Hence, the message should be sent before the actual need keeping in mind the time required for communication. The purpose for which communication was used must be achieved. In this connection, the sender has to ensure the following: i. There are some problems which cannot be solved with formal communication but informal communication does succeed in solving them. The messages should be correct, authentic and accurate. 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. The next stage is that the order should be accepted by the subordinate. In planning communication, consult others to obtain their support as well as the facts. If “the medium is the message,” The chief purpose of communication is the exchange of ideas among various people working in the organisation. 1. Effective Communication, is therefore sine qua non for the sustenance and growth of an organization. The suggestions of all the persons concerned should be invited while making plans for communication. must be made at the high time, when needed to be communicated to the recipient. just necessary and sufficient. Seek not only to be understood but to understand-be a good listener. Develop Listening Habits (Consideration): Some people are good speakers but bad listeners. This is especially so in upward communication. Speed – The communication system should be capable of carrying messages speedily. Communication should be able to introduce all the employees in the enterprise with its objectives so that all the employees move unitedly towards the goal. In this context, the study of communication in management education and operation of an organization has been quite unavoidable. 4. How often a manager should communicate with a subordinate or group of subordinates on the same subject? It is necessary to seek the participation of others in planning a communication. There are certain principles observed in ensuring communication effectiveness. The following guidelines ensure concreteness Use specific facts. (f) There should be a proper internal organisational atmosphere of trust, goodwill, understanding and transparency in-the organisation among the various participants in the communication process. All information and all ideas be communicated at the proper time. Communication: Some Basic Principles This topic introduces students to the basic principles of written communication. Principles of effective communication 1. The need to make communication an effective instrument of organisational cohesiveness and control over it are well recognized. (a) The sender should be clear in his mind as to the intent, content and context of communication on each occasion. Depending on the number of listeners, it should be in the manager’s cabin, conference room or at a place where the audience can pay undivided attention to every word spoken. Careful planning about what, when, where, why and how to communicate makes communication effective. For example, the sender may raise his hand to convey the message of ‘stop the work’. Formal communication however is important in a formal organisation but informal communication does not lose its place in the organisation. It helps understand the people. Though ideal communication free from all barriers is seldom achieved, communicators should acquire communication skills and enhance effectiveness of their communication. 8. (h) All the activity units of organisation are to be connected with communication channels. They may be upward, downward, lateral and diagonal. Clarity of message – The subject-matter, which is to be communicated, must be clear. Be sure your actions support your communication. Rather than saving, “dispatch this mail as early as possible”, it will be better if the manager says, “dispatch this mail latest by tomorrow evening”; because the word ‘early’ can have different meaning for the manager and the clerk. Seek to clarify your ideas before communicating. This is the most important principle of an effective communication system. It should promote co-operation among people at work to achieve the organizational objectives. Show interest in the receiver and highlight the benefits accruing to the receiver. Instead of telling, it would be delivered sometime in the next week’, say ‘it would be delivered by 19 July, 2017’. Effective commu­nication necessitates a minimum of two partici­pants who should interact with each other.   Privacy Nature of Relationship between Sender and Receiver: Relationship between the sender and receiver should be kept in mind while drafting the communi­cation. For a practical application of this principle, it is imperative that not only must the message be expressed in a pleasant and sound manner; but also the purpose of the sender in making communication, must be absolutely clarified. Proper medium of communication – There are different media for passing of communication. It means that he should see whether the receiver has understood the message or not. The effectiveness of a system is measured in terms of its objective achievement. One’s image must im­prove by his communication. Communication must be neither impracticable to act upon; nor irrational, making no contribution to common objectives. Other businesses! Simple and proper language have to be used in communication. Language should be as simple as possible. But that will happen only if the communicator has given careful thought to the content of the message. Therefore, the effective communication system is one which achieved its objectives. Efficiency of communicator and communicatee is also affected. For example, a hotel manager is questioned about the types of rooms. Clarity can be achieved through the following ways: i. Information should be reliable. The question is: In what proportion to mix reason with emotion to make a communication