Effective communication

Effective CommunicationEffective communication has emerged as a

response to the growing recognition that communication is necessary for making an impact on interpersonal relationships.

Definition

Communication-Two way process in which there is an exchange and progression of ideas towards a mutually accepted direction or goal. Basic elements are:• Sender/encoder/speaker• Receiver/decoder/listener• Message• Medium• Feedback/reply

RECEIVER/DECODER/LISTENER The listener receives an encoded

message which he attempts to decode. In relation to the work environment and

the value perceived in terms of the work situation.

SENDER/ENCODER/SPEAKER The person who initiates the

communication process is normally referred to as the sender.

He selects ideas, encodes and finally transmits them to the receiver.

Medium Oral Written non-verbal

Prior to the composition of the message, the medium/ channel should be decided.

Message Encoded idea transmitted by the sender. Incorrect patterning can turn the receiver

hostile or make him lose interest.

Feedback

Effective communication takes place only when there is feedback.

The errors and faults that abound in business situations are a result of lack of feedback.

Saves time of communication

PURPOSE OF EFFECTIVE COMMUNICATION

Brings improvement in speaking abilities listening interacting Writing convincing persuading

Helps in

Coordinating Controlling Issuing instructions

Basic Model of Communication

7C’s C’s Relevance

Credibility Builds trust

Courtesy Improves relationship

Clarity Makes comprehension easier

Correctness Builds confidence

Consistency Introduces stability

Concreteness Reinforces confidence

Conciseness Saves time

4S’sS’s Relevance

Shortness Economizes

Simplicity Impresses

Strength convinces

Sincerity appears

Barriers to communication

An activity as complex as communication is bound to suffer from setbacks if conditions contrary to the smooth functioning of the process emerge. They are referred to as barriers because they create impediments in the process of the interaction. • Sender-oriented• Receiver-oriented

Sender oriented barriers:

• Badly expressed message: • Loss in transmission: • Semantic problem:• Over/under communication:• ‘I’ Attitude• Prejudices

Remedies for the sender oriented barriers

• Plan and clarify ideas• Create a climate of trust and confidence• Time your mind carefully• Reinforce words with action• Communicate efficiently• correct choice of medium or channel• simple words and accurate understanding of

intension• quantum of information should be right

Receiver-oriented barriers

• Poor retention• Inattentive listening• Tendency to evaluate• Interest and attitudes• Conflicting information• Differing status and position• Refutations and arguments

Remedies for the Receiver oriented barriers

• Jot down points• Improve concentration• Delay evaluation• Develop interest• Confirm with feedback, clarify• Encourage juniors to come up with ideas and listen• Resistance to change: be flexible• Enter into healthy discussions

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