiver can fully understand the sender. For example, a student is likely to pay more attention in a small, informal classroom compared to a large formal lecture hall.
4. The receiver is expected to stay attentive when the message is being communicated. Good attention is a very important factor in communication. It leads to better understanding of the message, hence a better outcome.
5. Communication must be consistent with the overall plans of an organization. In other words, communication must flow parallel to the policies, plans, programmes, etc. of the organization. Inconsistent communication may lead to costly misunderstandings.
6. Information must always be adequate and comprehensible. Incomplete information leads to loss of time and money, and may develop misunderstandings. And this may harm the organization as a whole.
7. Communication must be carried out on the proper time. Late communication may create late reactions from the receiver, causing the entire process to be set behind in time. And this may cause uncoordination among organizational departments.
8. It is always a good idea to receive feedback from the receiver in order to ensure clear communication. This way, the sender can be certain that the information he/she is trying to send has received the listener and that the next actions of the listener can be smoothly carried out without any unnecessary disagreements.
9. An effective communication network must be established within an organization. This is to ensure that information reaches the target in the original form. There may be many information networks within an organization, and they may transmit different information; however, it is necessary to make the network effective and right on target.
Additional Readings:
1. Definition and Characteristics of Communication
2. Principles of Effective Communication
3. Reasons why Communications is a Two-Way Process
4. Effective Communication and People Management
5. Categories of Organization Communication
6. The Benefits of Written Communication
7. Barriers to Effective Communication
8. Overcoming Barriers to Effective Communication
9. Types of Business Communication within an Organization
10. Important Elements of Report-Writing
11. Scope of Communication
12. The Grapevine
13. Communication with Workers’ Families
14. Effective Listening
15. Qualities of a Business Letter
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