deliver the desired results. Use of technical words and tough vocabulary should be avoided. It is designed to help you be more proficient in the kind of writing you need to do at home, college and the workplace. It is made to happen. For example, Instead of telling ‘there is a substantial increase in sales’, say ‘sales have risen by 70%. If the receiver happens to be capable more information can be given with the help of a few words. Avoiding phrases, use ‘conclude’ instead of ‘come to conclusion’, use ‘please’, in place of ‘will you be kind enough’ ‘although’ for despite the fact. 8. PDF | On Nov 17, 2016, Vlad Krotov published Basic Principles of Effective Written Communication | Find, read and cite all the research you need on ResearchGate These special facts are known as ‘Principles of Effective Communication’. iii. It is a part of organisational culture. The message of the sender should be understood in the same sense and context in which it is transmitted. 6. Communication Models and Theories Overcoming barriers to effective communication: Design and deliver message so that it gets the attention of intended audience. A practical application of this principle requires that the message must be clearly expressed – whether made orally or in writing. Clarity of message – The subject-matter, which is to be communicated, must be clear. Empathy – In order to communicate effectively, the communicator should understand the receiver and develop better human relations with his subordinates. ii. Communication is effective where there are no barriers to communication. (k) It is desirable to encourage upward communication in an atmosphere of openness and freedom from fear. Communication is the requirement of social existence and a resource in order to engage in the sharing of experiences, through ‘symbol mediated interaction’. In other words, there should be transmission, re­ception and exchange of ideas from both sides. Not long ago, many people in Delhi fed milk to statue of Lord Ganesh because they heard about others doing it. In some cases, a series of communica­tions may produce better results. Human setting refers to the circumstances under which the message is communicated. One should use denotative words rather than connotative words. Communicators should maintain complete control over their actions, behaviour and gestures and not distort the message. Such as, a use of informal groups would also help develop good human relations – by upgrading the status of informal groups and their leaders. Communication networks refer to the routes through which communication flow to the desti­nation person for whom it is meant. The sender should know the type of action taken by the receiver. Sometimes, the communicator may make his voice loud or shrill in order to make the communication effective. The gestures of the sender should correspond with the message he sends. 8. Any delay in communicating the messages will serve no purpose except to make them (messages) mere historical documents as they lose their im­portance and effectiveness by the lapse of time. iv. This will avoid chaos and confusion in the organisation. Incomplete communication leads to assumptions and guesses and the consequent delay in further action plan. The matter in the communication should be a believable and faithful matter. Principle of attention, i.e., Communication must draw attention of the communicatee. Here, listening refers to the reactions of the receiver. Feedback is permitted through a two-way communication system. Fast and automatic system of information flow should be built into the organisational structure, without affecting the accuracy of messages. Information more than the need or less than the need is harmful. Good Communication is Effective Communication. Poor communication is the most frequently cited cause of discontent within organisations and it would be reasonable to expect that most employers are seeking to appoint people with good communication skills. The latter serves to fill some of the gaps and lapses in the formal channels. They are more effective than impersonal, unilateral and authority-oriented communication. Feedback is an important element to effective communication. The sender must learn to listen with the inner ear. In this way, the sender uses the opportunity to convey the message for enduring and immediate benefits to the receiver. Understanding 16. Some of the principles of effective communication are:-, 1. In the business world everything starts and ends with courtesy and considerations. Clarity, completeness, consideration, correctness, courtesy and consistency are also called C’s of effective communication. The communicator or the sender should observe the following principles for effective communication in all types of communication: The sender must use simple language and the language should be known to the receiver. vi. Managers or execu­tives should become much informal in their behaviour with his subordinates. Communication is regarded as the most basic skill that a person has had since he first fell into the womb. 10. The above, in my view, are universal and effective communication rules, which will be applicable anywhere in the world and in all areas of business and life in general. Therefore, brevity is the soul of communication. It should promote co-operation among people at work to achieve the organisational objectives. There should be a two-way communication. Ambiguous terms should not be used so that the purpose of communication is not deviated. Flexibility 13. 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. Proper Time 8. Privacy Policy 9. 2. It means communication should be in accordance with the policies laid down for it. The speaker should not just speak and get away from the communication site. Information is complete when it answers five W’s— what, when, why, where and who. For this purpose, the idea to be communicated must be very clear in the minds of the communicator. Splitting running matter into paragraphs or highlighting key points. The principle of concreteness ensures supply of specific facts to the reader or listener. 7. The sender should not change his words and actions too often. Customers and clients! Messages should not be mutually conflicting – Messages should not be mutually conflicting and should be in line with the overall objectives and policies of the concern. Should Communication Appeal to Reason or Emotion? 2. The above principles if followed will make the communication effective. Whether you are emailing a colleague, pitching a client, or preparing for a To make people believe in the content of a message, he should be himself sure that there is nothing incredible or exaggerated in the message. Formal communica­tion, however is important in a formal organiza­tion but informal communication does not lose its place in the organization. The process of communication should be helpful in an effective exchange of information. Before uploading and sharing your knowledge on this site, please read the following pages: 1. According to this principle, the communication should always be in a simple language. Be mindful, when you communicate, of the overtones as well as the basic content of your message. Principle # 9. This is possible only when the receiver takes interest in the message and listens to it attentively. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to … The obvious benefit of such a move will be that all those who are invited while making plans for communication and taken into confidence will contribute to the success of the communication system. The sender must strike a balance among these three forces – brevity, clarity and completeness. Follow-up action is necessary to find out whether the receiver has understood the message correctly. Therefore, informal communication should also be given recognition in the organisation. 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. (e) Communication effectiveness can be maintained and improved by matching the media with the nature of messages to be transmitted. All communication involves eight steps, regardless of the form used. Moreover, those who participate and help communication planning will give active support to you. (c) The communication channels should be straight forward and short, to minimize delays and distortion of information. He can furnish rentals per day, facilities provided, seasonal change in the rent, nearness to transport facilities, etc. Take the opportunity, when it arises, to convey something of help or value to the receiver. There should not be any ambiguity. 9. It is possible only when individual objectives are integrated with the organisational objectives. Follow-Up Action and a Few Others. The characteristics of effective communication, The message to be delivered must be clear in the, mind of sender. Incomplete reply leads to further communication and wastage of time. The remedies for the removal of barriers in communication also point towards effective communication. The system should allow free flow of information from the points of origin to destination. Communication is the cornerstone of our profession. A letter from superior to subordinate will exude authority—’Do this, do not do that’ type. Reciprocal communication – Both the communicator and communicate should participate in the communication. The above principles, if followed, will make the communication effective. Communication must be complete to avoid confusion in the mind of the receiver. In others, there may be resistance to repetition of the same com­munication time and again. Consider the content and the overtones of the message. The feedback (or reaction or response) of the recipient to the message, must be as easily transferable to the sender, as the original communicable made by the sender. Seeing a cute little baby relishing a particular biscuit, the watcher may relate it to his own child and go and buy that same biscuit, for­getting that his own baby prefers a different biscuit. It should be kept in mind that words do not speak themselves, but the speaker gives them meaning. Many definitions describe communication as a transfer of information, thoughts or ideas to create shared understanding between a sender and a receiver. Format means the kind, shape and size of a communication. Providing all necessary information, the sender has to answer all the five ‘W’s—who, what, when, where and why. 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. 5. The effectiveness of a system is measured in terms of its objective achievement. Physical and Human Setting: Physical setting refers to the person to whom the message is communicated. This is used to draw out the other person. 6. For example- the managers should make use of oral communication for individual communication and written communication for policy matters. Workers will contact their supervisors rather than functional managers. Wrong information will result in wrong decisions. An effective communication system is based on the following principles: First of all it should be clear in the mind of the sender as to what he wants to say. Completeness of information increases the effectiveness of communication. Timeliness. It helps to understand the people. The goal is to understand the speaker’s (sender’s) feelings, needs and wants in order to help him solve a problem. Incomplete and inadequate informa­tion delays actions and destroys understanding and relations. Managers or executives should become much informal in their behaviour with his sub-ordinates. 5. Readers and listeners prefer reading and listening to short notices rather than lengthy details. Correct channel – The correct channel of communication is to be chosen in order to make communication effective. Principles of Communication: Lack of effective communication renders an organisation handicapped. Incorrect transmission will lead to incorrect action. The message transmitting ideas, facts or information should be clear and to the point. Business communication is the ability to build solid relationships based on the effective and efficient exchange of information between:! Communication should be an instrument to explain the situation to the employees. In all types of communication, the communicator must keep in view the following principles in order to have an effective communication: 1. The term correctness in communication means the following using correct format, grammar, punctuation, spelling, etc., besides giving correct facts. (d) Arrangements are to be made for prompt transmission of information to the needed areas. Correctness and Believability of Communication: Before communicating a message, the sender should carefully check its correctness and reliability. Relate to common experiences between the source and destination. 7. Technical words and words having various meanings should be used to the minimum. Principles of Effective Communication Communication is the process of transmitting the messages and receiving the response of that message . Course Hero is not sponsored or endorsed by any college or university. A sender, however, should have the knowledge of some special facts which he can use in a particular situation to make communication effective. Employees within the business! Avoiding ambiguity by correct punctuation, personal pronoun, proverbs, etc. Consider the total physical and human setting whenever you communicate. 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. People specialized in their work like tax, accounts, sales, finance etc. The message should be clear and complete. Examine the true purpose of each communication. A concise message saves time and energy of both sender and the receiver. To succeed in this employment agency industry you need to follow to these principles. They should seek not only to be understood but also to understand. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to … These experts possess the power of information and can make people perform activities related to their areas more effectively than others. Consistency of message – All messages must be consistent with the objectives, policies and rules of the organization. Copyright 10. It avoids spreading of rumours and relieves top managers from scanning every information. Communication should help to improve quality and to make self-correction of errors. From this point of view, communication is a product of a human being's survival. 3. Concreteness means being specific, definite and vivid communication. A subordinate addressing his superior will be humble, respectful and polite in the extreme—he cannot afford to be careless or reckless. Such an attitude is likely to soften the attitudes of subordinates and enable them to share their ideas and views freely with their superiors. Planning for communication aims at determining as to when, how and through what medium communication is to be done among people working at different levels. Content of Message 23. Principle of Attention: In order to make communication effective, the receiver’s attention should be … Course Hero, Inc. This helps in increasing the effectiveness of communication considerably. Economy 14. Communicate for tomorrow as well as today. Principles of Effective Presentations Every time you stand in front of a group, you must achieve two basic goals. Incomplete and inadequate information delays action and destroys understanding and relations. However, management must assure itself that rumors are not spread by informal groups. If case studies of real life happenings are narrated, the lis­teners/readers will be better able to understand the points made. So, the sender or communicator must make efforts to achieve the objective of this response. A communication can be made more effective if the spoken and written words are accompanied by appropriate charts, diagrams and pictures. Each of these examples illustrates how interpersonal communication meets our basic needs as humans for security in our social bonds, health, and careers. Communication must be a two-way process. Incomplete messages create gaps that may be filled by people according to their individual perceptions. Should the communication be oral or written, and what should be its general style? ‘Action speaks louder than words’, so a manager cannot enforce punctuality, if he himself is not punctual. However, it is possible to overcome such resistance if the format and media of communication is changed each time. The communication should always be consistent with the objectives, policies and programmes of the enterprise. The message should be as brief as possible but even with brevity, it should convey the message in full. (i) Feedback is perhaps the most important characteristic of effective communication system. The Basic Principles Of Ethical Communication While project workflows, strategic planning, advanced technology, and business analyses are often topics associated with critical corporate discussions, an enterprise’s code of ethics - and its key ethical communication principles - is … Clarity: The principle of clarity means the communicator should use such a … (m) Participative processes can be more and more resorted to for both downward and upward communication. 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. The information may be written or spoken, professional or social, personal or … Physical and Human Setting 22. Simple, short and crisp sentences should be used to make the message effective. Any delay in communicating the messages will serve no purpose except to make them (messages) mere historical documents as they lose their importance and effectiveness by the lapse of time. ii. So, the actions of the sender should not contradict his words or message. The sender has to emphasise with needs, aspiration, emotions, desires request etc., of the receiver. It is essential for the sender of the message that he should know about the success of the message. (j) There is a clear need for supplementing formal communication channel with informal channels. Regular training and refreshment is always provided to people in an organization to maintain Effective Communication. This is the most im­portant principle of an effective communication system. Consultation 12. 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. and using empathy are some of the ways which can make communication courteous and effective. The sender can gather useful information through listening for further communication. The communicator must have feedback confirmation from the recipient whether the mes­sages communicated, have been understood in the same sense in which the sender takes it and also whether the recipient is agreed or disagreed the proposal. A cow moos loudly when it … The sufficiency of information depends on the ability of the receiver. 9. Content Filtration 6. Adequacy 7. Effective communication means communication free from barriers. No doubt, all communications have a beginning, a body and an end. 9. The sender should give the meaning of words instead of making the words speak for themselves. It should be supported by facts, and observations. The communicator should decide his tone of voice with reference to the content of the message. The following factors increase effectiveness of the communication process: Official information should flow through formal channels of communication. 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. Further, the message must be complete – leaving no scope for any doubts likely to confuse the recipient and compel him towards a misinterpretation of the message. Communicate messages those are of short-run and long-run importance. 7. The communication results in strengthening the business concern through the co-operation of managerial personnel. interpreted in the same terms by the recipient. 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. 9. What the sender wants to convey must also be what the receiver wants to receive. According to Terry the principle of effective communication is ‘first to fully inform oneself.’ The clearer the thought the more effective is the communication. Prohibited Content 3. Well defined authority structure results in effective communication. Completeness o The message delivered should not be incomplete. Communication is effective when the workers are receptive to it and are able to give relevant feedback. The organisation structure of the unit consisting of physical setting and human setting must facilitate the process of communication. 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. It means merely transferring information is not communication and it is important that the receiver should understand it. Communication is a means to an end, and not an end in itself. Proper Medium 15. For example, a baby in a cradle, communicates with a cry that she needs her mother. 10. Communication should have courtesy and diplomacy. Principle of Appropriate Language 3. Focus on ‘You’ attitude instead of I attitude. Most good lawyers have perfected four basic skills and made them into an art form: listening, reading, writing, and talking. This means the receiver accepting the statement of the sender as such. Communication must be made in such a manner that it invites the attention of the recipient to it. The language and style of communication should match the level of understanding of the receiver. Actions speak louder than words. 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.) 2. v. Using active voice in place of passive voice use ‘your prices are on higher side’ instead of ‘I thought that your prices are on higher side’. This promotes the credibility of the communication and promotes its acceptability. And second, you need to communicate your person-ality — who you are as a professional and an individual. Communication is a two way process where the message sent by the sender should be interpreted in the same terms by the recipient. 1. The receiving person may be an individual, concerned department personnel or organisation as a whole. Feedback – This refers to the actual response of the receiver to the message communicated to him. Ambiguous terms should not be used so that the purpose of communication is not deviated. So please cooperate with us and work overtime.”. iii. The idea behind emphasizing on the feedback aspect of communication is that it helps the sender to modify his subsequent communications in view of the reactions of the recipient – making for better and improved human relations. It are well recognized helps in increasing the effectiveness of communication system is measured in terms of its objective.! Some people are good speakers but bad listeners not born with all the activity units of organisation are be. Communication leads to assumptions and guesses and the type of receiver ( s ) in planning a communication be... Directing, process, where, why and how to communicate effectively, the system... The speaker gives them meaning in ensuring communication effectiveness can be achieved if and. Create shared understanding between a sender and receiver: Relationship between the source and destination sufficiency. 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